Applying can bring the following benefits:
The Secretary liaises with the City Council to ensure the event is run safely and legally in liaison with various College authorities. The Secretary takes minutes at Committee meetings. The Secretary is responsible for the legal aspects of the Ball, reviewing contracts that the Committee forms with external contractors and ensuring preparations are carried out on time.
The Treasurer handles and plans all financial transactions. The Treasurer works closely with the Presidents to plan a 6 figure budget and allocate funds to various members of the Committee. They must regularly liaise with all Committee Officers and adapt quickly to constantly changing financial plans. They are also involved with ticketing. On the night the Treasurer ensures that acts and contractors have received correct payment. The Treasurer must ensure that up-to-date running accounts are held.
The Infrastructure Officer works closely with the College and the Committee to create a site plan that adheres to all of the College’s requests and the council’s health and safety guidelines. They source contractors for the audio-visual production of the Ball as well as marquees, carpets, bars, and more.
The Logistics Officers are in charge of recruiting student workers and a professional security firm, as well as managing the logistics of the Ball, such as parking for contractors, staff radios, and shift timetabling. They have a significant role on the night of the Ball, coordinating the team of workers and ensuring the smooth running of entrances and exits to the Ball. 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.
The Musical Entertainments Officer selects each act and arranges the all-night lineups on several stages. They hold auditions and select a range of different music acts as well as securing an established headline act. On the night of the event, the Musical Entertainments Officer organises sound checks before the Ball opens and ensures the smooth running of each stage.
The Non-Musical Entertainments (NME) Officer is responsible for choosing the diverse number of non-musical attractions at the event. They are largely responsible for ensuring there are sufficient entertainments to keep guests occupied throughout the May Ball. As well as working closely with the Music Entertainment Officer to audition local acts, the NME Officer liaises with the Infrastructure Officer and the College authorities regarding the logistics of the largest entertainments. On the night, the Officer ensures that each of their entertainments runs as planned and contributes to the general running of the evening.
The Food Officer allocates the spending of the pre-agreed budget and chooses the quantity and variety of food available at the Ball. Throughout the year they work with various catering companies to produce a full timetable of food throughout the night. On the evening, they ensure that all food stands and caterers are well-stocked and functioning properly. They are also responsible for liaising with Pembroke catering staff for the launch of the theme.
The Drinks Officer allocates the spending of the pre-agreed drinks budget and organises the provision of alcoholic and non-alcoholic beverages, as well as specialist drink servers, cups, glasses and ice. They are in complete creative and practical control of drink provision and service at the Ball. They work closely throughout the year with drinks suppliers to ensure the drinks at the Ball cater to each and every taste.
The Sustainability Officer is responsible for ensuring that the environmental effects of the Pembroke May Ball are minimised as much as possible through thoughtful design, research and forward planning about all aspects of the Ball. This includes but is not limited to sharing resources with other Balls, producing a quantitative report after the event detailing the environmental impact of the ball, and advising all committee members.
The Accessibility Officer works to ensure that Pembroke May Ball is as accessible to all regardless of background or disability. This role liaises with other Committee members to ensure that all guest needs are met, and will act as a direct point of contact on the night for guests whose needs have been considered. They will be responsible for producing an accessibility document prior to the event.
The Décor Officers determine the visual appearance of the event, paying particular attention to the implementation of the theme. They lead in planning the court-by-court visuals of the event. They are responsible for sourcing an innovative and imaginative range of decor.
The Design Officer is primarily responsible for designing the logo, posters, flyers, tickets, event programmes, wristbands and aspects of the website in accordance with the theme.
The Technical Officer works with the Design Officer to ensure the website is well-branded, functional, and aesthetically pleasing. They help manage our bespoke ticketing system as well as our communication channels. This role can also include the design of a mobile app for the night and any technological elements for the event.