Finance ChairmanMelissa Brown (Area 10 Governor)
The purpose of this position is to oversee all the income and expenses and to ensure that the event ends with a positive cash balance. Key responsibilities for the position include:
- Review sample budgets from prior TLI events and set up a budget for current event.
- Contact Toastmasters governors and officers asking them to bring donations for the raffle. Let them know that there will be no reimbursement for their items, but they can get recognition for the person/company donating the items by including a business card or flyer with their donated item.
- Coordinate with Promotions & Feedback Chairman and Facilitators Chairman to determine if funds will be needed for forms.
- Brainstorm with chairmen on creative ways to save cost.
- Coordinate with division governors to purchase Toastmasters materials for rewards, such as an award to a club that has all seven officers present, for example.
- Recruit volunteers to collect donated items as they come in that day and to keep an eye on the table throughout the event until the raffle is complete.
- Set up table displaying all the donated raffle items to encourage people to buy raffle tickets.
- It’s easiest to run the event on a “cash only” basis, but it’s important to coordinate with the Registration & Volunteer Recruitment Chairman in advance of the event so that registration table volunteers know how to handle questions such as “Do you accept checks?” or “Can I use my MasterCard?”
- Recruit 3-4 volunteers to sell 50/50 tickets and count the money. They need to be outgoing people and not afraid to ask people to buy tickets. This is one of the primary ways we collect funds for this event. It’s also generally the largest prize given out during the raffle.
- Communicate the budget to all the chairmen so that they all understand any income and expenses that affect their chair position.
- Coordinate with the Registration Chairman to collect and count the registration money.
- Coordinate finance volunteers to collect the receipts from the Food/Hospitality volunteers and prepare cash reimbursements for them before they leave.
- Compile (or recruit a volunteer to compile) a final accounting of all moneys collected and paid out. Distribute this to the chairman and district governors within 48 hours after the close of the event.
