Position: Chair, Programming; Conference

Committee Description: 
CONFERENCE

Committee Responsibilities:     

• Attend monthly Conference Committee Meetings
• Join a Conference Subcommittee:
• Breakout Sessions
• Key Speakers, Sponsorships
• Marketing & Communications
• Networking & Excursions
• Complete tasks associated with your subcommittee
• Participate in brainstorming during monthly committee meetings

• Attending monthly Conference Committee Meetings
• Promote conference registration to colleagues and professional network
• Encourage breakout sessions submissions to colleagues and professional network
• Register for the conference (if able!)

• Sign up for Conference volunteer roles (may include, stuffing volunteer bags, check in table, dinner group leader, etc.)
• Arrive at conference early for Conference Committee touch base (if able)
• Complete volunteer roles
• Help with pack up of materials

Breakout Sessions

• Update breakout session proposal form
• Update timeline for breakout session proposals

•  Launch breakout sessions proposals
• Connect with Marketing & Communications on promotions for proposals
• Review proposals and select sessions
• Notify individuals selected and/or not selected for breakout sessions
• Save information in Google Drive to be used for app, marketing, and other conference materials

Key Speakers

• Lead brainstorming on a pre-conference and keynote speaker for the conference
• Work with Riggs and Conference Chair on outreach to speakers as well as contracts

• Confirm speakers and work with them to obtain bios and photos to be used in marketing

• Work with Riggs and Conference Chair to coordinate speaker space, AV, and needs for conference
• Act as, or work with Conference Chair to appoint, point of contact for speakers

Sponsorships

• Typically includes (but is not limited to, the ACSN Chair of Sponsorships and members of the Sponsorship Committee, among others

• Work with Conference Chair to review and update Sponsorship Packages
• Assist as needed with Sponsorship Outreach
• Represent sponsors interests during Conference Committee meetings
• Share sponsorship details in Google Drive for marketing and promotions

• Work with Conference Chair and Riggs on sponsors needs for conference
• Work with Conference Chair to greet and steward sponsors during conference

Marketing & Communications

• Typically includes (but is not limited to) the ACSN Chair of Marketing & Communications, and members of the Sponsorship Committee, among others

• Work with Conference Chair to update the Marketing Timeline based on key points
• Use logo and location information to promote “Save the Date” messaging
• Lead brainstorming discussion on Conference Swag and work with vendor to purchase swag

• Work with Conference Chair to update the Marketing Timeline based on key points
• Promote conference registration and breakout session proposals

• Work with Conference Chair to finalize and launch the Conference app
• Promote conference registration
• Obtain pictures, videos, testimonials, Etc during conference for future promotion
• Post-conference communication on social media and in newsletter to highlight the conference

Networking & Excursions

• Typically includes (but is not limited to) the Conference Chair and any local Conference Committee members

• Lead brainstorming discussions on excursions and/or reception locations for the conference
• Lead brainstorming around employer panelists and/or employer site visit
• Support conference chair on outreach and/or planning associated with these events

• Finalize employer panelists/employer site visit
• Finalize excursions/reception
• Obtain necessary details for promotions of these events
• Complete site visits
• Conference Chair to work with Riggs and Conference location contacts to ensure AV, food, set up, etc are taken care of for events
• Conference Chair and/or subcommittee members serve as POC for employers and site contacts

• Assist Conference Chair with POC, check in processes, and/or set up

Chair Responsibilities:    

• ONGOING:
• Create agendas and run monthly meetings
• Check in with subcommittee leads
• Work with Riggs to update conference website
• POC for conference location site
• Attend monthly ACSN Board Meetings
• Update the schedule
• Monitor the budget
• FALL SEMESTER:
• Work with VP of Finance to finalize Conference Budget and Costs
• Work with Riggs to finalize Conference Location and contract
• Initial outreach to Conference Committee members
• Schedule ongoing Conference Committee meetings and set up Zoom link
• Develop a conference logo
• Create draft conference schedule and work with committee to finalize
• Work with Scholarship Chair and subcommittee to review and finalize Sponsor Packages
• Finalize excursion and networking options for conference
• SPRING SEMESTER:
• Work with Riggs to develop and launch conference registration
• Work on promotion of conference and breakout proposals
• Finalize catering needs for all sites related to conference
• Work with Breakout Sessions subcommittee to finalize conference schedule
• Lead brainstorming on conference enhancements (swag swap, etc.)
• SUMMER
• Final site walk through at all conference and event locations
• Final review of AV, set up, and catering orders
• Work with subcommittees to finalize needs and prepare
• Create any needed documents for conference
• Prepare scripts and slides for conference
• Develop list of volunteer needs for the conference
• Work with incoming Conference Chair on conference location announcement
• CONFERENCE:
• Arrive early with all materials and/or arrange for shipping of necessary materials
• Confirm all set ups
• Act as MC for Conference
• POC for various areas of the conference
• Recruit conference committee members for next year

Chair Position Terms
1 year

If you enjoy using the following skills, this Chair role may be for you:

• Project management
• Event planning
• Collaborative mindset
• Strong communication skills (verbal and written)
• Organization and time management

ACSN Mission
The Alumni Career Services Network (ACSN) supports and enhances the development of alumni career services practitioners by providing meaningful opportunities for professional growth and networking while demonstrating the value of alumni career services to key stakeholders.

ACSN Vision
ACSN will become the premiere global thought leader in our field by promoting best practices and the value proposition of alumni career services. ACSN will cultivate strong relationships with corporate partners, colleges and universities and other key influencers to advance our profession and the delivery of services to alumni.