You’re Hired! 6 Booster Board Job Descriptions to Make Your Program Fly

A successful fine arts program doesn't just happen by accident - it takes a village of dedicated individuals working together with the Music, Dance, or Theatre Director to ensure its success. At the heart of many thriving programs lies a strong and passionate booster club board. These parent volunteers dedicate countless hours to supporting the program, from fundraising and event planning, to providing invaluable administrative and logistical support. The benefits of a healthy booster club board extend far beyond the fine arts program itself; it also provides priceless leadership opportunities and friendships for parents and guardians, fostering a sense of community and shared purpose. By investing time and effort into recruiting and nurturing a strong booster club board, fine arts programs can create a sustainable support system that benefits everyone involved for years to come.

My booster leadership journey was an unexpected, but welcome gift. As a parent volunteer for three years in my kids’ band program, I made myself available for almost every event. I became the “go to guy” for running concessions both inside the school and outside the school at local arena events. These experiences entailed a lot of responsibilities along with learning how to effectively engage parents and other key stakeholders in very dynamic situations.

Towards the end of my third year, current board members approached me to run for president. While there were two candidates for the presidential position, the board felt the organization needed a fresh leadership perspective. I accepted the challenge, ran for office and won. Up to this point, I had not held any other leadership positions and all of a sudden I’m a president! Luckily, I had fantastic support from the Director, my fellow board members and all of the parents. With such a successful first year, I ran again for a second year. You might say I was baptized by fire when it came to running the board! Out of all my duties, the most important one was recruitment. If you’re thinking about starting a booster club board or a newly elected president like I was, you’ll want to keep these important tips in mind for your recruitment:

Source Early and Often

• Don’t wait until a few weeks before board turnover, identify candidates early on in each semester and keep your eyes and ears open for promising talent

• Talk to your Director for recommendations and ask them to provide you with a roster of incoming grade level of students and their parents to contact

• Get to know Chaperones at every event. Offer them additional opportunities to step up and help with a task in a core area to gauge their interest, proficiency, and commitment
  
  
• Find out who has previous experience in an elementary and/or middle school level program and ask for an introduction from their Program Director.
  
  
• People like to serve with their friends! If you connect with a great volunteer, ask them for recommendations on who they think would be a good fit for key roles.

Look for the Right Ingredients

• Open mindedness and flexibility - can this person roll with the punches? Are they adaptable to situations and multiple personalities?
  
  
• Team oriented and big picture minded - does this person just want their individual student or ensemble to succeed? Can they support the success of the wider program?
  
  
• People driven and connected - will this individual be able to recruit and manage helpers without the President or Director’s constant involvement?
  
  
• Thinks on their feet - is this person a proven problem solver? Do they get thrown or energized by unexpected challenges?
  
  
• Inspirational and committed - can they amplify the Director’s vision and rally others to the program’s mission? Do they have a track record of showing up and sticking things out that others respect and follow?

Have an Interview Process

• Invest the time and energy to conduct an interview with prospective candidates.This gives them and you an avenue to discover if the opportunity is the right fit. Provide a written job description in advance so they can review and make the conversation even more productive and insightful.
  
  
• For elected positions, I recommend having at least one other person from the current board interview each candidate. This helps to broaden the perspective amongst all parties and assess the fit. The more transparent the process, the better for everyone!
  
  
• During the interview, make sure to ask about the candidate’s availability across days, weekends, or nights as the role requires. If there is a constraint, this is the time to know about it. Also, make sure to talk about the scope of the role, key responsibilities they would be taking on, and inquire about their interest in serving the program as a whole versus just their child’s solo opportunities.

Depending on the size and needs of your program, you may need a larger booster club with a full roster of elected board positions, or a smaller one with a President and appointed coordinators for various roles can work well. Below is a run down of the typical booster club roles, starting with the elected positions:

Booster Club President

Brief Description: The Booster Club President is the primary leader and spokesperson for the organization. They oversee all activities, meetings, and initiatives, ensuring the club's mission and goals are achieved. This role requires strong leadership, communication, and organizational skills.

Why It Matters: The President sets the tone for the entire Booster Club, fostering a positive and productive environment. Their leadership ensures the Director and their program receives the necessary support and resources, enhancing the experience for all participants.

Tips for Recruiting: Look for individuals with prior leadership experience in a core area of your fine arts program, strong communication skills, and a passion for the program. Those who are well-respected within the community and have a track record of commitment are excellent candidates

Booster Club Vice President

Brief Description: Supports the President and assumes their responsibilities in their absence. Assists with various tasks and projects, and may lead specific committees or initiatives.

Why It Matters: Ensures continuity of leadership and provides additional support to the President, distributing the workload and fostering teamwork.

Tips for Recruiting: Look for individuals who are organized, reliable, and have a good understanding of the club's operations. Those who are willing to step up and take on responsibilities are ideal.

Booster Club Secretary

Brief Description: Responsible for taking and distributing meeting minutes, maintaining records, handling correspondence, and ensuring proper documentation of club activities.

Why It Matters: Keeps the club organized, reduces administrative load on Directors and ensures transparency and accountability across the program. Accurate records are essential for smooth operations and future planning.

Tips for Recruiting: Look for individuals with strong organizational abilities, attention to detail, and good communication skills. People who are proficient with record-keeping and documentation are valuable.

Booster Club Treasurer

Brief Description: Manages the club's finances, including budgeting, fundraising, record-keeping, and reporting. Ensures financial transparency and compliance with regulations.

Why It Matters: Ensures the financial stability of the club and proper allocation of resources to support the program. Accurate financial management is crucial for long-term sustainability. Takes a big load off Directors who are less familiar with managing finances on a large scale.

Tips for Recruiting: Look for individuals with financial expertise, accounting skills, and experience in budgeting and reporting. Parents who are CPAs or Financial Analysts are ideal!

Booster Club Fundraising Chair

Brief Description: Plans and executes fundraising events and initiatives to generate revenue for the program. Manages fundraising activities in accordance with school district guidelines.

Why It Matters: Provides crucial financial support for the program, enabling it to purchase equipment, fund events and trips, and provide scholarships.

Tips for Recruiting: Look for individuals with experience in event planning, marketing, and non profit fundraising. Those who are creative, energetic, and well-connected in the community are your best bets.

Booster Club Volunteer Chair

Brief Description: Recruits, trains, and manages volunteers for various club activities and events. Ensures adequate volunteer support for program needs.

Why It Matters: Provides essential manpower for events and activities, ensuring smooth operations and community involvement.

Tips for Recruiting: Look for individuals who are organized, personable, and good at motivating others. Those who are passionate about the program and willing to dedicate their time are valuable.

Booster Club Communications Chair

Brief Description: Manages the club's communication channels, including newsletters, social media, and website. Ensures timely and effective communication with members and the community.

Why It Matters: Keeps program members informed about club activities, events, and important information. Enhances community engagement and promotes the program.

Tips for Recruiting: Look for individuals with strong writing, editing, and social media skills. Those who are creative and tech-savvy will be the most successful in this role.

Booster Club Event Coordinator

Brief Description: Plans and organizes specific events, such as performances, competitions, and social gatherings. Manages logistics, ushers and other volunteers, plus event details.

Why It Matters: Ensures the Director can focus their time on the creative content and teaching of program participants as they prepare to showcase their talents in the community. Successful events enhance the program's overall reputation and visibility.

Tips for Recruiting: Look for individuals with event planning experience, organizational skills, and attention to detail. Those who are resourceful and able to handle multiple tasks are valuable.

Booster Club Equipment Manager

Brief Description: Oversees the inventory, maintenance, and distribution of instruments, sound, lighting, props, tarps, stands, and other vital gear. Key responsibilities include making sure all equipment is in good working condition and available when needed.

Why It Matters: Ensures the program has the necessary resources to perform and operate effectively. Proper equipment management prevents disruptions and ensures safety.

Tips for Recruiting: Look for individuals who are organized, detail-oriented, and have some knowledge of equipment or mechanical maintenance. Reliability is especially essential for this role.

Booster Club Attire / Uniform / Costume Manager

Brief Description: This includes inventory, distribution, collection, maintenance, and ensuring garments and accessories are in good condition and fit properly for all program members. This role requires organization, attention to detail, and good communication skills.

Why It Matters: Well-maintained and properly fitted uniforms, costumes, concert and performance wear contribute to the overall appearance and professionalism of the program. They enable the Director’s vision by ensuring that all participants have what they need to perform, enhancing their experience and the program's image.

Tips for Recruiting: Look for individuals who are organized, detail-oriented, and have experience with retail clothing or sewing. Those who are patient, helpful, and good at working with others are excellent candidates.

Booster Club Hospitality Coordinator

Brief Description: Manages refreshments, meals, and hospitality for camps, events, concerts, banquets and meetings. Ensures a welcoming and comfortable environment for participants and guests.

Why It Matters: Enhances the experience for students and their families, fostering a sense of community and appreciation in your music, dance, or theatre program.

Tips for Recruiting: Look for individuals who are friendly, organized, and good at anticipating needs. Those who are hospitable and enjoy serving others are ideal.

Pro Tip - If your program runs more than 3 events with food and beverages for sale at concession stands per season, then consider appointing a dedicated Concessions Coordinator.

Booster Club Travel Coordinator

Brief Description: Organizes travel arrangements for program participants, including transportation, lodging, and meals. Ensures safe and efficient travel for events and competitions.

Why It Matters: Enables program participants to attend events and competitions and Directors to focus on the creative content for performances, expanding everyone’s opportunities and experiences.

Tips for Recruiting: Look for individuals who are organized, detail-oriented, and good at problem-solving. Those who are experienced in travel planning and logistics are ideal.

Of course the recruitment process is only the beginning. You need to set your new leaders up for success and get them well acclimated for the coming season. At a minimum, each new board leader should receive a copy of your club’s bylaws and other procedures, along with the job description you’ve created for their particular role. Have a plan to onboard new board members to ensure their success. This blog article from my colleague offers great tips for helping incoming members get up to speed with the critical organizational knowledge about your fine arts program operations and financial health.

Technology can play a critical role as well. Equipping your board and chairs with a platform like CutTime, means less headaches with coordination. You and your fellow leaders can see all of the mission critical data for your program such as instrument, attire, and equipment inventory, volunteer jobs, announcements, events, fundraising and financials in one secure place.

Taking the booster leadership leap is so rewarding. Some people just need an invitation from you to take the first step! Having the right tools and process can make the board experience even more impactful and enjoyable for everyone.