Events Committee
Terms of Reference
 

Approved by the Board on 12 July 2024
Updated by the Board on 27 February 2025
 

1

Purpose

 

The Events Committee (the “Committee”) is established by the Board (the “Board”) of the Harvard Club of Singapore (the “Club”) to plan and coordinate events and programmes that strengthen alumni connections and promote lifelong engagement with both the Club and Harvard University. Through inclusive, impactful experiences, the Committee fosters community, tradition and pride among Harvard alumni in Singapore.

2

Objectives

 

The Committee shall:

  • Develop and execute a diverse calendar of in-person and virtual events that aligns with the Club’s mission and annual focus.

  • Support Harvard Alumni Association (“HAA”) signature events, including Alumni Day, Harvard Moves, Welcome To Your City, Global Networking Night and the Harvard-Yale Game.

  • Collaborate on joint programming, subject to availability of resources and prioritisation of the Club’s mission and annual focus, with:

    • other Harvard clubs and shared interest groups in Singapore, the region and globally;

    • Harvard students (on and off-campus); and

    • alumni clubs of peer institutions.

  • Encourage broader engagement by recruiting non-Board members to brainstorm, plan and lead events.

  • Measure success and satisfaction for each event using metrics  developed by the Committee to inform future planning.

3

Membership

3.1

The Committee shall have 5 to 11 members, including at least one Board representative.

3.2

Members should:

  • Be active participants in Club events; and

  • Reflect the diversity of Harvard alumni in age, gender, degree type, school, ethnicity, geographic distribution, and level of involvement with Harvard.

3.3

Members serve one-year terms from May 1 to April 30. Appointments are made during the first quarter of the fiscal year.

3.4

The Committee chair serves as the liaison between the Club and the Committee. Therefore, it is preferable that the Committee chair be a current Board member or, if applicable, a Vice President responsible for the Club’s annual programme. The Club President appoints the Committee chair.

3.5

The incoming chair appoints members for the term in consultation with the President.

3.6

All appointments require the support of a majority of non-conflicted Board members.

3.7

In selecting Committee members, priority should be given to appointing alumni who are supporting focus-area programmes during the term.  E.g., if the year’s focus is on community impact, priority should be given to alumni who are already engaged in community impact work for Harvard clubs and shared interest groups.

4

Responsibilities

 

Committee members are expected to:

  • Attend and actively participate in meetings.

  • Contribute event ideas and help shape the programming calendar.

  • Lead or support event planning, coordination and promotion.

  • Recruit volunteers, speakers and event leads from the larger member community.

  • Act as liaisons between event leads, the Board and the Club’s administrators.

  • Provide marketing and logistical support for events.

  • Promote events within their networks.

  • Maintain confidentiality and uphold ethical standards in representing the Club.

  • Represent the Club’s values and mission.

  • Sign the Club’s Volunteer Confidentiality Agreement.

 

5

Meetings

5.1

The Committee shall meet at least monthly or as needed, depending on the event schedule.

5.2

Meetings may be virtual or in-person.

 

5.3

A simple majority of voting members constitutes a quorum.

6

Leadership

6.1

The chair shall:

  • Recruit and onboard Committee members;

  • Lead meetings and set agendas in collaboration with Committee members;

  • Consult with the Board on annual event goals;

  • Submit event budgets and income projections to the Club treasurer for approval;

  • Report regularly to the Board;

  • Lead the Committee’s annual evaluation (see Section 7).

6.2

The Committee shall appoint a vice-chair and secretary from among its voting members.

6.3

The vice-chair supports the chair and serves in their absence.

6.4

The secretary records and circulates meeting minutes and submits approved records to the Club secretary.

 

7

Evaluation

 

An annual review shall be conducted to assess the Committee’s impact and improve its programming and operations.

 

8

Ultimate Authority

 

The Board retains authority to:

  • Amend this Charter;

  • Appoint or remove Committee members; and

  • Dissolve the Committee in the best interest of the Club.