Materials Captain

Please note: These job descriptions were composed for medium to large sized outreaches with Impact World Tour. For smaller events not all positions or simplified procedures might be required, please apply common sense in determining the needs for your community.

Materials Captain

Obtain a list of needed materials from the IWT Coordinator.
Secure individual team materials (for example: blocks, bars and plywood), if possible, all materials should be donated from local businesses to keep the budget to a minimum. Some materials may be returned for credit such as undamaged plywood and unbroken blocks.
Deliver all materials to the venue, and be available for last minute needs.

The team materials should be donated as much as possible. It has been our experience that companies are quite willing to assist with donations if approached. (The IWT Coordinator can provide resources to present IWT to businesses for donations.) Other items necessary can be borrowed for the night.

Assigning the following two positions could make your life a lot easier:

Delivery Coordinator:

Will schedule all deliveries so they don’t all arrive at the same time
Prepares the best place to store the deliveries – no unnecessary shifting of materials because they are in the way
Organizes all pick ups after the event (chairs, stage…)

Loaned Item Coordinator:

Will receive all loaned items (ironing boards, mirrors, possibly small sound systems for school assemblies…)
Makes sure the Loaned Items form is filled in
Labels all loaned items
Deals with any damage if needed (check with IWT Coordinator about repair budget)
Returns all loaned items

Prior to the Event

Obtain a complete and current list of materials needed for each performance night from the IWT Coordinator far in advance.
Determine the number of school assemblies booked for each team and the total number possible for each team. Calculate the added materials that will be needed for the school assemblies.
With the help of the team members, begin sourcing the materials immediately. Look for donated materials as much as possible. The IWT Coordinator can give you more information about gifts in kind and financial procedures.
Check with the IWT Coordinator before making purchases.
Arrange for all materials to be contracted or received at least 1 month before the events. Talk with the IWT Coordinator or the Arrangements Team Leader about storage of materials until the event.
Arrange for materials to be transported from storage to the venue on the day before the events start.
Verify all details, including contracted materials, deliveries, transportation, etc, the week before the events.
Be available, preferably on site, to supervise, troubleshoot, and respond to last minute unforeseen circumstances.