Position Descriptions

Late Nite Advisory Board Chair Position Descriptions

Assessment Chair

Roles and Responsibilities:

Conduct additional surveys for program improvement (i.e. themes, locations, etc.)
Conduct focus groups with campus organizations and groups
Make and conduct additional surveys for volunteers who worked Late Nite

Event Manager

Roles and Responsibilities:

Organize, plan and implement Late Nite @ Ball State events in collaboration with LNAB members including (but not limited to):
Contract, price, and vendor service negotiation
- idea creation
- determine event building set-up, logistical, and decorative needs
- determine craft and activities
- delegate tasks
- work with student volunteers
Serve as Event Manager the night of pre-determined Late Nite events (Date (s) TBD)
Work with designated staff to purchase and/or order all necessary supplies for Late Nite events
Delegate responsibilities to respective LNAB chairpersons to aid in completion of tasks on Event Manager Checklist (see document)
Work with Marketing Chair to determine promotional items for advertising giveaways
Work with Marketing Chair to determine advertising and publicity needs
Work with Volunteers & Co-sponsorships Chair to determine volunteer and worker needs
Work with Finance Chair to determine financial situation and best practices
Brainstorm ideas for Late Nite themes and names
Work and collaborate with all other chairs and committees

Finance Chair

Roles and Responsibilities:

Monitor finances & keep records of all financial transactions for Late Nite
Suggest monetary allocations for each Late Nite
Work with Administrative Secretary to ensure all financial transactions are done in a timely and efficient manner
Make sure financial records match Ball State University's records
Prepare finance binders for audit each year to be reviewed by the business department at Ball State University to ensure Late Nite is in compliance with the IRS
Put together the weekly agenda for weekly Advisory Board meetings
Make recommendations on co-sponsorships, advertising expenses, and other finance related matters
Work with each event manager on income and expenses for each event
Work to continually improve the financial record keeping of Late Nite
Work with the Assistant Director of Campus Programs to ensure financial aspects are handled appropriately
Work and collaborate with all other chairs and committees
Take meeting minutes at all Late Nite Advisory Board Meetings

Marketing Chair

Roles and Responsibilities:

Ensure events have at least 3 methods of advertisement
Ensure deadlines for each method of advertisement are clearly stated and available to programmers
Keep accurate records of details for each event and all information is on the request for advertisement form
Act as the liaison for advertising between Late Nite and the Publicity Designs person
Get Advertising Request Forms to the Publicity Designs person prior to deadline
Obtain all co-sponsorship logos in proper format for use in advertising materials
Learn and understand how to manipulate Photoshop, PowerPoint software, and any other means of creating advertising for Daily News and other advertisement outlets
Have working knowledge of Daily News, Channel 55, and Friday Night Filmworks protocol and requirements for submitted ads
Order and distribute Late Nite promotional materials
Work and collaborate with all other chairs and committees

Member Relations Chair

Roles and Responsibilities:

Plan team-building and communication activities for Advisory Board and committee meetings

Create and present monthly awards
Recognize Advisory Board members on weekends they work
Track member attendance of meetings and events
Obtain weekly volunteer list from Volunteer and Co-sponsorship committee from the previous Late Nite
Recognize one student organization per month that helps with an aspect of Late Nite
Send out interest emails
Update the distribution list
Check Late Nite email and direct to proper folders
Order annual Late Nite shirts for members
Run the activity fair table for Late Nite
Work and collaborate with all other chairs and committees

Volunteers & Co-Sponsorship Chair

Roles and Responsibilities:

Promote co-sponsorships and volunteer opportunities to campus organizations
Promote co-sponsorship opportunities and benefits to campus organizations
Contact organizations and companies outside of Ball State University for co-sponsorship and volunteer opportunities
Create pamphlets which contain information on co-sponsorships and volunteer opportunities
Send thank you notes to volunteers for their time and support
Keep in contact with volunteers and ask about their experience
Provide means for volunteers to communicate thoughts and ideas for future Late Nites
Create contact list of past co-sponsorships and possible future co-sponsorships
Create a rotating schedule for Advisory Board members to attend co-sponsorship meetings
Work with Publicity Designs/Advertising Chair to utilize media venues to track past organizations logos
Work and collaborate with all other chairs and committees