Key Committee Volunteers

Committee Chair

  • Work with Committee to determine slate of speakers and mange call for papers
  • Schedule conference calls throughout conference planning to ensure all coordinators are able to complete responsibilities
  • Work with VWEA Administrator to determine registration fee and set up reg on-line
  • Arrive at the conference early enough to oversee all setup activities and stay until the end to ensure all needs of attendees and hotel are met
  • Contact VWEA President if requesting to speak at the Conference

Local Arrangements Coordinator(LAC)

  • Works with the hotel on room setup
  • Selects menu options for any food needs
  • Provides hotel with food minimums by the required deadline
  • While at the event works with hotel staff to ensure facilities and food/beverage are provided as requested

Audio Visual Coordinator

  • Compile a list of A/V needs
  • Solicit pricing proposals from venue and other A/V providers(if desired)
  • Serve as onsite resource to address any questions or issues relating to A/V
  • Coordinate the use of a laptop for use during the sessions
  • Set up presentations on laptops for all sessions

Exhibits Coordinator

  • Determine Exhibit hall needs and setup (use hotel or outside company for setup)
  • Compose and send letter and information sheet for exhibitors that includes information on exhibit space, exhibit hall hours, setup and dismantle times, and other information important to successfully exhibiting at the event.
  • Monitor Exhibitor registration and reach out to other potential exhibitors if needed
  • Assign booths for exhibitors and notify them of booth location
  • Be at venue during exhibitor set up to address any questions/concerns

Speaker Coordinator

  • Confirm speakers attendance at the event
  • Send email to speakers prior to event providing details of event and bio sheet for them to complete and return
  • Compile and organize speaker bios and abstract information for submission to Cont. Ed. Committee
  • Works with Continuing Education Coordinator to ensure credits are submitted for reviews
  • Produce certificates to for speakers and thank you gift (if desired)
  • Coordinate with session moderators to ensure badge scanning is handled properly and that speaker bios are provided for introduction during session

Awards Coordinator – When applicable

  • Revise awards flyer for distribution
  • Notify Awardees that they have been selected and invite them to attend the conference at least 30 days before the conference
  • Produce certificates for awardees and place in frames
  • Provide list of awardees to Committee two weeks prior to the event
  • Prepare slide presentation of award winners
  • Prepare spreadsheet for awards presentation (including which industries are planning to be present)

Continuing Education Coordinator

  • Reserve scanners for use at the event
  • Complete the Cont. Ed. Committee request for reviewat least 60 days prior to the Conference
  • Follow-up with the Committee regarding approvals and denials
  • Submit sheet with final approvals so that scanners can be programmed for event
  • Receive scanners one week prior to event
  • Mail scanners back immediately following the event

Marketing Coordinator

  • Develop the brochure to be used in marketing the event
  • Submit to VWEA Administrator for website posting
  • Develop program to be handed out at registration for attendees
  • Write article for Conduit promoting the conference
  • Produce display boards with agenda for event
  • Submit language to be included in VWEA Monthly Electronic Newsletter for conference promotion

Volunteers at the Event

  • Moderators
  • Scanners
  • Registration Assistance – Helps with registration check-in
  • Photographer