Roles are recruited on an on-going basis as needed from the Local Host Group of the National Conference Committee
Recruit members from the Local Group for the remainder of the roles
Oversee the Program Committee
Reg packet collection (local maps, schedule, facility rules, AVPUSA Annual meeting materials etc)-We collected the info and emailed it to the onsite registration committee 2 weeks before the conference, who printed, collated and assembled it in the packets before they arrived.
Develop Confirmation letter and materials to accompany– January 30 (See Samples)
Work with AVP USA website coordinator to put registration information up on AVPUSA website. Create a separate website so it is easier to make changes and link to the AVP USA site to handle credit card payments and link through to your site
Function as liaison with the AVPUSA Conference Committee
Includes members of the local host group and the national committee.
Responsible for recommendation of the Theme to the National Committee (August, if possible)
Responsible for the recommendation of speakers/plenaries
Responsible for the Breakout Sessions
Responsible for the schedule, program packet, logistics packet
Write and distribute Call for Facilitators of Workshops – As early as possible, no later than November
Distribute Call for Facilitators of Workshops to AVP-L and CLRG- November, January, February, March
Utilize Canva and MailChimp accounts
Select and arrange keynote speaker and work out speaker’s transportation/housing, contract (coordinate with Treasurer and Conference Chair)
Send out confirmations to facilitators
Edit summary of workshops from proposals (send to website/include in program)- April
Develop conference program and agenda for Reg Packets
Edit Evaluation form for the Gathering
AV coordination (Videos, overhead projectors, flip charts, paper, pens and etc. arranged/purchased prior) - on site
Send thank you letters with evaluation comments as available- after conference.
Collates all the information for the gathering onto the official AVP-USA website in preparation for registration
Create cute graphics using canva.org.
Receive all registrations from RegFox and organize for reports to the National Conference Committee
Email or mail confirmation materials (See samples)
Develop or arrange for development of a list of attendees, check during conf. and print on last day
Provide data for Nametags to the person creating them
Provide lists of special accommodations such as diets, linens, T-shirt reservations, advance one-day workshops to on-site coordinator (see On-site Operations wiki page)
Create copy and photos for Winter Transformer.
Send out emails to AVP-L and to AVPUSA list.
Write articles and ads for Transformer, CLARG email and for local email lists of facilitators and Meetings
Reach out to Local Groups of information from inside facilitators to present at the gathering.
Organize the AVP Talent Show and recruit talent!
Organize a raffle, fun games, cute activities!
This is the FUN committee
Assign registrants to rooms by university deadline; names, roommates, specific requests received from Registrar
Work with facility in solving problems with rooms
Make sure that the beds are lowered on - site
Coordinate check-in between college staff and AVP volunteers.
Research all Area ground transportation possibilities from airports to site, prep information for confirmations – Jan. 15
Coordinate rides for those who cannot take public transportation
Coordinate transportation on-site for departures and arrivals
Develop and coordinate ride sharing plan for area attendees and those flying into airports
Recruit and schedule airport greeters if needed
Assemble packets prior to arrival of attendees- can be done by a local council
Nametags produced from Registration list prior to arrival of attendees
Handle Registration – on site
Final report to Committee on numbers at end of conference
Organize people to arrive early to set up registration, bookstore, tables for handouts//for volunteer-staff meetings, etc
Recruit people for welcoming: Help people find places and get oriented to site.
Assist Distribution Center coordinator with setting up Bookstore.
Write up and post, large easy-to-read daily schedules
Coordinate signage of workshops, site locations, directions to parking etc. Plan this prior to conference with a visit to site.
Coordinate a Wall of Ideas where we put newsprint on wall in central place and people share ideas throughout the conference Also a section for Rides.
Set up table for handout materials and keep tidy during conference
Develop a message board for phone calls and for conference attendees to contact each other
Research and determine price for Conference T-shirts for Registration materials (Be sure to list sizes on Reg form) – December
T-shirt design
Order based on number purchased on registration form and deliver at conference registration.
Combination of Conference Chair and Local Group members.
Utilize templates to assign scholarships
25% of all scholarship monies is reserved for persons who identify as formerly incarcerated.
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