HAVE REGULAR COMMITTEE MEETINGS
General Chair Job Description:
The success of a section meeting is considerably determined by the Local Committee Chair. The influence in selecting chairs, and then leading and directing them, is the mark of both professional and personal strengths.
The primary task is to assemble the Section Meeting Organizing Committee and to preside over all activities. Other requirements include keeping the committee working towards their goals and deadlines, and assuring that the local flavor of the area is represented in the meeting.
In addition, the Local Committee Chair inherits other tasks which, of course, may be delegated depending on the Chair's preferences and resources.
The General Chair Represents GSA. Responsible for overall operation of meeting including financial aspects.
- Engage players
- Committee members don’t need to be local to the meeting
- Make sure players are accountable and getting the job done
Among these tasks are:
- Pull together a motivated, outgoing committee. A team is needed that will keep deadlines, stay on task, and have an interest in the success of the meeting. Plan monthly meetings with the committee. Hold committee members accountable for responsibilities delegated to them.
- Create a budget for the meeting. One that contains all possible expenses along with all possible revenue, including sponsorship. It's critical that the budget be shared with Section Secretaries and GSA Meetings Department.
- Work with GSA on meeting space needs, along with any catering, A/V, decorator or any vendor needs.
- Create text for the first and second announcements. Create text for the program book.
- Organize monthly meetings in order to keep lines of communication open with your entire committee and with GSA. Stay fully involved in all aspects of the meeting.
- The Section Secretary is a great resource when you have questions or concerns. Also remember to communicate with previous year local committee chairs-there is no need to reinvent the wheel.
- Need to be engaged with the Set-up process and onsite by mid-morning, day of Welcoming Reception (or day before technical sessions begin). Need to be involved with all aspects of set-up from registration to technical session signage.
Field Trip Chair:
- Enthusiastic person who works well with the leaders and with GSA deadlines
- Assist with the field trip planning and is expected to be onsite for last minute questions and coordination
Job Description: This person oversees all aspects of field trips, from proposals to final invoices. They are the middleman between Field Trip Leaders and GSA. They arrange logistics, if needed, such as transportation, meals, hotel reservations. Is the liaison between GSA and field trip leaders if GSA is producing the guidebook. They work with GSA immediately following the registration deadline and determine if enough people have signed up for field trips. They they then make the hard decision of which trips are a go, and which trips are canceled. Day of trip, check-in participants, get waivers signed, and make sure all attendees have a name badge. After meeting, they make sure all invoices are accounted for.
Technical Program Chair
- Responsible for overseeing the organization of the technical program
- Needs to be a good communicator as well as detail-oriented person
- Also needs to be someone who can be firm
Job Description: This person oversees all aspects of the technical program. They will hep to promote the technical program by encouraging abstracts submissions, which can make or break a meeting. This person heavily works on the technical program a week prior and [up to] three weeks after abstracts deadline. Is responsible for scheduling the entire technical program. And also responsible for working with the session chairs to be sure the session chairs are organizing the abstracts within those sessions. GSA works closely with the Technical Program Chair throughout this process.
- Should be a good organizer and have an understanding of floor plans and booth expectations
- Works closely with QBS (if contracted with them) and the decorator
Job Description: Job description differs based on whether the section is using QBS or not.
IF NOT USING QBS: This person is responsible for coordinating the space for Exhibits. This includes obtaining a show decorator and working with the decorator to decide how big the booth spaces are, and how many to have. Need to order skirted tables, chairs, wastebaskets, pipe and drape, ID signs, and sometimes electricity and/or wireless. Need to work with facilities and decorators on timing for exhibitors setup/tear down. Also need to contact potential Exhibitors to exhibit during the meeting, in addition to making sure payment is collected. Need to work with decorator to prepare exhibitor service kit. Need to prepare an exhibitor contract. Need to prepare a badge request form and coordinate with Beth/William for badges.
IF USING QBS: This person is the middleman between facilities and QBS. This person will work with QBS and come up with the amount of space available, size of booths, and how many exhibitors can fit. This person can work with QBS on potential local exhibitors, and QBS will work on finding other exhibitors, as well. QBS will take care of collecting payment from all exhibitors. QBS will work with facilities and decorators to coordinate all the tasks mentioned above with Exhibits Chair approval of such items or input on such items.
Student Volunteer Chair:
- Should be a good organizer, and also someone with whom the students can relate in order to get them involved
Job Description: Works with committee and GSA to find out what student volunteer positions are needed during the meeting, and how many hours are going to be requested from them. This person will be the contact for all students both before and during the meeting. A special code is needed to be passed along to student volunteers in order to register for the meeting. Onsite, this person oversees all student volunteer jobs making sure all are covered.
- Should be a good communicator and an approachable person
- A likeable person
- A good position for someone who can keep their eyes on the financial piece of the meeting
Others as needed:
- Someone needs to be in charge of judging student posters - Coordinator
- Education programs - you may need a K–12 Chair
- Guest Activities program - you may need a Chair
- Perhaps a Marketing or Media Chair to help promote your meeting
- Maybe just someone who will keep others in line. Perhaps this can be the section secretary.
Be creative. If there’s job to do, use a volunteer.
Committees can be the “make it/or break it” piece of your meeting.