Forming your Team

As soon as your title as conference host has been confirmed:

  1. Assemble your core team (Chair, Treasurer, Fundraising Coordinator, Webmaster, and Food and Venue Coordinator). A conference organizing team should have a minimum of three to five members.
  2. Be sure to share the work! The list of volunteers provided below acts as a guide to help balance the work load. You can also click here to access a PDF containing all planning team duties and skills.
Click here for detailed descriptions of each role

Conference-in-a-Box is organized according to individual volunteer roles. We suggest the positions below to distribute the workload; however, one person may hold multiple positions due to overlap in the planning process.

Suggested roles are listed below. Click on each one to go directly to that position’s timeline, or scroll further down this page for details.

Long-Term Volunteers

Conference Chair

The conference chair oversees the main aspects of the conference

Timeline

Webmaster

Responsible for maintaining the conference website and associated online presence

Timeline

Public Relations

Creates programs, communicates with attendees, and supervises

Timeline

Secretary

Organize meetings and responsible for minutes

Treasurer

Managing all financial aspects of the conference 

Timeline

Fundraising Coordinator

Overseeing the fundraising aspects of the conference

Timeline

Food and Venue Coordinator 

Responsible for organizing accomodations for attendees

Timeline

Guest speaker coordinator 

Recruiting guest speakers and being the main point of contact 

Timeline

Judging and awards coordinator

Responsible for recruiting judges and overseeing the award process 

Timeline

Short-Term Volunteers

Optional Volunteers

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