Oakville Wine Enthusiasts
Special Events Coordinator

Main Principles

The Oakville Wine Enthusiasts Club works on a principle of providing value for both our membership and for the wine industry. At our regular tastings, we provide an exclusive opportunity for the wine industry to market their products to wine enthusiasts in Oakville. As evidenced by the success of our club, this has proven to be a very valuable proposition. Our special events should also seek to provide value for both members and the wine/food industry. As special event concepts are developed, this principle should always be considered.

The club managing committee is made up with individuals with a wide variety of skill sets. As need arises, other committee members could be called on for assistance with any aspect of planning or delivering a special event. For example, some people are reluctant to negotiate with a supplier. Some committee members are particularly skilled at this and would be available to assist with negotiations.

The Special Events Coordinator

The Special Events Coordinator is responsible for coordinating all club special events.  As a full committee member, the Special Events Coordinator is expected to attend regular committee meetings. These are limited to one a month.

The club typically holds 3 or 4 special events per year. The Special Events Coordinator takes the lead in developing special event ideas and brings them to the full committee. Any assistance required for the execution of a special event is provided either by other committee members or volunteers from the club membership.

Responsibilities

Responsibilities include:

• Prime leadership in generating ideas for special events
• Proposing special events to the regular committee
• Proposing a budget and recommended charges for the event
• Managing the sales of tickets, collecting monies, tracking attendees, and communicating status
• Defining and executing publication of the event in conjunction with the communications coordinator
• Arranging and managing transportation, where applicable
• Coordinating with the event site(s) all the necessary activities (e.g. tours, menu, schedule, etc)

All of our special events to date have been great successes. A combination of good planning, value for both members and suppliers, enthusiastic support of our members, and good execution have ensured that success.