Conference Committee Duties and Responsibilities
Program
Summary of Responsibilities
Works with Conference Committee to develop conference theme; plans, organizes and coordinates speakers and presenters; develops program outline; secures speaker biographies and pictures; secures equipment and set-ups for various sessions; plan seating arrangements at opening session; plan for introduction of head table, guest and speakers; make hotel arrangement for speakers as needed; arrange for invocation and arrange for flag ceremony.
Facilitator
Summary of Responsibilities
Pick-up session sign from Registration Desk; Insure meeting area set-up properly; Control lighting as requested by moderator; Assist in handing out materials from session leader; Other facility tasks as needed for session area; Handout and collect evaluation forms; Return session sign to Registration Desk.
Moderator
Summary of Responsibilities
Pick-up Speaker Packet from Registration Desk (contains nametag and meal ticket and gift); Introduce session and session leader(s) with brief biography; Control presentation by session leader (time allowance); Control Question-and-Answer portion of sessions (related questions directed to which panel members); Liaison between session leaders and facilitators for handouts, props, etc; Presentation of Gift and Certificate.
Exhibit / Sponsors
Summary of Responsibilities
Prepare initial correspondence for exhibitors and sponsors; solicit and secure vendors for exhibits and/or sponsorships; maintain contact with exhibitors to determine equipment needs (i.e. extension cords, electrical source, internet, additional tables, etc.); design floor plan for exhibitors, assign exhibitor space and prepare exhibitor material; arrange for signage for exhibitors and sponsors; arrange for greeters during set up; solicit advertisers for conference program and notebook; follow-up correspondence (thank-you’s).
Door Prizes/Ditty Bags
Summary of Responsibilities
Develop list of potential sponsors; solicit door prizes, ditty bag prizes and other giveaways; prepare list of sponsors for inclusion in conference notebook; arrange for storage of prizes until conference dates; arrange for/order bag to carry giveaways; establish date and time for bag stuffing prepare, schedule of door prize giveaways; coordinate drawings for all giveaways; purchase money jar for grand prize; prepare follow-up correspondence (thank you’s).
Registration
Summary of Responsibilities
Develop registration system and materials; receive and record registrations; oversees on-site registration including staff; prepares name badges and ribbons; prepare signs for registration area; prepare registration lists and total number of attendees; prepare headcount for meals and breaks and coordinate with appropriate chairs.
Social Activities
Summary of Responsibilities
Coordinate social event; prepare budget for social activities; stock and staff hospitality suite; arrange any activities and entertainment; gather and disseminate information about local attractions; obtain and/or prepare a list of restaurants, shopping centers and suggested activities; insure facilities are secure when not in use.
Bus Monitors
Summary of Responsibilities
Meet at Registration desk 30 minutes before bus departure; Keep count of number of riders on bus; Tell riders bus # and ask to return on same bus; Make riders feel welcome; Answer questions to best of your ability; Serve as Public Relations person for conference.
Finance
Summary of Responsibilities
Maintain all accounting records for conference; provide financial reports for conference; pay bills and receive all funds; work with Exhibitors/ Sponsors committee; reconcile final report and account of conference funds.
Golf Tournament
Summary of Responsibilities
Recommend golf course; coordinate golf outing; develop budget; arrange for transportation, meal and prizes.
