(
Interactions with other major committees indicated by bold italics throughout)
Steering Committee (as a whole)
-
Sets guidelines.
-
Sets general conference outline and schedule.
-
Determines budget.
-
Decides on theme.
-
Identifies “strands,” if any.
-
Establishes time-frame for accomplishment of conference details.
-
Determines locations for conference activities.
-
Determines philosophical framework for any reserved seating at conference
events, and extra side-line seating at meal or other extra fee events.
- Monitors, assists, encourages all conference planning and
implementation.
-
Decides on amenities for major
speakers, authors, etc.
- Arranges and conducts retreat.
-
Sets and arranges steering committee meetings.
-
Presides at steering committee meetings.
-
Serves as cheerleader, prodder, and encourager.
-
Assists with Matrix at development meeting.
-
Works with program chair to arrange for all pertinent announcements and introductions.
-
Works with facilities liaison to oversee final contract with
facilities staff and serves as a main representative of conference.
-
Works with treasurer
and facilities liaison to check master bill.
- Reviews evaluations and makes recommendations for future OEMA/WLMA
conference committees. Provides this information also to the two organizations
for use in planning.
Secretary
-
Keeps and distributes minutes of steering committee meetings.
-
Serves as conference planning “archivist”, including maintaining all original
contract forms.
-
Updates “Committee Responsibilities” document as needed.
-
Maintains master calendar.
-
Sends minutes and other conference
documents to steering committee members and conference webmaster.
- Prepares notebook of all final
reports from committee chairs to be turned into conference coordinator in November following conference. Includes a clean copy of all major
correspondence and forms used.
-
Sets up conference checking account.
-
Monitors conference cash flow.
-
Keeps record of income and expenses.
-
Makes deposits from various committees.
-
Provides framework for payment of bills and reimbursement of vouchers.
-
Works with program chair, conference coordinator, and affected committee
chairs to develop appropriate contract forms for speakers and
presenters requesting fees and/or expenses.
-
Oversees budgets for each committee chair as provided by conference
coordinator.
-
Keeps records on spreadsheet of all deposits & expenditures with receipts,
explanations & committee code for each.
-
Reconciles checkbook and bank statements.
-
Works closely with conference coordinator and facilities
liaison, and facilities on charges for master contract billing.
-
Works with facilities liaison and conference coordinator
to check master bill.
-
Responsible for processing purchase orders on-site and after conference.
-
Provides financial reports as needed and individual committee reports for final
report.
-
Prepares for transfer of seed money back OEMA and WLMA.
-
Makes final distribution of conference profits.
-
Closes out checking account when all purchase orders are finalized
(approximately 6 months after conference).
-
Coordinates work of the program subcommittees: speakers, concurrent
sessions, extended sessions, whole conference meal functions, general sessions,
and authors.
-
Corresponds with program subcommittee chairs regarding their responsibilities
and general program progress.
-
Sends notes of program committee meetings to conference coordinator.
-
Receives copies of signed agreements with all presenters.
-
Coordinates program budget with speakers, concurrent sessions, extended
sessions, and authors chairs.
-
Works with conference coordinator, registration and publicity
chairs to determine format and container for printed conference
program.
-
Coordinates pre-registration materials and delivers to publicity chair
to meet printing deadlines.
-
Provides final descriptions of all sessions for Pre-registration packet and
program.
-
Works with conference coordinator to arrange layout and contents
of conference program. Delivers this material to publicity chair
to meet printing deadlines.
- Coordinates development of program matrix, including space
assignments for major conference events.
-
Coordinate requests for space beyond the official conference program through
the steering committee.
-
Works with speakers, concurrent sessions, extended sessions, and authors
chairs on choices of sessions, contracts, and equipment needs.
- Coordinates whole conference meal function/and or general
session agendas.
- Works with speakers, concurrent sessions, extended
sessions, and authors chairs to establish head table guests and seating
arrangement.
- Coordinates with local arrangements to provide table decoration,
table reservation needs and place card needs for any all-conference meal
functions.
-
Works with speaker, concurrent sessions, extended sessions, and author
chairs to see that selected speakers and presenters are notified of day
and time slot and possible location.
-
Works with treasurer, affected committee chairs, and conference
coordinator to develop an appropriate contract form for speakers and
presenters requesting fees and/or expenses.
-
Provides descriptions of all sessions for program Matrix meeting.
-
Coordinates list of presenters who need ribbons to registration.
-
Works with conference coordinator, speakers, concurrent sessions,
extended sessions, and authors chairs to be sure all presenters are
registered.
-
Provides
program matrix as well as any changes to local arrangements and sign
chairs.
- Works with speakers,
concurrent sessions, extended sessions, and authors chairs to inform
local arrangements/ sign chair of signage needs.
-
Provides final room matrix schedule and errata sheet for packet.
-
Provides copies of all session forms for local arrangements and AV
chairs.
-
Arranges to notify participants of all last minute program and location
changes.
-
Works with conference coordinator and facilities liaison
on all matters requiring interaction.
-
Makes sure thank you notes are sent to all presenters.
-
With help of steering committee, selects speakers.
-
Works with treasurer regarding signing of contracts with speakers (copies to overall
program chair and treasurer). Original to secretary.
-
Provides speaker information to publicity chair in time for
publicity releases.
-
Provides biographical information on speaker to publicity, program
chairs, and webmaster for inclusion in pre-registration materials, web
page, and in conference program.
-
Verifies conference schedule/appearances with speaker.
-
Communicates to conference coordinator sleeping room and
conference meal needs of speakers.
-
Arranges for registration of speakers in coordination with
conference coordinator.
-
Arranges for airport pick-up and delivery (if needed) and hosting of speakers.
-
Communicates availability and
services of hospitality room to presenters.
-
Makes certain sleeping and speaking room arrangements for speakers are
satisfactory.
-
Communicates equipment needs to AV chair.
-
Informs local arrangements/ sign chair of signage needs.
- Arranges for introduction of speakers at the conference.
- Works with hospitality on gifts for authors.
-
Signs reimbursement claims for speaker
expenses, submits to treasurer and sends copy to program
chair.
-
With help of steering committee, selects authors.
-
Works with treasurer to arrange for signing of contracts with
authors and sends copies of contracts to program chair and treasurer.
Original to secretary.
-
Provides author information to publicity chair in time for
publicity releases.
-
Provides biographical information on speaker to publicity, program
chairs, and webmaster for inclusion in pre-registration materials, web
page, and in conference program.
-
Works with book sales chair and program chair to
arrange for book sales and autographing.
-
Coordinates autographing sessions (room set up, signs, schedule, etc.).
- Coordinates with other steering committee chairs regarding any other
special author events.
- Communicates to conference
coordinator sleeping room and conference meal needs of speakers.
-
Verifies conference schedule/appearances with authors.
-
Works with hospitality on gifts for authors.
-
Arranges for airport pick-up and delivery (if needed) and hosting of authors.
-
Communicates availability and
services of hospitality room to presenters.
-
Coordinates author gifts with hospitality chair.
-
Arranges for conference registration of authors in collaboration
with conference coordinator.
-
Makes certain sleeping and speaking room arrangements for authors are
satisfactory.
-
Communicates equipment needs to AV chair.
-
Informs local arrangements/ sign chair of signage needs.
-
Arranges for introduction of authors at the conference.
-
Signs reimbursement claims for author expenses, submits to treasurer and sends
copy to program chair.
-
Determines from program chair how many concurrent sessions are needed.
-
Assigns target number of sessions to regions, levels, and interest groups in
both associations
-
Asks OEMA and WLMA representatives for concurrent session suggestions. Follows
up on these.
-
“Advertises” in WLMA and OEMA publications for those willing to suggest or to
present concurrent sessions.
-
Provides concurrent session proposal forms to regional, levels, and interest
group chairs by fall conferences 2001. Collects concurrent session forms.
-
Provides copies of completed presenter forms to program chair.
-
Provides session topic information to publicity chair and
webmaster in time for publicity releases.
-
Divides sessions into interest strands.
-
Sends tentative list of equipment needs to AV chair. Updates this
information monthly.
-
After matrix meeting, sends to each presenter a letter indicating time and location as well as confirming equipment
needed for presentation. Asks that changes be sent by deadline set by program
chair.
-
Communicates availability and
services of hospitality room to presenters.
-
Informs local arrangements/ sign chair of signage needs.
-
Works with Local Arrangements/evaluations/host committee to
arrange for a host for each concurrent session.
-
Arranges, when needed, conference registration for presenters
through conference coordinator.
-
Sends thank-you notes to concurrent session presenters and hosts after the
conference. Send copies
sent to immediate supervisors. Question: Is this information we request on form?
-
Works with conference coordinator, facilities liaison and local
arrangements committees on matters that require interaction.
-
Establishes all-day and half-day session speakers, works with steering
committee to decide on honorariums and expenses allowed, and sends
confirmations to those chosen as well as notices to those not selected.
-
Provides presenter information to publicity chair and webmaster
in time for publicity releases.
-
Communicates equipment needs to AV chair.
-
Obtains signed contracts from
speakers, as developed in conjunction with steering committee, and sends copies
to program chair and treasurer.
Originals are sent to secretary.
- Communicates to conference coordinator sleeping
room and conference meal needs of speakers.
- Arranges for registration of presenters in
collaboration with conference coordinator.
-
Communicates availability and
services of hospitality room to presenters.
-
Communicates with Program Chair
and provides information on plans as per time frame established by conference
coordinator.
-
Communicates to local arrangements chair the transportation needs
for off-site extended sessions.
-
Makes sure any complimentary rooms are reserved in advance through conference
coordinator.
-
Works on matrix development.
-
Decides on attendance minimums and limits for each session and communicates
these to registration.
-
Provides framework for monitoring attendance and hosting at sessions, as well
as extended session evaluations.
-
Informs local arrangements/sign chair of signage needs.
- Works with the local arrangements chair to
coordinate lunch/refreshment arrangements.
- Cancels any sessions not meeting minimums, as per contract
language.
-
Contacts vendors & secures orderly payment for exhibit space.
-
Contracts with exhibit or exposition services for pipe and drape.
-
Keeps records of payments made by vendors, spaces sold, and meals paid for in
advance and communicates to treasurer.
-
Makes deposits per treasurer’s instructions.
-
Provides framework for door prizes.
-
Secures donations for coffee breaks, snacks, or entertainment.
-
Sets schedule for exhibit times and events (such as exhibit opening) in
collaboration with steering committee.
-
Provides map & list of vendors in exhibit area to program chair
and webmaster for inclusion in conference program by the printing
deadline.
-
Arranges for nighttime security for exhibit area.
-
Works through conference coordinator and facilities liaison
with facilities on room arrangement.
-
Informs local arrangements/ sign chair of signage needs.
-
Provides list of vendors to registration in electronic format (and
after conference, to both OEMA and WLMA Membership Chairs).
-
Greets exhibitors and oversees their onsite needs.
-
Supervises close-up time.
-
Writes thank-you notes to vendors who have provided donations or door prizes.
-
Arranges vendor social function,
working with conference coordinator and local arrangements
chair.
-
Arranges for design of conference logo.
-
Arranges for printing and distribution of conference stationery.
(Letterhead and envelopes,
note cards, conference forms such as contracts, evaluation forms, concurrent
session forms, will be printed on this letterhead using Times New Roman font).
-
Arranges for printing of conference registration packet and conference program.
-
Prepares, prints, and distributes flyer for OEMA and WLMA 2001 fall conference
packets.
-
Prepares and sends conference notices to state education offices, ASCD,
principal’s associations, etc.
-
Works with registration and publicity chairs
to determine format and container for printed conference program.
-
Prepares and sends postcards (including contact info for registration
materials) to OLA and WLA members in the spring.
-
Prepares and sends May “Sneak Preview” flyer and August/September Registration
flyer packet. Obtains mailing lists from state education offices and from
OEMA/WLMA membership.
-
Works with program and registration chairs
to prepare and send registration packets before August 15.
-
Engages help of local newspapers, radio & TV to publicize before &
during conference.
-
Prepares press releases and publicity statements; secures and schedules appropriate
people to be interviewed.
-
Provides or coordinates posters & other advertisements to promote special
events.
-
Prepares articles for OEMA and WLMA
publications or solicits articles from members of the steering committee or the
presenters themselves.
- Secures mailing labels
and alphabetical lists of labels from state education offices and from WLMA and
OEMA, comparing labels and eliminating duplicates. These are used for mailing
pre-registration materials. Note: This was
moved from registration, and may depend on whether registration is electronic
or via mail; and whom is in charge of printing and mailing.
-
Provides framework for orderly pre-registration & on-site registration,
with well-defined procedures for processing and recording registrations.
- Works with program
and publicity chairs to prepare and send pre-registration
packets by August 15, 2008. Still to be determined, as per note
above.
-
Coordinates printing needs with publicity chair.
- Compiles, prepares for printing, and distributes
pre-registration forms and packets. See note above.
- Maintains registration
database.
- Recruits and coordinates
people to work at registration desk.
- Organizes registration
materials and registration area. Note: These three items seem to be
crux of the job, but were not listed in original duties. I have added them.
-
Designs and distributes meal tickets and name tags; as well as other
registration materials for attendees.
-
Prepares registration envelopes with meal tickets, ribbons, and badges.
-
Provides receipts as requested and works with treasurer on
processing purchase orders and credit card payments.
-
Works with hospitality to be sure non-member presenters are
greeted and made comfortable.
-
Serves as liaison with facilities staff.
-
Responsible for master contract.
-
Available onsite during entire conference to deal with needs of conference
presenters and participants.
-
Visits the site to set room prices and see that appropriate person has menues.
-
Discusses with facilities management the facilities and meeting rooms.
-
Works with program chair to determine the number (and capacity)
of “breakout” rooms available for concurrent sessions.
- Works with program chair
and conference coordinator in collaboration with steering committee in
determining and providing for all room set ups, including kinds of table
settings and layout.
-
Works with local arrangements chair on possible
reassignment of bathroom facilities (men’s to women’s?).
-
Communicates to facility the general conference agenda (by October, 2007).
-
Communicates to facilities the detailed conference agenda (by May, 2008).
- Assists in developing the
matrix.
- Assists in determining space
assignments for major conference events.
-
Provides maps, program notes, and other information which should be included in
the conference program to publicity chair and webmaster
to meet printing deadlines.
-
Works with local arrangements to choose
menus for every conference meal function & sets costs (including tax and
tip) with facilities catering manager.
- Arranges with local
arrangements, in collaboration with the steering committee for any special food
service needs; and events.
-
Works with treasurer
and conference coordinator to check master bill.
Webmaster
-
Creates and maintains the official
conference home page on the Internet.
-
Arranges
for webhost and domain name for three years
-
Designs
web page, with conference logo provided by publicity chair
-
Creates
a place on the home page for all steering committee-approved documents
-
Provides
input to speaker form and confirmation letters relating to speaker handouts to
be posted on the web page or links to other websites.
-
Send
occasional updates to the webmasters of OEMA/WLMA
-
Post
online presenter forms to be filled out and saved online
-
Investigates
possibilities for online registration and advises steering committee
-
Develops
procedures in collaboration with registration chair to effect online
registration if feasible
-
Post
all registration materials online and/or provide secure online registration
capabilities at the request of steering committee
-
Works
with all conference committee chairs to post needed materials online
-
Provides a framework of reasonable comfort for participants so they can
anticipate, learn from, and enjoy the conference.
-
Oversees work of all local arrangements committees: AV,
Evaluation, Hospitality, Sales, Social, Signs, and Webmaster. Contacts them regularly to see if they need
assistance, gives encouragement, and keeps general timeline and budget intact.
-
Provides framework of local
arrangements committee meetings and memoranda.
- Works with facilities liaison, in
collaboration with the steering committee for any special food service needs;
and to coordinate meal events, including menus, meal counts, and ticket
collection.
-
Works with facilities liaison on possible reassignment of restroom facilities
(convert men’s to women’s restrooms).
-
Works with extended sessions chair to arrange transportation to
off-site extended sessions.
-
Serves as central reporting center for all LA subcommittees and
as liaison for program chair
and conference coordinator.
-
Arranges for rental or loan of copy machine for use on-site during conference.
-
Arranges for on-site communication among key conference planners in
collaboration with facilities liaison.
-
Is on-site during conference at all times to be available to make quick
decisions.
AV/Equipment (Local Arrangements Sub
Committee)
-
Communicates with extended sessions chair and all program
subcommittees (concurrent sessions, speakers, and authors)
on presenter needs.
-
Attends Matrix meeting and provides framework of and rationale for room matrix
to maximize use of equipment.
-
Arranges for borrowing and transferring of equipment to and from schools (or
other source).
-
Arranges for projection devices for large group presentations.
-
Provides equipment requested by all speakers/presenters.
-
Ensures that equipment is properly maintained with adequate reserves.
-
Arranges for availability of on-site equipment troubleshooting.
-
Arranges for security, storage and liability coverage of equipment.
-
Makes technical arrangements for videotaping of major authors and/or speakers
as desired by steering committee and permitted by the presenter.
-
Works with facilities liaison
on matters requiring interaction.
Evaluation/Hosts (Local arrangements sub-committee)
-
Designs & prints conference
evaluation form and means of distribution to and collection from attendees.
-
Provides
hosts for all sessions and establishes ground rules for handouts and attendance
records. (Regions/levels/interest group people may do this for sessions they
have arranged.)
-
Develop
and distribute host instruction sheets. Each host should receive a copy of
the concurrent session form for the
session. He/she can then check that the necessary equipment is indeed present
and introduce the speaker. The host should also assist with hand-outs, be certain the speaker has water, close the
door when session is full, etc. Evaluations of individual sessions should be gathered
and returned to the registration desk.
-
Informs local arrangements/ sign chair of signage needs by
printing deadline.
-
Collates evaluation tabulations and comments and distributes to steering
committee.
Hospitality (Local Arrangements Sub
Committee)
-
Manages and provides hosts for hospitality room for speakers/presenters.
-
Provides greeters to meet and assist non-member presenters. Coordinates this
with registration.
-
Provides secure short-term storage space for presenter materials, equipment, or
belongings (in hospitality room).
-
Provides snack foods and beverages for hospitality room.
-
Provides gifts/baskets for authors and major speakers
-
Informs Local arrangements/ sign chair of signage needs.
-
Provides an information booth near the registration area. This should include a computer with the
conference program matrix.
-
Works with OEMA and WLMA membership
chairs to provide “information booth” activities at each membership table.
-
Arranges for table decorations for conference meals.
-
Provides hosts for conference meals.
-
Recruits, trains, and schedules guides who will serve as escorts to non-member
presenters and as general information sources to help participants locate
conference activities.
Sales (Local arrangements
sub-committee)
Book Sales:
-
Solicits bids for book sales.
-
Determines
with steering committee policy regarding book discount.
-
Works with book vendor.
-
Submits list of authors to book vendor.
-
Arranges for printing of book order form.
-
Works with author chair to arrange for autographing.
Promotional Sales:
-
Provides framework for the purchase and sale of OEMA/WLMA and commercial
library-related items, such as T-shirts, mugs, note pads, pins, book marks,
posters, stickers, buttons as approved by steering committee.
-
Coordinates sales efforts with intellectual freedom groups.
-
Sells any leftover conference decorations, if appropriate.
-
Keeps records with treasurer
of money expended and collected.
Signs (Local Arrangements
Sub-Committee)
-
Attends Matrix meeting.
-
Gathers information for and provides
signs for all committee needs prior to conference.
-
Provides all materials necessary to make signs prior to and during conference.
-
Uses matrix to provide signs for all rooms used by conference.
-
Is available to make additional signs or make changes to signs during
conference.
-
Provides a plan for the orderly movement of people throughout the conference
site and arranges appropriate signage to accomplish such movement.
-
Provides message board in registration area.
-
Provides large site maps and poster-size conference schedules to be located
near registration.
-
Uses conference logo on all signs and follows theme with posters needed.
-
Provides conference banner for banquet/large meeting room.
-
Works with facilities liaison on
sign placement, timing, and adhesive.
Social (Local arrangements
sub-committee)
-
Arranges entertainment for meal functions and/or other social functions beyond
concurrent session times, as requested by steering committee.
-
Arranges tours, physical exercise, after-conference wind-down events, or any
other social function suitable to locale.
-
Provides “tourist information” to registration chair for conference packets
(info on nearby restaurants, transportation information, maps to shopping
areas, site city sights and attractions).
-
Informs local arrangements sign chair of signage needs.
TO BE
ASSIGNED:
- Arranges for credit availability
(college and WA clock hours) for both extended sessions and full conference
attendees.
-
Deals with registration, etc. for
credit.
- Arranges with publicity
chair for credit information to be included in pre-registration
materials.