Skip to main content

Committee Descriptions

Look for the button or link to a form where you can sign up for the committee or subgroup.

EDUCATION/PRESENTATION COMMITTEE

Sign up

The subgroups below are overseen by the Education/Presentation Committee

  • Recruits prospective presenters and speakers
  • Coordinates keynote sessions
  • Organizes breakout sessions
  • Sets guidelines for speakers
  • Coordinates presenter handouts, etc. with Pub/Promo committee
  • Confirms onsite audio/visual needs (including conference planner in discussions)
  • Coordinates speaker appreciation gifts and session evaluations
  • Determines honorariums
  • Determines travel costs and if we can cover them
  • Coordinates poster board sessions (Only Broadbands for poster board session)
  • Determines break out room location and hosts
  • Recruit volunteers for subgroups and oversee activities
  • Oh, and anything else we forgot…

SESSION AMBASSADOR COORDINATOR SUBGROUP – SIGN UP HERE

    • Determines number of volunteers (Session Ambassadors) needed for conference sessions
    • Schedule and assign person to coordinate session ambassadors
    • Recruit session ambassadors
    • Recruit and assign facilitator for each room (greeter, intro, a/v needs, snacks, beverages)

PARTNER & AGENCY OUTREACH SUBGROUP – SIGN UP HERE

Note: Former agency folks or those that have established connections with Broads’ partners would be helpful for this group.

    • Compile a list of partner and agency invites
    • Contact partners and agencies to assess interest in participation as sponsors, speakers, or exhibitors
    • Coordinate participation in tandem with Education/Presentation committee

SPONSORSHIP & AUCTION COMMITTEE

Includes staff members Kaye and Sara

Sign up
  • Seeks support of sponsors, auction items, or in-kind contributions
  • Secures logos and coordinates with publication/promo committee to ensure sponsors are included in materials
  • Facilitate sponsorship agreements and payments
  • Coordinates exhibits and tabling with education committee
  • Coordinates and runs the auction (secures 3-5 volunteers for the auction assistance/close out)
  • Recruit volunteers for subgroup and oversee activities.
  • Oh, and anything else we forgot…

The subgroup below is overseen by the Education/Presentation Committee

EXHIBIT & AUCTION SUBGROUP – SIGN UP HERE

  • Coordinate with Sponsorship and Auction committee to assign exhibit table locations
  • Communicate with exhibitors regarding exhibit hours, space assignments, etc.
  • Determine exhibitor display needs and YMCA supplied (tables, power needs, draping provided)

PUBLICATION & PROMOTIONS COMMITTEE

Includes staff members Susan and Jason, plus 2 additional volunteers to assist with content evaluation and proofing materials

Sign up
  • Oversees production of print and online materials to ensure quality and consistency
  • Brands the event using conference logo
  • Produces program
  • Produces session handouts (in collaboration with education committee)
  • Develops onsite signage, for meeting rooms and presenters
  • Produces evaluation forms
  • Assists in publicizing a call for presenters
  • Compiles a media list for event promotion or coverage
  • Builds attendance by posting on online event calendars
  • Develops advertising and/or direct mail promotion
  • Writes pre-and post-conference promotional materials
  • Put together a conference social media guidance packet for sponsors, etc.
  • Oh, and anything else we forgot…

ONSITE OPERATIONS COMMITTEE

Sign up
  • Liaises with Conference Planner on overall logistics during conference
  • Liaises with educational/presentation committee to assign rooms for workshop sessions/speakers
  • Liaises with Conference Planner to confirm A/V and other needs for sessions
  • Assembles registration packets
  • Manages registration including set up, nametags, assembling reg packets, goodie bags
  • Secure volunteers to work table during conference
  • Merchandise set up and sales
  • On site ambassadors (provide directions, answer attendee questions
  • Secure and schedule volunteers to serve as on site ambassadors
  • Oh, and anything else we forgot…

EXTERNAL ACTIVITIES & STEWARDSHIP COMMITTEE

Sign up
  • Identifies and coordinates fun activities (free to conference registrants)
  • Identifies and coordinates stewardship activities (working w/ local agencies and conservation partners)
  • Identifies and coordinates fun activities (additional fee for conference registrants)
  • Determine max people per activity
  • Recruit Volunteer ambassadors for each activity (free, paid, YMCA outside activities)
  • Work with Publication and Promotions committee to get pre-registration email set up for all activities
  • Manage liability forms if additional are needed from YMCA, agencies, or friends groups
  • Oh, and anything else we forgot…