This year, we’re looking for a group of excited and passionate students to help further Pembroke’s incredible reputation as the most sustainable May Ball to date. We have a huge range of roles, each requiring their own skills (prior experience is not necessary). Keep an eye on our Facebook page for previous committee members’ comments on their experiences in their roles.
The nature of the Ball (May Ball or June Event) is yet to be determined, but we are working closely with the College to ensure the correct decision is made. For the remainder of this document, the May Ball/June Event will simply be referred to as the “event”. For those who are unaware, the May Balls and June Events have typically alternated each year, with a May Ball roughly 50% more expensive. The additional budget of a May Ball is fed into a higher quality event (more and higher quality food, drink, music and entertainment) that is one hour longer than the June Event.
The Committee is a great way to get involved with the College in a really different and rewarding way, helping to craft a night that everyone will remember for the rest of their lives.
You can state your interest in as many roles as you like. Each Committee member is expected to be enthusiastic, organised, and work well in a team. There will be the opportunity to gain valuable skills in event planning, time management, budgeting on a large scale, and teamwork, to name a few.
The Committee will meet once weekly to discuss their progress: plans, ideas and arrangements for the night. They will also help transform Pembroke in the run-up to the event to fit the theme of the night. As a result, the Committee becomes a very tight-knit group, and we will be hosting numerous free socials as we go along.
Upon joining the Committee, you will receive a thorough handover from your predecessor, and the President will be on hand to assist you throughout the year.
If you have any concerns or queries, please get in touch with the president.
We will be interviewing candidates as we receive applications, and all applicants will be emailed their outcomes once interviews have finished.
The deadline for all applications is 11.59pm Sunday 13th October.
Secretary
You will be responsible for all the legal aspects of the event and reviewing contracts that the Committee forms with external contractors.
The work that this role produces may not show up to the guests on the night, but it is one the most critical in ensuring the event is given legal permission to occur and continues to run through the night.
Treasurer
The Treasurer has the vital task of handling and planning all financial transactions. With a six-figure budget, this role differs from what most other societies can offer. Applicants must have great organisational skills and knowledge of the tax system. The Treasurer will work closely with the Presidents to plan a budget and allocate funds to various members of the Committee. They must regularly liaise with all Officers and be able to adapt quickly to constantly changing financial plans. They will also be involved in ticketing. On the night and post-event, the Treasurer will ensure that acts and contractors have received correct payment and will assist generally with the running of the event.
Infrastructure Officer
The Infrastructure Officer will work closely with College and Committee to create a site plan that coheres to all of the College's demands and the council’s health and safety guidelines. They will have to source contractors for the audio-visual production of the event as well as marquees, carpets, bars, and more. With a large budget and reach spanning the entire event, this role is critical to the smooth operation of the night and demands great organisational ability.
Environmental Officer
This role is entering only its second year on the committee after huge success this past year. This person will help to shape the event into being sustainable in as many ways as possible. This will involve working with other May Week Committees to allow reuse of event components such as carpets as well as other Committee members in Pembroke to bring sustainability to all roles. On our Facebook page, we have a post-event video that highlights just some of the sustainability measures that were implemented in 2019.
Food Officer
The Food Officer is responsible for allocating the food budget and choosing the quantity and variety of food available at the event, mixing creativity and extravagance with practicality and budgetary limitations. Throughout the year this Officer will work with various catering companies to produce a fine selection of food, creating an effective food timetable for the night. During the event, they will ensure that all food stands and caterers are well stocked and functioning properly. This Officer is also responsible for liaising with Pembroke catering staff for the launch of the theme, and the three-course meal served before the event begins to those with dining tickets (if the event is a May Ball).
Drinks Officer
The Drinks Officer allocates the drinks budget and organises the provision of alcoholic and non-alcoholic beverages, as well as specialist drink servers, cups, glasses and ice. From champagne to jägerbombs, this Officer is in complete creative and practical control of drink provision and service at the event. They will work closely throughout the year with drinks suppliers to ensure the drinks at the event cater to each and every taste.
Musical Entertainments Officer
The musical acts at the event are often one of the most memorable components of the night. The Musical Entertainments Officer will select each act and orchestrate all-night lineups on several stages. With a substantial budget, this Officer will need to hold auditions and select a range of different music acts, from household names to student talent, as well as securing an established headline act (past headliners include Loyle Carner and RAE). On the night of the event, the Musical Entertainments Officer will organise sound checks before the event opens and ensure the smooth running of each stage. An interest in and appreciation for a wide variety of musical genres is essential for this role.
Non-Musical Entertainments (NME) Officer
The NME Officer is responsible for choosing the diverse number of non-musical attractions at the event, which can range from fairground rides to massages to famous comedians. This Officer is largely responsible for keeping guests entertained throughout the night, and as such this is one of the most important roles on the Committee: well-selected non-musical ents can define the event itself, and applicants should be able to contribute creative and exciting ideas to this role. As well as working closely with the Musical Entertainments Officer to audition local acts, the NME Officer will liaise with the Infrastructure Officer and College authorities regarding the logistics of the largest entertainments. On the night, the Officer will ensure that each of their ents runs as planned and will contribute to the general running of the evening.
Design Officer
The Design Officer’s primary task will be to design the logo, posters, flyers, tickets, event programmes, wristbands and aspects of the website in accordance with the theme. They should be competent graphic designers with an eye for detail and creative flair. A portfolio of previous work would be ideal as part of an application and a link to this should be provided in the application.
Marketing & Communications Officer
A new role this year, this person would be responsible for ensuring all queries to the Committee are replied to as promptly as possible, by contacting the necessary member or self-sufficiently. This person will have to engage in all areas of the event to be aware and able to answer as many queries independently. They will also be in charge of the social media pages, often working with the Design Officer, to produce material to keep up the excitement for the event and aid in the fast selling of tickets. They will also be responsible for seeking sponsorship for the event.
Webmaster
The Webmaster will be responsible for making an exciting and innovative website to advertise the event. This is an increasingly important responsibility as the website is the main source of information for ticket buyers and potential sponsors – this requires close liaison with the ticketing and design Officers to ensure that the website is well-branded, functional, and aesthetically pleasing. There is also an opportunity to design a mobile app for the night and any technological elements of the evening.
Logistics Officer (x2)
The Logistics Officers are in charge of recruiting student workers and a professional security firm, as well as managing the logistics of the event, such as parking for contractors, staff radios, and shift timetabling. They have a significant role on the night of the event, coordinating over one hundred workers and ensuring the smooth running of entrances and exits to the event. They must work closely with all members of the Committee to ensure that all areas have their staffing requirements fulfilled and that the site is secure on the night.
Décor Officer (x3)
The Décor Officers will be instrumental in creating a visually stunning appearance for the event, paying particular attention to the implementation of the theme. They will have an important role during the launch and will take the lead in planning the court-by-court visuals of the event. They will be responsible for sourcing innovative and imaginative decor from a variety of sources. On the night, they will orchestrate the rapid transformation of the College and will assist with the general running of the evening.
Head of Design
Another new role for this year, the Head of Design will take responsibility for the Décor and Design Officers, ensuring the vision of the event is applied consistently across all elements. They will take charge in handling the decor budget and ensuring all materials are ordered in correct time. This role is still a practical and creative one, as the Head of Design is expected to work with the Décor Officers with the designing and building of decorations and installations for the event.