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.

2020 Annual Conference Committee members

  • Tonya Oaks Smith, 2020 Conference Co-Chair
  • Waylon Baumgardner, 2020 Conference Co-Chair
  • Glenn Donaldson, Board Liaison
  • Sara Clark, Operations Director
  • Veronica Adinegara, Print and Design
  • Christine Boehler, Volunteer Coordinator and Sponsor Support
  • Colleen Brennan-Barry, Marketing and Communications Coordinator
  • Carter Carroll, Livestream Support
  • Dan Chase, Photography
  • Kaitlyn Goodall, Safety and Inclusion
  • Mike Henderson, Web Developer
  • Jim Kittle, Technology and Backend
  • Jesse Lavery, Livestream Coordinator
  • Meaghan Milliorn Fikes, Regional Support Coordinator
  • Andrea Mostyn, Registration Coordinator
  • Lori Packer, Program Chair
  • Lacy Paschal, Program Vice Chair
  • Ben Rapin, Sponsors Coordinator
  • Taryn Rejholic, Content Creator/Manager
  • Jeff Sechler, Video Brigade Coordinator
  • Jon-Stephen Stansel, Social Media Manager
  • Drew Stephens, AV liaison
  • Joseph Vugteveen, Sponsors Support
  • Tom Wojciechowski, Swag and Keynote
  • Jason Woodward, Technology and Evaluations

2020 Program Subcommittee members

  • Lori Packer, Chair
  • Lacy Paschal, Vice Chair
  • Glenn Donaldson, Board Liaison
  • Doug Tschopp
  • Andy Shearhouse
  • Glenn Donaldson
  • Sven Aas
  • Paul Gilzow
  • Karen Hackett
  • Sarah Maxell Crosby
  • Aaron Rester
  • Jeff Stevens
  • Michelle Tarby
  • John Wagner
  • Matt Ryan
  • Eric Sembrat
  • Janice Cheng-McConnell
  • Aaron Knight
  • Martin Sickafoose

2021 Annual Conference Committee members

  • Colleen Brennan-Barry, 2021 Conference Chair
  • Tom Wojciechowski, 2021 Conference Vice Chair
  • Glenn Donaldson, Board Liaison
  • Sara Clark, Operations Director

2020 goals

Minimum targets

  • 300 attendees
  • $50,000-100,000 sponsor revenue
  • $15,000-50,000 profit
  • 200 submitted proposals from at least 100 unique presenters
  • 25% of presenters are first-time presenters

Additional goals

  • Increase the technical offerings at the conference.
  • Support presenters from the proposal through presentation phases.
  • Standardize community group discussions.
  • Support sponsors on how to get the most of this new conference format.
  • Increase institutional memberships signups through cross-selling at registration.
  • Support HighEdWeb community at a time when funds and morale may be at a low point.

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.