2027 All-Staff Conference Planning Committee Interest Form

Name
Please select which committee you are interested in serving on. Required
Core Function: Drives revenue and attendee excitement by securing corporate/organizational sponsorships and sourcing donated items for event prize drawings. Key Responsibilities: • Sponsorship Tiers & Outreach: Design sponsorship packages (e.g., Platinum, Gold, Silver), create outreach pitch decks, and actively contact potential sponsors. • Monetary Funds Management: Track pledged financial contributions, ensure timely invoicing/payment collection, and coordinate with finance leads to budget sponsor funds properly. • In-Kind & Prize Collection: Reach out to local businesses and campus vendors to secure donated gift cards, merchandise, gift baskets, and raffle items for attendee drawings. • Sponsor Benefit Fulfillment: Ensure all pledged sponsor perks are delivered (e.g., placing logos on conference materials/signage, coordinating sponsor booth spaces, and arranging verbal thank-yous during mainstage sessions). • Prize Drawing Execution: Inventory all donated items, organize drawing ticket logistics or digital raffles during sessions, and manage item distribution to winners.
Core Function: Mobilizes, prepares, and directs the volunteer workforce needed to execute event operations efficiently. Key Responsibilities: • Calculate volunteer staffing needs based on the master schedule, session counts, and venue layout. • Recruit, onboard, and assign volunteers to specific roles (e.g., room monitors, directional guides, check-in leads). • Conduct pre-conference orientation and training sessions to clarify expectations and protocols. • Create shift rosters and oversee real-time shift swaps. • Organize volunteer appreciation gifts and post-event recognition.
Core Function: Oversees day-of operations, venue planning, catering, and safety to ensure a seamless conference. Key Responsibilities: • Serve as the main point of contact for venue management with room layouts, stage builds, and facility access. • Plan menu selections, manage dietary restrictions, and oversee food and beverage setup timelines with caterers. • Manage the registration desk and attendee check-in. • Map and place physical signage, banners, directional markers, and accessible routes. • Manage parking logistics, transportation/shuttles, and emergency safety plans.
Core Function: Curates the core educational and inspirational content, ensuring a balanced, valuable, and engaging schedule. Key Responsibilities: • Define key themes, draft the Call for Proposals (CFP), and establish evaluation criteria for session submissions. • Sourcing, outreach, and contract/honorarium coordination for keynote speakers and panel hosts. • Review, score, and select breakout presentation proposals. • Map out the master schedule, balancing track flows, breaks, and session lengths. • Act as primary liaisons for speakers, collecting presentation slides, bios, headshots, and specialized room setup needs.
Core Function: Directs all event messaging, brand visibility, and attendee engagement across channels before, during, and after the conference. Key Responsibilities: • Draft and execute a multi-channel marketing plan (email campaigns, digital newsletters, and social media posts). • Design visual assets, promotional graphics, downloadable agendas, and printed materials. • Oversee public relations, press releases, and internal organizational announcements. • Manage real-time attendee updates, schedule change alerts, and live event coverage during conference days. • Develop and distribute post-conference thank-you messages, attendee surveys, participation sign up for the following year, and impact summaries.
Core Function: Manages technical infrastructure, digital platforms, and audiovisual execution to guarantee a seamless presentation experience. Key Responsibilities: • Build and maintain the conference website, event app, and registration landing pages. • Setup, test, and manage virtual or hybrid streaming platforms, ensuring accessibility and stable connections. • Coordinate with venue AV technicians on microphones, projectors, slide decks, and audio feeds across all session rooms. • Provide active, real-time tech support and troubleshooting during keynote and breakout sessions. • Record sessions where applicable and archive digital assets for post-event viewing.