Conference Planning Team Position Descriptions

AHEPPP Executive Director

Reports to President of the Board of Directors

  • Manage any conference forms and online registration process
  • Work with Communications/Technology Chairs to execute the communication and marketing plan
  • Provide logistical support for all payment, scheduling and contracts for services
  • In collaboration with the Conference Chair, monitor and manage the budget
  • Recruits vendors and sponsors; Coordinates vendor fair/exhibit space
  • Support the Conference Chair and other committee members as needed
Conference Chair
Reports to AHEPPP Executive Director
  • In partnership with the Executive Director, Board of Directors. and Conference Planning Team, determine theme and design for the conference; determine the technical, operational, vision, and goals for the conference
  • Oversee the financial, administrative and logistical management of the conference. Must adhere to conference budget.
  • Plan and facilitate structure and content of all conference planning meetings
  • Develop and implement conference schedule
  • Conduct a site visit with AHEPPP staff or BOD Representative (expenses paid by AHEPPP)
  • In collaboration with Conference Liaison, develop master conference timeline integrating detailed timelines by all Chairs
  • In partnership with the Board of Directors, organize the process to search for and select the conference keynote speaker
  • In collaboration with AHEPPP staff, prepare regular reports for the Board of Directors to include financial, administrative, and logistical updates/information
  • Act as the public face and gracious host of the conference
  • In partnership with the Executive Director, create, distribute, and analyze results from the conference assessment
  • Prepare and submit a conference final report (executive summary) as directed to document decisions, activities, results of new programs, and recommendations of importance to future Conference Chairs and the Board of Directors

Programming Chair(s)

The Program Chair(s) works to create a strong, innovative, and well-balanced program of educational sessions for the national conference.

  • Review previous conference evaluation results and Conference Team Final Report
  • In collaboration with the Board of Directors, develop program goals, topics of interest, and program types
  • Review deadlines and application process for Call for Programs
  • Design, promote and coordinate the Call for Programs process by communicating in a timely manner with all potential program presenters
  • Oversee program selection volunteers and manage program review process, provide feedback to presenters in collaboration with AHEPPP staff
  • Secure program presenters, titles, and descriptions for the conference schedule
  • Host presenters at the conference and attend to their presentation needs
  • Work with the Volunteers & Recognition Chair to thank all presenters and proposal reviewers
  • Prepare and submit a committee final report

Pre-Conference Workshops Chair(s)

  • Review previous conference evaluation results and Conference Team Final Report
  • Plan, organize and secure curriculum, presenters, and materials for the pre-conference workshops that appeal to new professionals and returning/seasoned professionals
  • Organize participant materials
  • Work with the Communications/Technology Chairs to publish any and all communication to members about the pre-conference workshops
  • Run and support all pre-conference workshops day-of activities
  • Prepare and submit a committee final report

Communications/Technology Chair(s)

  • Review previous conference evaluation results and Conference Team Final Report
  • In collaboration with the AHEPPP staff and Area Chairs, develop a marketing plan and timeline for Call for Registration, Call for Programs, Call for Awards, and other conference announcements
  • Create a social media calendar to post and promote the conference activities
  • Create and promote the AHEPPP conference on all social media accounts 
  • Help design and create signage and other communication materials for the event
  • Work with team to create forms, applications, and surveys as needed
  • Coordinate technology needs and orders on-site
  • Oversee digital footprint of the conference
  • Design conference application and electronic schedule
  • Prepare and submit a committee final report

Hospitality Chair(s)

  • Review previous conference evaluation results and Conference Team Final Report
  • In collaboration with AHEPPP staff, coordinate Opening Night Reception
  • Coordinate information resources for local attractions, restaurants, and activities for participants
  • Coordinate information on parking, shuttles, & public transportation options
  • Assist Conference Chair and AHEPPP staff with requests such as connecting to local businesses, accepting shipments, things to do in the area, recommendations for restaurants, and other miscellaneous needs.
  • Prepare and submit a committee final report

Volunteers & Recognition Chair(s)

  • Review previous conference evaluation results and Conference Team Final Report
  • Coordinate the recruitment, training, supervision, and recognition of conference volunteers
  • Assign volunteers to on-site conference duties, including on-site registration, local arrangements information table, etc.
  • Secure and prepare thank you notes for keynote speaker, guest speakers, and presenters.
  • Coordinate/organize Swag Swap including signage at conference
  • Prepare and submit a committee final report

Conference City Chair(s)

  • Review previous conference evaluation results and Conference Team Final Report
  • Learn about the host city and work with the Communications/Technology Chairs to develop city promotion
  • Coordinate an AHEPPP Cares service project in the host city to benefit a local organization
  • Coordinate city excursions for conference attendees
  • Collaborate with Hospitality Chairs for local recommendations
  • Prepare and submit a committee final report

Apply to the Conference Planning Team