
EDUCATION/PRESENTATION COMMITTEE
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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
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- 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.
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- 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
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- 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
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- 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
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- 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
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- 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…