APAC Conference: Executive Director

The Executive Director provides leadership, guidance, oversight and historical perspective to ensure planning runs smoothly and that the event successfully meets the organization’s goals.  The Executive Director is a member of the conference committee and leadership team, and should be included in all committee chair/leadership calls and communications, as well as informed of items that will be brought to the board. The Executive Director also serves as liaison among all CSEA committees, assisting with opportunities for cross-committee communication and collaboration when needed.

Overall Committee 
  • Revise conference SOP's, timeline and other committee resources on an annual basis. Train committee members on SOP's and introduce committee tools at the beginning of the planning period, providing reminders as needed throughout the planning process. Answer questions from committee members about the SOP's and other tools.
  • Manage overall conference timeline, making adjustments as needed. Follow up with individual committee members to ensure tasks are being accomplished and provide support as needed.
  • Host regular conference calls with the committee to discuss progress and make decisions.
  • Review and approve overall conference schedule.
  • Work with the Board Liaison to ensure the Conference Policies are followed.
  • Review, approve and sign all conference contracts.
  • Coordinate committee thank you and recognition during the event.
  • Coordinate volunteer involvement the day of the event, including room hosts and other responsibilities. Send Committee Chairs on-site instructions, including registration instructions.
  • Create PowerPoint presentation that runs throughout the conference and provides recognition of sponsors, exhibitors, all CSEA volunteers, etc.
  • Prepare handout for business meeting for the President.
  • Prepare and distribute post-event evaluation.
  • Lead a de-brief call with the committees after the event to discuss the process and make recommendations for future events.
  • Maintain the conference roster. 
  • Create WhatsApp group for conference committee communications (in advance and on-site).
  • Distribute overall Call for Volunteers for on-site assistance. 

Marketing
  • Oversee the creation of the conference theme.
  • Manage the relationship with the CSEA Graphic Designer to design the conference logo and and other collateral, with assistance from the committee.
  • Oversee overall conference web site and marketing presence. 
  • Work with committee to distribute conference promotional communications.
  • Distribute email communications to members and non-members.
  • Work with organizational partners to increase marketing opportunities to non-members.
  • Work with the committee to develop and implement a social media promotions plan. Disseminates conference information through CSEA social media accounts. 
Programs
  • Assist with the development of topics and speakers. 
  • Distribute Call for Programs to membership, if needed.
  • Manage conference program schedule.
  • Approve speakers.
  • Review A/V requests and communicate them to the hotel.
  • Coordinate the Standards session at the conference - work with the Standards Committee on timing, format, etc.
  • Coordinate the New Member Orientation at the conference - work with the Member Onboarding Committee on timing, format, etc.
  • Purchase speaker gifts.

Sponsors & Exhibitors
  • Capture initial feedback from high-level sponsors and exhibitors to assist with the development of the S&E menu.
  • Work with Board Liaisons to develop Sponsor and Exhibitor Menu before it goes to the board for approval.
  • Distribute initial Call for Sponsors and Exhibitors for all CSEA Conferences.
  • Make revisions to Sponsor and Exhibitor contract as needed.
  • Arrange for sponsor thank you notes and gifts, if used.
  • Approve special requests made, including changes to Sponsor and Exhibitor Menu or individual requests made by sponsors or exhibitors.
  • Provide historical information and input into vendor expectations.
  • Help ensure sponsors receive everything promised to them in the Sponsorship Menu.
  • Distribute social media callouts for sponsors.
  • Help ensure sponsors receive everything promised to them in the Sponsorship Menu.
  • Send Sponsor and Exhibitor preview email to conference attendees.
  • Send targeted emails to conference participants (if included in sponsor packages).

Local Arrangements
  • Sign hotel contract and confirm final details.
  • Approve gala venue selection and food and beverage menu.
  • Work with the gala venue to develop contract and assist with logistics.
  • Approve hotel food and beverage menu selection and A/V order.
  • Work with local members to secure a local printer and set up a timeline for the printed program production
  • Work with MCI event planning firm to ensure deadlines are met and obligations are upheld with regards to the hotel contract.
  • Approve any changes to the hotel contract, or any items that require a financial commitment.
  • Manage hotel room night process, providing reminders as needed to those who have not booked a hotel room.
  • Review hotel banquet event order (BEO) and A/V order for accuracy prior to the conference, and sign indicating approval.
  • Purchase speaker gifts, as selected by the Local Arrangements Committee and outlined in Conference Policies.
  • Send an email to those with dietary restrictions, letting them know the hotel and gala food situation.

Financial
  • Review draft budget before sending to the board for approval.
  • Approve and track all conference expenses.
  • Prepare a final financial document with revenue and expense figures after the event concludes.

Registration
  • Work with the committee and Executive Assistant to facilitate the creation and review of the conference registration web site
  • Send last minute reminder email to conference attendees
  • Put together registration instructions/checklist for committee to use on-site
  • Send Local Arrangements committee final registration list for nametags
  • Distribute post-event evaluation to conference attendees