2018 SLC Planning Team

2018 Conference Planning Team Positions

General Expectations of all Planning team members:

  • Attend all Planning Team Meetings on Wednesdays from 1:30–2:30 p.m.
  • Attend the 2018 Conference on Sunday, November 4, 2018 from 10 a.m.–5 p.m.
  • Engage in the full term of the role from February 2018 to November 2018

Conference Chair

The chair provides the leadership for the entire event planning process. As the leader, the chair will recruit and motivate committee members and event volunteers and act as the spokesperson for the entire group. The chair will also orchestrate the overall production and logistical elements of the conference and will be ready to make recommendations and provide advice when needed.

Required Experience, Knowledge and Attitude:

The ideal candidate for Conference Chair will be an individual who can successfully motivate others. In addition, organizational and follow-through skills will be imperative to the success of this position. This person should have an upbeat, can-do, persevering attitude.

Role Responsibilities:

  1. Oversees the entire event and planning process, including choosing theme and direction
  2. Administers the process for appointing undergraduate student committee members
  3. Provides ongoing motivation, ensuring that work is progressing and enthusiasm is high
  4. Ensures that communication between committee members is active, productive and positive
  5. Coordinates and facilitates ongoing committee meetings and fosters an environment that encourages creativity and the development of new and exciting ideas
  6. Works closely with Events Management to schedule room reservations and overall logistics
  7. Plan and facilitate weekly committee meetings
  8. Assists with program assessment at the conclusion of the conference
  9. Meet weekly with the Assistant Director for Leadership Development

Marketing Chair

The Marketing Chair will oversee all marketing aspects of the conference, as well as provide all of the advertising and promotional needs for the event.

Required Experience, Knowledge and Attitude:

The ideal candidate for the Marketing Chair will have a proclivity for creativity and will possess excellent verbal and written communication skills. This position will require the ability to work in a team environment and is a great opportunity for students interested in gaining experience in the marketing field.

Specific Role Responsibilities:

  1. Assists in choosing a conference theme and direction
  2. Oversees all promotion and marketing aspects of the conference
  3. Reviews all advertising and promotion options available
  4. Collaborates and consults with the SLE Marketing Team
  5. Develops a promotion plan that creates excitement for the event
  6. Works closely with Graphics Center to develop all graphics/logos for the conference
  7. Develops the program/schedule layout and oversees printing of all materials
  8. Develops all signage that is needed for the event, including sponsor recognition (if applicable)
  9. Works closely with the Peer Advising Team to recruit student attendees
  10. Secures a photographer for the conference
  11.  Attends scheduled committee meetings

Programming Chair

The Programming Chair will assist the Conference Chair in outreach for program proposals and help to ensure the schedule is comprised of a diversity of sessions. Once the program proposals have been submitted, this person will also be an integral part of the session selection process.

Required Experience, Knowledge and Attitude

The ideal candidate for the Programming Chair position will be analytical and have an understanding of the needs of USF student leaders. Possessing excellent verbal and written communication skills will be important, as this person will need to communicate with presenters through email and in-person, as well as be able to help with the composition of session descriptions so they appeal to student leaders on campus.

Specific Role Responsibilities

  1. Assists in developing a conference theme and direction
  2. Reviews the past session evaluations to determine session outreach and topic areas to target
  3. Helps conduct targeted outreach via email for program proposals
  4. Reviews program proposals with the Conference Chair and SLE Professional Staff
  5. Compiles session descriptions in a way that appeals to students
  6. Communicates with presenters prior to the conference and provides pertinent information
  7. Coordinates presenter gifts to be given on the day of the conference
  8. Reviews results of the session evaluations at the conclusion of the conference
  9. Attends scheduled committee meetings<

Volunteer Chair

The Volunteer Coordinator will recruit volunteers and coordinate those efforts with the other conference committee members. In addition, the Volunteer Coordinator will ensure that a volunteer list is maintained and that all volunteers of the event are properly recognized and thanked for their efforts. This position is integral to the work of the committee and success of the conference.

Required Experience, Knowledge and Attitude

The ideal candidate for the Volunteer Coordinator will be personable and enjoy working closely with and supervising others. Most importantly, this person is not afraid to ask people for help or direct volunteers with appropriate tasks.

Specific Role Responsibilities

  1. Assists in choosing a conference theme and direction
  2. Develops a comprehensive list of potential volunteers and leads the recruitment process
  3. Works with other committee chairs to determine volunteer needs
  4. Develops a list of jobs and assigns volunteers according to their interests and strengths
  5. Ensures that jobs are meaningful, fun and perceived as important and necessary to producing a successful event
  6. Maintains an accurate list of volunteers including, names, addresses, phone numbers and times available for volunteering
  7. Ensures that volunteers actually show up when expected, provides motivation when necessary, and secures replacement help when needed
  8. Ensures that volunteers receive proper recognition for their work and efforts
  9. Assists others committee members with logistics
  10.  Attends scheduled committee meetings<

Keynote Chair

The Keynote Chair will lead the search, selection, and correspondence with the conference keynote presenter. This person will ensure that the presenter is briefed on the purpose and goal of the conference, expectations and needs of the keynote content, and logistical details from the offer letter to the day of the conference. Additionally, the Keynote Chair will be the liaison and support for the presenter during the day of the event.

Required Experience, Knowledge and Attitude

The ideal candidate will possess excellent verbal and written communication skills to effectively correspond with the presenter to provide accurate and timely information. The ideal candidate will feel confident leading the search and selection process with the assistance of the rest of the conference committee.

Specific Role Responsibilities

  1. Works with other committee members to determine the needs and expectations of the keynote content
  2. Develops a comprehensive list of potential keynote presenters
  3. Oversees the selection process of the keynote presenter
  4. Assists with the formalized process of booking the keynote presenter
  5. Assists with all communications with the keynote presenter
  6. Supports the needs of the keynote speaker during the day of the conference.
  7. Assists other committee members with logistics
  8. Attends scheduled committee meetings<

Sponsorship Chair

The Sponsorship Chair will lead the outreach and communication with potential sponsors, donors, and collaborative off-campus organizations. The Sponsorship Chair will coordinate create targeted communication in efforts of connecting the San Francisco community with the conference.

Required Experience, Knowledge and Attitude

The ideal candidate for the Sponsorship Chair position will possess excellent verbal and written communication skills to effectively correspond with potential donors, sponsors, and collaborative partners. The ideal candidate will maintain a level of professionalism in all correspondences and confidently connect the purpose of the conference to the mission of the donors, sponsors, and collaborative partners.

Specific Role Responsibilities

  1. Compiles a list of potential donors, sponsors, and collaborative partners from the greater San Francisco community
  2. Drafts sponsorship letters to be sent out to all potential partners
  3. Lead all communications with all potential partners
  4. Coordinate all donations and sponsorships
  5. Ensure proper recognition is given to all sponsors, donors, and collaborative partners
  6. Support other committee members with logistics
  7. Attend scheduled committee meetings

Registration Chair

The Registration Chair will lead the planning and execution of all tasks related to the registration. The Registration Chair will assist in the design and implementation of both pre-registration and regular registration processes. Additionally, the Registration Chair will lead and coordinate the check-in process the day of the conference.

Required Experience, Knowledge and Attitude

The ideal candidate for the Registration Chair position will be extremely organized and detail oriented to ensure the registration process is clear and easy to navigate for the conference participants. The ideal candidate will also possess strong verbal and written communication skills to effectively lead the check-in process the day of the event.

Specific Job Duties

  1. Design the registration form for both pre-registration and regular registration participants
  2. Work with the Peer Advising Team to ensure all mandatory representatives and parties have completed registration
  3. Assist with confirmation and follow up emails for all participants regarding conference details
  4. Create name tags for all registered participants
  5. Lead the check-in process the day of the conference
  6. Assist other committee members with logistics
  7. Attend all scheduled committee meetings