How to elect officers to a Debs or PreDebs Committee and update the deal correctly on Hubspot
Using the group chat and the attached resources, inform the decision-makers about the various roles of the Debs or PreDebs committee. Officers need to be assigned to allow structure and ease of communication and accountability organising committee, no more than 5 officers should be elected from the graduating year, with one, the legacy officer elected from the year below.
Legacy officers don't need to be added immediately but the other 5 officers do
Explain to the group that you will need to know the officer roles to complete their registration page as it will be set up to notify the chairperson and secretary each time a guest registers.
This allows them full control of the guest list and can request to remove a guest should they wish.
Committees should be limited to 6 officers however this is not set in stone and larger committees are permitted with shared roles and shared perks.
For PreDebs, the number of tasks for each officer is limited and so is the perks.
Use this PDF for PreDebs Committees
Debs committees are required to complete more tasks and as a result, receive greater perks.
Use this PDF for Debs Committees
Once the various roles are assigned, you must ask each officer for their email address to complete the election process,
You'll be able to get everyone's phone number and name from the group chat so simply ask for everyone's email.
The following details must be completed in Hubspot for each contact
- First Name
- Last Name
- Phone Number
- including international dialling code (+353)
- NOT MOBILE NUMBER FIELD
- Job title
- including year
- i.e Debs Secretary 2022
- Contact associated with the correct company (school)
- Contact associated with correct deal
Once this is complete for all officers, update the deal property 'Officer Roles' to reflect your progress.
If any officers haven't been elected yet create a follow-up reminder in the deal to complete the process.