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2012 Affirmation Conference: Please Volunteer to Help!

Hello, Affirmation members! We know your commitment to Affirmation is strong. Serving on the 2012 Conference Committee is a sure way to share your expertise and energy to put together the best Affirmation Conference yet in Seattle in October of 2012. Please look over this list of job descriptions and email Conference Chair Fred Bowers, fred.bowers (at) affirmation.org with your choice of how to help. Many hands make light work and an exciting conference!

Position	Duties
Speaker/Workshop Coordination (2 positions)	Engage keynote speaker(s) Speaker notification Provide presentation guidelines/support Collect final presentations and coordinate appropriate technology on-site Collection of biographies/resumes Coordinate copyright agreements Handle speaker logistics, transportation and any special needs Prepare and distribute an “invitation packet” to send to potential speakers Invite selected persons to speak and maintain contact Arrange for speaker needs/equipment, compensation, travel logistics Solicit workshop speakers that aligns with conference theme Plan set-up for workshops in a spreadsheet Establish room set-up needs for each workshop and communicate to Logistics Chair Write workshop summaries for program and website Collect speaker confirmation forms Create a speaker’s packet for the event Work closely with the Volunteer Chair to train speaker liaisons
Marketing/Publicity/Public Relations	Develop marketing plan Recommend and execute news release and advertising placement Support press activities on site Prepare attendee surveys and meeting evaluations Manage contacts with publicity sources Supply information to publicity sources Create flyers, banners and display for campus advertisement Work closely with the Graphics Chair to create and coordinate conference materials Work with the Registration, Awards and Volunteers Chair to fill their specific publicity needs Organize conference photos and/or video Obtains proclamation letters from governor and mayor
Volunteer Coordination	Maintain working email list for all confirmed volunteers Work closely with each of the committee chairs to assign volunteers to committees Select and train Workshop Speaker Liaisons Solicit additional volunteers for onsite needs
Transportation	Coordinate needed transportation for the conference
Registration (2 positions)	Organize registration process Keep a record of participant registration and payment Create and send confirmations to participants (Conference date, time, location, schedule, parking, directions, attire, etc.) Work with other Chairs to ensure all special guests (sponsors, speakers, nominees) are registered Work with the Website Chair to set up an efficient online registration system Prepare/print conference name tags with name, major/department and/or company, as well as special identifying information Have registration tables set-up a full hour prior to conference Remain at the registration tables throughout the duration of the conference for on-site registration Submit final registration numbers to the Logistics Chair prior to the conference After conference, submit final attendance at conference (each day, number per participant type, etc.) for conference report
Logistics (3-4 positions)	Organize room set-up based on speaker requirements Create/print all conference signs Organize catering (dinner/reception, breakfast, lunch, breaks, etc.) Secure parking for the conference Research and confirm entertainment for Friday evening and Saturday morning in conjunction with the conference theme Select decorations in relation to the conference theme
Fundraising/Ads/Exhibits/Sponsorship	Approach national vendors and possible sponsors Create/update sponsorship packets Apply for grants and/or sponsorships to support conference Contact previous sponsors and find new sponsors Organize donations and allocation of funds Collect advertisements, sponsor representatives for conference program, website and registration Serve as a general liaison between committee and sponsors Organize/plan corporate sponsor forums throughout the year for input/advice

All members of the Conference committee attend all committee meetings. Each subcommittee will also have a chair.

Each chair must be available to attend the entire conference
Each chair must take responsibility for the duties of his/her position, meet deadlines and work with other chair positions, as needed, to facilitate conference planning
Each chair is responsible for soliciting volunteers
Each should expect to commit at least an hour bi-weekly to committee meetings and 2-10 hours/week to meet committee responsibilities, depending on the extent of the work required to fulfill individual duties

Meetings will be biweekly one-hour conference calls, as well as individual conversations as necessary.