Planning Team Roles
Will there be a Catholic Art Festival in 2024? Yes, if we can assemble a team to pull it off, we'll host the next festival on 9/14/24. The roles we need to fill are listed below. (Click to expand.)

Are you interested in joining our team? Email us at catholicartfest@gmail.com with the subject "Planning Team Interest".
Digital Marketing Manager
Overview
Handles all digital content creation and electronic/social media marketing. This role works with the Marketing and Promotion Manager to ensure the event gains visibility and attracts the desired audience.
Assistants
Website Coordinator, Graphic Designer (for sponsorship menu and other graphics), Social Media Coordinator
Duties
  • Designs sponsorship menu layout
  • Manages advertising, social media
  • Develops social media promotion plan
  • Executes social media plan
  • Distributes promotional material internally
  • Executes tasks related to updating the website
  • Creates parish promotional material
  • Compiles digital marketing template
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
XLLMSNoneS
Marketing and Promotion Manager
Overview
Handles all non-digital aspects of promoting the festival, including advertising and networking with parishes. This role works with the Digital Marketing Manager to ensure the event gains visibility and attracts the desired audience.
Assistants
Advertising Coordinator, * Street Team - Everybody does this
Duties
  • Develops Plan for Parish Promotions; recruits parish reps throughout archdiocese (City, County areas, St. Charles, South of south county)
  • Executes Parish Promotion Plan (including bulletin announcements)
  • Mailings to other places of catholic gatherings (doctor's office, bookstore and catholic businesses, retreats, etc.)
  • Works with Digital Marketing Manager to design promotional/advertising material
  • Distributes promotional material internally
  • Determines ad size and length of ad run for Newspapers, The Review
  • Advertise on Covenant Network, other radio stations and local podcasts
  • Prints signage for festival
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
XLLMSSNone
Entertainment Manager
Overview
Oversees the entertainment and program-related tasks, including musicians, performers and the overall schedule (including speakers). This role focuses on creating an engaging and well-paced event.
Assistants
Stage Coordinator
Duties
  • Determines musicians/performers to invite and manages the stage schedule
  • Coordinates with musicians/performers for set duration, set time, equipment requirements, day of logistics
  • Determines Venue resources (stage, power, etc)
  • Executes Day-of Fest Stage and Music
  • Recruits Emcees
  • Coordinates with Emcees and announcements (such as devotional activities) from stage during day of fest
  • Creates Run of Show for Festival
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MMLLXLS
Visual Artist Relations Manager
Overview
Manages the artist application process, selection, placement and communication. This role ensures that the artistic aspects of the festival are curated effectively.
Assistants
Jury Coordinator
Duties
  • Finalizes and Sends Out/Publish Visual Artist Applications
  • Recruits and coordinates with jurors
  • Reviews Applications and Selects Visual Artists
  • Sends Visual Artists Interview Questions
  • Provides input about visual artist tent arrangement
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
LMMSSM
High School Art Contest Coordinator
Overview
Coordinates the high school art contest
Duties
  • Initiate contact with art teachers/home school groups
  • Review and update last year's info (criteria, calendar, etc.)
  • Recruit judge to determine best in show
  • Recruit high school artwork eligibility panel
  • Communicate with art teachers to explain festival contest
  • Give student applications to panel to review
  • Use panel feedback to send acceptance/declination email
  • Communicate with student participants (ongoing)
  • Receive artwork/Coordinate reception of artwork (communicate about packaging, labeling and identification)
  • Arrange for best-in-show judging
  • Print out ballots/identification cards/signs for high school art contest
  • Setting up displays and ballot box in tent
  • Determine and obtain prizes
  • Tallying votes
  • Announce winners
  • Work with volunteer coordinate for high school art tent
  • Manage artwork pickup, and handle unretrieved artwork
  • Thank and request feedback from all who were involved (teachers, students, parents, volunteers) with the High School Art Contest
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MLXLLXLS
Festival Ministry Personnel Coordinator
Overview
Coordinates with the ministry personnel who serve at the festival
Duties
  • Recruits priest, seminarians, nuns
  • Lines up speakers (if we have them)
  • Directs ministry personnel during festival
  • Coordinates with parish for Eucharist Adoration
  • Organizes morning prayer
  • Organizes Angelus
  • Organizes rosary walk
  • Determines Devotional Activities
  • Leads planning team novena/preparation prayer team
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MSSNoneMS
Festival Fun Coordinator
Overview
Manage the aspects of the festival that engage and encourage attendance from the public, creating Catholic children's art activities. This role enhances the overall experience of the guests at the festival and inviting them into the creativity displayed by the artists.
Assistants
Welcome table Coordinator, Yard games Coordinator, Kid's Corner Coordinator
Duties
  • Coordinates with Fr. Rennier regarding Writing Contest (criteria, application form, etc.)
  • Coordinates Poetry corner (if offered)
  • Finds and sets up yard games
  • Manages Welcome Table (festival info, donations, surveys, and capturing attendee contacts, if separate from surveys)
  • Organizes Kid's Corner (choose activities, gathers supplies, sets up/decorates tent)
  • Coordinates with Volunteer Coordinator for volunteers to run welcome table and kid's corner
  • Recruits and coordinates with photographer
  • Determines Survey Questions and Distribution
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
SMLLXLS
Food and Drink Coordinator
Overview
Coordinates all the food and drink related activities
Assistants
Food Coordinator, Drink Coordinator
Duties
  • Determines caterer/food menu
  • Evaluates food trucks vs commercial caterer vs non-commercial caterer
  • Works with caterer to determine resources needed (such as electricity, coolers)
  • Determines drink menu
  • Asks for alcohol donations
  • Purchases non-alcoholic drinks
  • Determines drink distribution method (tickets, surveys, etc.)
  • Sets prices for food and drink
  • Determines payment mechanism for food and drink (credit cards, cash, etc.)
  • Coordinates with Volunteer Coordinator for volunteers to run the food and drink
  • Supplies cash for making change
  • Gathers utensils/plates cups
  • Sends out beer donation forms
  • Coordinates alcohol delivery
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MLLLXLS
Volunteer Coordinator
Overview
Handles the recruitment, communication, and coordination of volunteers. This role is crucial for ensuring that there is adequate support for various tasks during the festival.
Duties
  • Develops the volunteer plan with the input of other coordinators
  • Oversees the recruitment of volunteers
  • Schedules volunteers
  • Emails/communicates roles to volunteers
  • Handles volunteer check-in at festival
  • Manges volunteer floater team during festival
  • Sends thank you messages to volunteers
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MLLXLXLM
Event Logistics Manager
Overview
Manages logistics such as venue confirmation, security, catering, and contingency planning. This role ensures that the physical aspects of the festival run smoothly.
Assistants
Security Coordinator
Duties
  • Coordinates and manages security
  • Manages waste/recycling
  • Reserves location
  • Understands location constraints
  • Takes inventory of venue resources (like tents) and acquire more, if needed
  • Acts as Venue Liaison
  • Coordinates Setup/Tear Down of tents, staging, chairs, and tables (works with volunteer coordinator)
  • Creates festival maps with coordination from Visual Artists Relations Manager
  • Works with location staff to access resources
  • Creates contingency logistics plan
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MLLXLXLS
Finance Manager
Overview
Manages all tasks related to securing sponsorships, which is crucial for funding the event. This role focuses on developing and executing a comprehensive sponsorship plan.
Assistants
Sponsorship Manager
Duties
  • Handles all financial aspects
  • Develops preliminary budget
  • Leads teams through budgeting tradeoff decisions
  • Manages fundraising, donor efforts
  • Evaluates and updates Sponsorship Plan
  • Solicits sponsors
  • Handles sponsorship paperwork
  • Communicates with Sponsors
  • Works with other teams to ensure Sponsor benefits are received
  • Manages savings account and disburses payments
  • Sends tax exemption letters to sponsors and donors
  • Collects donations from donation bucket at festival
  • Researches Payment/Donation Options
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MMMMSL
Secretary
Overview
Takes notes during board meetings
Duties
  • Takes Meeting minutes. Meetings are online on weekday evenings, every 2 to 4 weeks with an increase as festival day approaches.
  • Keeps watch of email inbox for unhandled emails
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
SSSSNoneS
Festival Director
Overview
Project Manager for the festival. Responsible for overseeing the overall planning and execution of the festival. This role ensures that all aspects come together seamlessly and align with the festival's vision.
Duties
  • Keeps all leaders on task for planning and day of festival
  • Ensures all tasks are progressing according to the timeline
  • Develops Attendance Estimation Plan
  • Holds responsibility for final decisions for Day of Festival activities and situations
  • Develops, Monitors, and Executes Contingency Plan
Estimated Workload *
Multiple Months OutOne Month OutWeek BeforeDay BeforeDay OfWeek After
MLLLXLM


* Key for Workload: S = Small; M = Medium; L = Large, XL = Extra Extra Medium