EMEA Conference: Executive Director
The Executive Director provides leadership, guidance, oversight and historical perspective to ensure conference planning runs smoothly and that the committee has the resources and tools needed to execute a successful event. He/she provides critical input into and approval of decisions and answers questions about processes, providing a strategic point of view based on prior years’ experience.
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 MBA CSEA committees, assisting with opportunities for cross-committee communication and collaboration when needed.
- 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 year, providing reminders as needed throughout the planning process. Answer questions from committee members about the SOP's and other tools.
- Approve committee volunteers.
- Work with conference committee chairs to ensure committees are utilized and a manageable workload is maintained, providing reminders and assistance as needed.
- Work with conference committee chairs to manage overall conference timeline, providing reminders and assistance as needed.
- Create overall conference schedule.
- Work with the Board Liaison and Conference Committee Chairs to ensure the Conference Policies are followed.
- Review, approve and sign all conference contracts.
- Coordinate committee thank you event at hotel.
- Create PowerPoint presentation that runs throughout the conference and provides recognition of sponsors, exhibitors, all MBA CSEA volunteers, etc.
- Create slides (if used) and handout for business updates/lunch
- Approve gala venue selection and food and beverage menu.
- Coordinate hotel food and beverage menu selection and A/V order.
- Work with the Event Assistant to ensure deadlines are met and obligations are maintained 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.
- Send an email to those with dietary restrictions, letting them know the hotel and gala food situation.
- Coordinate the development of the overall conference theme with the full conference committee at the beginning of the planning process.
- Manage the relationship with the MBA CSEA Graphic Designer to design the conference web/email banner and printed program. Manage the design and editing process for the conference program with input and assistance from the Marketing Committee as needed.
- Oversee overall conference web site and marketing presence. Work with marketing committee to distribute communications in alignment with the organizational communications plan. Assist marketing committee with ensuring organizational brand is carried through in all conference collateral.
- Distribute conference email communications to members, prospective members and conference attendees using organizational communication tool.
- Work with the committee to develop and implement a social media promotions plan. Disseminate conference information through MBA CSEA social media accounts.
- Coordinate conference photographer, including vendor selection and on-site logistics. Send photographer a schedule of responsibilities, including dates, times and specific rooms, as well as sample pictures from past events. Request that he/she be stealth with picture during sessions, ensure that flashes are not used as it disturbs speakers. Request that no wide angle lenses be used for group pictures. Request a one week turnaround time for electronic photo delivery.
- Approve conference signage.
- Review and approve A/V requests before they are submitted to the hotel.
- Work with the Standards Committee and Standards Consultant to determine the best timing and structure of the Standards Training.
- Work with the Board Liaison to ensure conference programming meets the strategic goals of the organization. Provide input and advice into speaker and topic selections.
- Review and approve keynote and plenary speaker list, along with the Board Liaison. If needed, solicit additional feedback from any audiences that might be missing from the Programs Committee (employers, for example).
- Distribute Call for Programs for breakout sessions, if used.
- Approve special requests for programming as per the Conference Policies.
- Purchase speaker gifts, as outlined in Conference Policies
Sponsors & Exhibitors
- Provide input into Sponsor and Exhibitor Menu before it goes to the board for approval.
- Distribute initial Call for Sponsors and Exhibitors for all MBA CSEA Conferences.
- Create the Sponsor & Exhibitor contract, using last year's contract as a model.
- Arrange for sponsor thank you notes and gifts.
- Approve special requests, 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.
- Send Sponsor and Exhibitor preview email to conference attendees.
- Send standalone targeted emails for sponsors.
- Create draft Exhibit Hall layout for committee review. Work with the hotel to obtain a layout of the space, and assign booths according to the S&E prospectus.
- Do twitter and Linkedin callouts for sponsors.
- Review draft budget before sending to the board for approval.
- Make sure deposits are paid to the hotel as needed.
- Approve expenses and send invoices to Bookkeeper for payment.
- Prepare a final financial document with revenue and expense figures after the event concludes.
- Create FAQ and registration process document to assist with on-site registration management.
- Print out items needed on-site: registration lists, exhibit hall layout, sponsor names for gifts, signage list.
- Meet with hotel staff in advance of conference to go over all event needs and contractual obligations.
- Approve items involving budget, such as food and beverage menu or A/V requests.
- Make decisions regarding issues that come up or last minute requests.
- Prepare and distribute conference evaluation. Provide evaluation results to committee in advance of debrief.
- Lead conference de-brief with subcommittee leaders to discuss feedback and provide recommendations for next year’s committee.