Annual Conference Committee

Purpose

The Annual Conference Committee plans and implements the annual conference. It oversees and supports the Program Subcommittee and Academies Subcommittee.

Authority

The committee has no expressed or implied power or authority.

Membership

  • The board shall appoint the chair and members of the committee.
  • The operations director shall serve as staff to the committee.
  • The vice president serves as the board liaison. The board liaison is a non-voting member of the committee.
  • The committee may include non-director persons whose experience may assist the committee in the performance of its duties.

2022 Annual Conference Committee members

  • Andrea Mostyn, chair
  • Janice Cheng-McConnell, vice chair
  • Aaron Knight, board liaison
  • Andy Shearouse, program subcommittee chair
  • Doug Tschopp, program subcommittee vice chair
  • Sara Clark, operations director
  • Veronica Adinegara, designer
  • Christine Boehler, sponsorship lead
  • Aimee Brown-Shadduck, safety, inclusion and accessibility lead
  • Bri Diaz, content coordinator
  • Cathy Donnelly, online event coordinator
  • Mike Henderson, AV and livestream lead
  • Erin Jorgensen, local recruitment coordinator
  • Melissa Lesica, marketing and communications lead
  • Carrie Phillips, event coordinator
  • Jacqueline Rowe, sponsorship communications coordinator
  • Jeff Sechler, video lead
  • Danielle Sewell, registration coordinator
  • Tracy Shipp, social media coordinator
  • Rachell Underhill, conference platform coordinator
  • Tom Wojciechowski, attendee relations lead

2022 Program Subcommittee members

  • Andy Shearouse, chair
  • Doug Tschopp, vice chair

2023 Annual Conference Committee members

  • Glenn Donaldson, chair
  • Aaron Knight, board liaison
  • Sara Clark, operations director

Responsibilities

  • Manages the budget of the annual conference.
  • Creates and implements logistical plan for annual conference.
  • Evaluates and selects social event locations.
  • Coordinates with venues and vendors on conference needs.
  • Selects keynote(s) for annual conference.
  • Provides superior professional development.
  • Develops and maintains conference website content and code.
  • Manages and promotes registration.
  • Solicits and supports sponsors.
  • Supports attendees, before, during and after the conference.
  • Coordinates AV needs, including editing recordings for membership community.

Program Subcommittee responsibilities

  • Coordinates and promotes call for proposals.
  • Reviews and selects proposals for each track with a goal of providing a balanced program in terms of topic areas covered and further increasing diversity (new vs veteran presenters, underrepresented groups, etc.)
  • Promotes presenters and the program as a whole (writing Link articles to describe and promote each track, participating in discussions and sharing conference content on social media, etc.).
  • Mentors presenters on what will be needed at the conference to help make them as successful as possible.
  • Staffs tracks at annual conference, including introducing speakers, assisting with AV as needed, assisting with audience Q&A, and ensuring sessions begin and end on time.
  • Ensures evaluations are submitted by session attendees.
  • Advises prospective presenters to other volunteer opportunities with the association (i.e., writing for LINK, serving on a committee)

Operations

  • Meets no fewer than 10 times per year, at the call of the chair of the committee/subcommittee.
  • Maintains minutes of all meetings.
  • Manages email inboxes for the events.
  • Reviews this charter annually and recommends changes to the board of directors.
  • Follows association policies and procedures.
  • Establishes and maintains documentation about committee roles and procedures, including how this committee collaborates with others.
  • Communicates and collaborates with other committees and board of directors to accomplish association goals.
  • Provides quarterly updates to the board of directors.