ESSA Job Description - Event Coordinator

2022

The Event Coordinator shall work with the Commissioner to provide leadership for ESSA major events in support of the overall operation of the Association.

Position Description

1. To establish a Committee structure (current Board members / players) to assist in the planning and execution of the following events:
   1. General Spring Meeting
   2. Memorial Day Tournament
   3. End of Year Bash
   4. Fall General Meeting & Banquet
   5. Sponsor Events
2. Develop a process, a list of activities & pertinent historical information required for each of the major events.
3. Act as an interface to outside organizations required to host these events.
4. Work with the Treasurer to establish an annual budget & maintain records of all events and submit to the Treasurer.

General Spring Meeting

Event details:

1. Recruit other Board of Director members / players to help out, especially Captains.

Memorial Tournament

This is a free in-house tournament held to recognize players, umpires and/or scorekeepers who have passed away over the year since the previous Memorial Tournament. The tournament is normally held on the first or second Friday of June.

Event details:

1. Recruit other Board of Director members / players to help out, especially Captains.
2. Recruits players and guests for the tournament; people who played in the Assocation previously are eligible and encouraged to play. The family members and guests of the players who have passed away are also invited to play.
3. Make sure all family members receive all information and directions.
4. Arrange for morning coffee and snacks for 70 people (including cups, sugar, whitener, etc.). Order 7 dozen donuts - usual supplier is San Remo Bakery, 374 Royal York Rd, 416-255-2808. Also bring 24+ bottles of water, 24+ juice boxes, coolers and ice.
5. Make out lineups for games.
6. Arrange for bases, bats and balls (use the Incrediball or equivalent).
7. Arrange for ball diamonds for day to be groomed.
8. Hand out sweaters for play and collect same at the end of the tournament.
9. Arrange for memorial ceremonies Master of Ceremonies; players names should be engraved on the plaque (kept at Fairfield Seniors Centre). Bring plaques to ceremony.
10. Arrange for lunch site (at players own expense seems to work better than a pre-arranged menu); previously The Grille has hosted but might consider other options (especially other bar/restaurant sponsors).

End of Year Bash

Event details:

1. Recruit other Board of Director members / players to help out, especially Captains.

Fall General Meeting & Banquet

Event details:

1. Recruit other Board of Director members / players to help out, especially Captains.

Sponsor Events

Event details:

1. Recruit other Board of Director members / players to help out, especially Captains.