Mr. Justin Benedict, Director Event Management
Event Management Committee – Role and Responsibilities
The Event Management Committee of CATCA (Catholic Tamil Community Association) is responsible for the overall planning, coordination, and successful execution of all CATCA events. The committee ensures that every celebration — whether spiritual, cultural, or social — is organized efficiently, reflects the community’s faith and values, and provides a joyful and meaningful experience for all participants.
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Purpose:
The purpose of the Event Management Committee is to oversee the logistics, operations, and flow of CATCA’s programs, ensuring smooth coordination among various subcommittees such as Liturgy, Cultural, Media, and Hospitality. The committee plays a central role in bringing together people, resources, and creativity to make each event a success.
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Key Responsibilities:
1. Planning and Coordination:
• Develop an annual event calendar in consultation with the Executive Committee.
• Coordinate planning meetings with other committees (Cultural, Liturgy, Media, and Finance) to define roles, responsibilities, and timelines.
• Prepare a detailed event plan outlining logistics, schedule, budget, and resources needed.
2. Venue and Logistics Management:
• Identify and secure suitable venues for CATCA events, ensuring accessibility, safety, and appropriate facilities.
• Arrange seating, stage setup, sound systems, lighting, and decorations.
• Oversee transportation, parking, signage, and crowd flow management.
3. Volunteer Coordination:
• Recruit, train, and assign volunteers for various event-day duties (ushers, registration, parking, hospitality, etc.).
• Ensure all volunteers understand their roles and operate with courtesy and efficiency.
• Recognize and appreciate volunteer contributions after each event.
4. Budget and Procurement:
• Work closely with the Finance Committee and Treasurer to prepare event budgets.
• Oversee purchases and vendor contracts while ensuring financial accountability.
• Maintain receipts and expenditure records for transparency.
5. Program Execution:
• Ensure smooth execution of the event program as per the schedule.
• Coordinate with the Cultural and Liturgy Committees for stage management, transitions, and technical support.
• Manage unforeseen challenges promptly to maintain a positive experience for attendees.
6. Hospitality and Guest Management:
• Welcome special guests, clergy, and visitors with appropriate respect and protocol.
• Ensure proper arrangements for refreshments, seating, and comfort.
• Coordinate with the food and hospitality team for catering and dining arrangements.
7. Safety and Compliance:
• Ensure compliance with venue regulations, safety standards, and insurance requirements.
• Prepare emergency plans for medical or safety incidents during events.
8. Post-Event Review:
• Conduct a debriefing session to review the event’s success and areas for improvement.
• Collect feedback from participants and volunteers.
• Submit a summary report to the Executive Committee.
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In Summary:
The Event Management Committee serves as the backbone of CATCA’s community gatherings.
Through careful planning, teamwork, and attention to detail, the committee ensures that every celebration — from Mass to cultural festivals — runs smoothly and joyfully, reflecting CATCA’s unity, hospitality, and commitment to faith and fellowship.