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Event & Project Chair Process

1. Event/Project Leadership Structure

  • Each Downtown Tiffin event/project must have one Chair and suggested Co-Chair.
  • The Chair is a volunteer and is not selected or appointed.
  • The Chair may work through any of the following:
    • Design Committee
    • Marketing Committee
    • Business Enhancement Committee
    • Downtown Development Board (DDB)

2. Event/Project Work Plan Requirement

  • A completed Event or Project Work Plan is required before planning proceeds.
  • The Chair is responsible for completing the work plan in collaboration with:
    • The applicable Committee Chair
    • The Downtown Tiffin Main Street Manager

Required Work Plan Components

The work plan must include:

  • Event or Project name, date, time, and location
  • Committee overseeing the event/project
  • Names of Chair and Co-Chair
  • Goals and description
  • Timeline and key milestones
  • Budget and anticipated expenses
  • Marketing and promotion plan
  • Volunteer needs and volunteer hour tracking
  • Permits and logistics
  • Post-event/project evaluation plan

3. Review and Approval Process

  1. Committee Review
    • The Chair presents the “rough draft” work plan to the appropriate committee.
    • The committee discusses and agrees on the plan.
  2. Downtown Development Board Approval
    • Once approved by the committee, the work plan is presented to the Downtown Development Board (DDB).
    • The DDB votes to approve the event or project.

4. Planning & Communication

  • The Event/Project Chair works closely with:
    • The Committee Chair
    • The Downtown Tiffin Main Street Manager
  • Regular progress updates are required and may occur through:
    • In-person meetings
    • Monthly committee meetings
    • Email
    • Phone calls
    • Virtual meetings
  • Updates may be provided during regularly scheduled monthly committee meetings.

5. Financial Oversight

  • The Event/Project Chair does not have independent spending authority.
  • All related spending must be approved by:
    • The Committee Chair and
    • The Downtown Tiffin Main Street Manager

6. Marketing & Promotion of Events

  • The Downtown Tiffin Main Street Manager works with the Seneca County Collaborative Marketing Director to design event artwork.
  • The Downtown Tiffin Main Street Manager:
    • Posts the event and artwork on Facebook.
  • The Event Chair and Co-Chair may:
    • Distribute flyers and assist with on-the-ground promotion.

7. Permits, Traffic & Safety for Events

  • Any permits required to close streets or parking lots are:
    • Completed by the Downtown Tiffin Main Street Manager
    • Submitted to City and/or County offices
  • The Downtown Tiffin Main Street Manager:
    • Attends the Traffic & Safety meeting
    • Confirms permit approval
    • Notifies the Event Chair once approval is received

8. Event/Project Changes After Approval

  • Major changes (such as event date or location) must be communicated to:
    • The Committee Chair
    • The Downtown Tiffin Main Street Manager
    • The Downtown Development Board
  • Additional approval may be required depending on the scope of the change.

9. Post-Event/Project Reporting

  • Within 30 days after the completion of the event or project, the Chair must:
    • Update the work plan with post-event/project notes
    • Include attendance, outcomes, volunteer hours, and lessons learned
  • The updated work plan is reported to:
    • The overseeing committee
    • The Downtown Tiffin Main Street Manager