When holding a virtual-only Science Rendezvous event, a Virtual Executive Committee serves in slightly different roles than the traditional Executive Committee.

Team and Individual Responsibilities

Event Co-Chairs (2)

• Organize and run executive committee meetings throughout the year
• Attend Individual team meetings during the first term to provide guidance and ensure all planning is on schedule
• Act as a liaison between the executive committee and the [Institution’s Name] collaborators
• Act as a liaison between [ Institution’s Name] and Science Rendezvous National (e.g. attend National Meetings, contribute ideas and support to other SR sites, coordinate cross-Canada events)
• Coordinate teams responsible for Million Tree Program, Science Chase, INVENTours, and Think Like a Scientist initiative
• Work closely with all the other teams for large projects such as drafting site theme, sponsorship strategies, site location
• Create a post-mortem document with a timeline and important materials for future festival planning

Administrative Team – Financial Officer/Secretary (1)

• Write and post meeting minutes from executive and steering meetings
• Organize and maintain Dropbox and/or Wikipage content
• Schedule and email executive about meetings and important dates/times/locations
• Prepare and maintain budget, financial reports and updates
• Work with sponsorship coordinators to aid external fundraising efforts
• Work closely with financial office to monitor transactions, prepare reimbursement cheques and organize receipts
• Allocating funds across executive teams and keep track of spending

Special Initiatives – Virtual Demo’s, Think Like a Scientist, INVENTours, Million Tree Program Volunteer Coordinator Team (1-4 for each special initiative)

• Recruiting volunteers from grads/postdocs, undergrads, staff/faculty, high school students
• Act as the primary point of contact for volunteers and community partners
• Organizing online application process (I.e., name, t‐shirt size, dietary restrictions, availability, community) through sizeable Excel sheets of volunteers
• Organizing volunteer roles (ie. For MTP~ seed gathering/tree planting opportunities with community partners, schools, churches, city, land trusts, farmers, scout/guide groups, etc…)
• Organize resources required and coordinate volunteer teams for executing the special initiative (ie. community planting opportunities), t‐shirts and food/coupons for volunteers on the day
• Allocating all volunteers based on interest, ability, access to location, community preference; and supervising volunteer activity
• Ensure enough volunteers for each special initiative (ie. organized planting/ seed gathering event)
• Organize training sessions for different teams/groups of volunteers
• Coordinate with Program Liaisons and Science Chase to organize volunteers for departments as well as t-shirts and food tickets
• Create Recognition Certificates and host Volunteer Appreciation event

Program Team – Head Program Liaison (1), Program Liaisons (4‐5)

• Create lists of departments and organizations within [Institution’s Name] that could potentially participate in SR
• Contact all possible participants (either previous departmental organizers, departmental chairs, team, club, student union or organization presidents, etc.) and recruit as many as possible to join the SR virtual event, either to run a registered INVENTour, Think Like a Scientist contribution, video demo, or other registered live online event
• Be the primary point of contact with all new and returning departments/teams/organizations throughout the process, and ensure that all forms are received in a timely fashion and well within deadlines (Note: each PL will likely be primary point of contact with ~6‐8 departments)
• Draft and distribute departmental program forms to all participants that will outline each department’s virtual contribution. Then, meet with each department individually to help design event, tour, or TLAS contribution, answer any questions or concerns, and relay information to other members on the SR executive committee.
• Collect all digital program assets to upload to SR website within reasonable deadline – may need to be a bit tenacious to ensure everyone gets everything handed‐in in a timely manner!
• Compile all departmental TLAS contributions,
• Collaborate with Volunteer Team and Logistics team to organize required supplies, video/photography and space needs
• Help organize volunteer bundles, prepare departmental bundles (t‐shirts, food tickets) for distribution following events

Head Program Liaison will also organize and run smaller PL Team meetings, ensure that all planning is running on schedule, provide complete documentation and timeline of team’s progress throughout planning process for use by future years’ executive

Marketing Team – Head Marketing Coordinator (1), Marketing Coordinators (2), *Webmaster/Social Media (1), **Promotions Coordinator (1)

• Organize photographer and photography consent forms for future media releases and advertising
• Actively seek out University/College’s media team to coordinate advertisements for SR in the forms of video clips, interviews, advertisements, etc. This must be done in a timely
• Working closely with national SR communications directors to collaborate and share advertising options, school board promotions, promotions within other local SR participants
• Distribute university‐wide emails and web‐blasts to advertise SR, contact [Institution’s Name] websites, newspapers, radio and blogs to promote
• Send representatives to reach out to virtually speak in undergraduate classes to promote the virtual event
• Send invitations to prominent figures in city (political and/or scientific and/or media)
• Advertising and promoting Science Chase challenge
• Advertising and promoting all STEM outreach events
• *Website: update and maintain with new updates, maps, departments and groups involved
• *Social media outlets – establish, update and promote (Facebook, Instagram, LinkedIn, Twitter, Youtube, etc)
• **Requesting/ordering additional giveaways for use as incentives for day‐of prizes (should be easy to mail~ stickers, STEM at home activity book, etc…)

Head Media Coordinator will also organize and run smaller Media Team meetings, ensure that all planning is running on schedule, provide complete documentation and timeline of team’s progress throughout planning process for use by future years’ executive

Logistics Team – Head Logistics Coordinator (1), Logistics Coordinators (3)

• Develop detailed plan for virtual requirements
• Use program forms provided by the Program Liaisons to determine which supplies and equipment are required for departments’ virtual
• Building, lab and room bookings for virtual demonstration recording through your institution
• Draft up comprehensive event plans of the entire event year outlining date and time of every live registered event or filmed virtual event. Share with media team and SR national to coordinate communications plans
• Deadlines for filming and editing, and/or written Think Like a Scientist drafts communicated

Sponsorship Team – Sponsorship Coordinators (2)

• Acquire external sponsorships and donations for raffle prizes (Let SR national know how many prize packages you are able to secure locally)
• Organize food and beverages for volunteers by recruiting a large sponsor willing to provide heavily discounted coupons for food for large numbers of
• Work with Volunteer Coordinators and Program liaisons to distribute food tickets to volunteers, to organize delivery of food for departmental volunteers, and dietary
• Work with MTP team and coordinate potential sponsorship requests from various sources for the program- City, province, tree planting organizations, Tree Canada, grant opportunities etc…

Science Chase Team – Head SC Coordinator (1), SC Coordinators (3))

• Plan, organize and execute a virtual Amazing Race-styled science event with national SR website ~ 3-5 science challenges for event sites Science Chase contribution
• Plan 3-5 individual physical or mental challenges (different challenges in different types of science, all demos must be either fully recorded, or if actionable at home must require no equipment that would not be found in all locations, ie. Cup of water, door frame, etc..)
• Plan local prizes in coordination with sponsorship team for challenge winners (should be easily shipped, stickers, coupons, etc..)
• If hosting live demos~ Organize training sessions for day‐of SC volunteers/scientists to review how each challenge is to be run virtually, and schedule and confirm volunteers/scientists for entire event period

Head SC Coordinator will also organize and run smaller SC Team meetings, ensure that all planning is on schedule, provide complete documentation and timeline of team’s progress throughout planning process for use by future years’ executive