Role Descriptions
Table of Contents
Conference Chair
Tasks, Skills, and Attributes
- Oversee smooth execution of the entire conference
- Recruit and assembles the conference planning committee
- Primary point of contact with the Science Atlantic Staff
- Responsible for final conference report
- Ability to work with numerous people on various aspects of the website
- Website development and HTML knowledge an assetc
- Graphic design skills an asset
Helpful Resources
Webmaster
Tasks, Skills, and Attributes
- Manage the conference website
- Export reports (registrant list, abstract download, etc.) for use by team members
- May also do graphic design (or select a graphic designer)
- Manage conference Facebook page (in coordination with the Chief of Public Relations) (optional)
- Website development and HTML knowledge an assetc
- Graphic design skills an asset
Helpful Resources
Public Relations
Tasks, Skills, and Attributes
- Communicate with potential attendees
- Coordinate online registration with Webmaster
- Organize on-site registration
- Write news releases
- Create printed program of schedule and activities
- Supervise volunteer photographers
- Able to communicate clearly with registration team
Helpful Resources
Secretary
Tasks, Skills, and Attributes
- Take committee meeting minutes
- Schedule, coordinate committee meetings
- Able to produce and distribute minutes and action lists in a timely manner
Helpful Resources
Treasurer
Tasks, Skills, and Attributes
- Manage all financial aspects of the conference, including making deposits and paying bills
- Create and monitor the conference budget
- Determine registration fees based upon value of costs (provided by Food and Venue Coordinator) and sponsorship income (provided by Fundraising Coordinator)
- Complete and submit the final financial report
- Able to work in close contact with financial services and/or Dean’s Office
- Available the year leading up to the event and 2-3 months following the event for reconciling financial information for the final financial report
Helpful Resources
Fundraising Coordinator
Tasks, Skills, and Attributes
- Create a sponsorship options package
- Liaise with potential sponsors, secure sponsorship(s), thank sponsor(s) post-conference
- Collect sponsor logos and materials for website and promotions
- Work with Treasurer to provide sponsor contact information for invoicing
- Record contacted sponsors (positive and declined) to provide to future organizers
Helpful Resources
Food and Venue Coordinator
Tasks, Skills, and Attributes
- Negotiate and book hotel room block and meeting rooms
- Create floor plans/room assignments for meetings
- Negotiate and book catering
- Arrange entertainment (optional)
- Sign contracts for services
- Oversee poster presentation setup and teardown
- Secure A/V support
- Available to visit potential venues ahead of time (i.e. lives close to conference location)
- Available during conference for setup/teardown
Helpful Resources
Guest Speaker Coordinator
Tasks, Skills, and Attributes
- Identify and confirm keynote speaker(s)
- Obtain abstracts and photos from speakers for the event website and conference program
- Acts as a point of contact for guest speakers
- Obtain & distribute thank you gifts for guest speakers
- Available during the event to host guest speakers
Helpful Resources
Judging and Awards Coordinator
Tasks, Skills, and Attributes
- Review conference awards and criteria prior to the event
- Solicit judges
- Chair the judging committee
- Provide the judging rubric
- Ensure award winner information, including photos of award winners, is provided to Science Atlantic promptly following the event
- Provide students receive individual feedback (optional)
- Typically a faculty member