Asian Conference: Co-Chairs
With guidance and direction from the Executive Director and Board Liaison, the conference co-chairs lead the conference subcommittees in the execution of the annual Asian Conference.
Skills sets: Ideally, conference co-chairs will be individuals with strong leadership capabilities who have served on the Asian Conference committee and attended the conference in the past. Other desired skills sets include: comfortable with collaborative decision-making, direction and input from the Executive Director and Board, a firm understanding and demonstration of the organization’s mission, vision and values, a commitment to the success of the organization and the conference, ability to think and act strategically, experience leading and motivating volunteer teams, organizational skills, attention to detail, flexibility, creativity.
- With guidance and direction from the Executive Director and Board Liaison, select conference subcommittee leadership and provide input into subcommittee volunteers.
- Send initial email to interested volunteers to confirm committee selections.
- Review evaluations from previous years' conference to identify key topics and new ideas.
- Host regular planning meetings with subcommittee chairs to provide updates on progress and answer questions. Ensure that an agenda is distributed prior to meetings, and that minutes are taken during meetings and distributed in a timely manner.
- Keep track of committee roster throughout the conference planning, including updating the roster as volunteers and contact information changes.
- Add travel details and on-site contact information to committee roster.
- Provide support for and maintain regular communication with conference subcommittee chairs. Coordinate and lead regular conference calls with subcommittee chairs.
- Develop conference theme (along with subcommittee chairs). Send to Board Liaison to receive board feedback.
- Ensure subcommittee chairs are fulfilling responsibilities as outlined in the Conference SOP's.
- With assistance from the Executive Director, manage the overall conference timeline and make sure projects are managed on schedule. The overall schedule, and any changes made, require approval from the ED.
- Along with the Board Liaison and Executive Director, set measurable goals for the conference planning, such as the number of programs, number of employer and school attendees and financial goals.
- Work with the Executive Director and Board Liaison to create the overall conference schedule, Note: the schedule is approved by the ED before finalizing). The conference begins with the Opening Reception. No pre-conference workshops or formal programming occurs. All of the programming takes place on the full days of the conference.
- Along with the Board Liaison and Executive Director, ensure Conference Policies are followed.
- Provide input into the conference budget, before it's approved by the board. Work closely with the Executive Director and Board Liaison to ensure the budget is adhered to and expense targets are not exceeded. Communicate all conference expenditures to the Executive Director for approval (before contracts or agreements are confirmed with speakers, venues, etc.). The committee has some flexibility to work within the approved budget, provided approval is received from the Executive Director (and Board Liaison, if needed).
- Keep track of conference expenses and communicate any issues with ED
- Review content in printed program for accuracy.
- Create a Whatsapp group for committee communication on-site. Include Executive Director.
- Create master list of items being shipped to the hotel and tracking numbers to prepare for registration (to include: sponsor giveaways if applicable, local information if applicable, recognition ribbons, conference bags, printed programs).
- Create on-site minute by minute schedule of announcements and volunteer assignments. The information should be added to the master schedule (in Smartsheet). One document should be kept updated with all conference information. Changed will be made until the last day before the conference. The schedule should not be printed for on-site use until the final copy is approved by the ED.
- Manage conference on-site speaking schedule and announcements, including which members of the board and conference committee will address the full audience and when. Note: The President or his/her representative should open the conference at the first session. A schedule of announcements should be distributed to all conference subcommittee leaders in advance of the conference. A master copy should be printed and kept on the podium for reference, with on-site edits written on the master copy to ensure that all announcements are made.
- Manage on-site volunteers, including registration.
- Ensure conference stays on time.
- If needed, assist a representative from the board (Board Liaison, President, Executive Director) with making decisions regarding conference expenses, including any changes to the food and beverage menu and additional A/V requests. Note: The Executive Director should be contacted regarding any decisions that require a financial obligation, unless a decision is needed immediately.
- Initiate chimes to serve as a warning five minutes before each session (note: the hotel will sometimes do this on our behalf).
- Provide feedback into conference evaluation.