Conference Planning Committee Position Descriptions

• Report to the Conference Chair
• In coordination with the Conference Chair, Board of Directors Liaison, and Executive Director, collaboratively work to plan and execute the national conference; this may include the following:
• Programming
• Pre-Conference Workshop
• Hospitality
• Volunteers & Recognition
• Communications, Marketing, and Technology
• Other tasks as determined by the Board of Directors in collaboration with the Conference Chair and Executive Director
• Participate in pre-conference site visit and planning meetings

Programming:

The main goal of the Programming team and Program Selection Committee is to create a strong, innovative, and well-balanced program of educational sessions for the annual conference.

• Review previous conference evaluation results and Conference Committee 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 the Program Selection Committee volunteers, manage program review process, and provide feedback to presenters
• Secure program presenters, titles, and descriptions for the conference schedule, as well as an A/V needs
• Host presenters at the conference and attend to their presentation needs
• Work with the Executive Director on the coordination and development of educational session evaluation
• Work with the Volunteers & Recognition Chair to thank all presenters

Pre-Conference Workshops:

• Review previous conference evaluation results and Conference Committee Final Report
• Organize and secure curriculum, presenters, and materials for the pre-conference program
• Organize participant materials
• Work with the Marketing and Communications Committee to publish any communication to members about the pre-conference workshop
• Run and support all pre-conference workshop day-of activities

Communications, Marketing, and Technology:

• Review previous conference evaluation results and Conference Committee Final Report
• Develop a marketing plan and timeline for Call for Registration, Call for Programs, Call for Awards, and other conference announcements
• In collaboration with the Executive Director, create a social media calendar to post and promote the conference activities to get members excited about and registered for the conference
• Create and promote the AHEPPP conference on all social media accounts 
• Manage and update the conference app

Hospitality:

• Review previous conference evaluation results and Conference Committee Final Report
• Coordinate the participant welcome/check-in packet and participant gift
• Coordinate information resources for local attractions, restaurants, and activities for participants
• Coordinate information on parking, shuttles, & public transportation options
• Coordinate the logistics of a conference service project and possible activities

Volunteers & Recognition:

• Review previous conference evaluation results and Conference Committee 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

Apply to the Conference Planning Committee