Annual Conference Committee

Committees run concurrently with EACE's fiscal year, July 1 - June 30.

Committee Purpose/Mission:

Develops, organizes, and coordinates the Annual Conference. Within the conference committee there are several sub-committees that manage functional areas of the conference:

Conference Experience (entertainment, newcomers, hospitality)
Exhibitors & Sponsors
Keynotes (opening & closing speakers)
Programming (break-out & speed sessions, SHRM credits)
Publicity

For more details on the responsibilities of these sub-committees, see Requirements of Committee section below.

Committee Leadership Roster:

Board Liaison
President-Elect
Annual Conference Committee Co-Chairs
Mia Wittels Haverford College	Shannon Zelek Merrimack College
Sub-Committees
Conference Experience
Co-Chair: TBA	Co-Chair: TBA
Exhibitors & Sponsors
Co-Chair: Jocelyn Coalter, St. John's University	Co-Chair: TBA
Keynotes
Co-Chair: Jill Milon, Haverford College	Co-Chair: TBA
Programming
Co-Chair: Mallory Powell, Vector Marketing	Co-Chair: Tracey Hanton, Purdue Fort Wayne
Co-Chair: Tibisay Hernandez, NYS Department of Civil Services
Publicity
Co-Chair: Sonya Lawyer, Stevenson University	Co-Chair: Ana Lobaton, George Mason University

Requirements of the Annual Conference Co-Chairs and Sub-Committees:

Co-Chairs

Organize, facilitate monthly leadership meetings (includes board liaison, sub-committee chairs and HQ).
Responsible for distributing calendar invites, meeting agendas, minutes/meeting notes and keeping record of attendance
Oversee and lead assigned sub-committees
Responsible for taking (or assigning secretary) minutes/ meeting notes and distributing to the committee in a timely fashion.
Develop and work toward goals and responsible for uploading quarterly reports to the board as outlined in the reporting section below.
Review web-pages related to your committee’s activities and work with HQ to make sure they are accurate throughout the year.
Responsible for ensuring all conference-related dates and deadlines are added to the EACE Master Calendar

Conference Experience Sub-Committee

1 Entertainment Night – Decide theme, make arrangements with vendors, including (if applicable) DJ, photo booths, banquet orders, etc. within allocated budget. Coordinate with HQ on all contracts and payments
1 Newcomers Experience – Arrange the Annual Newcomers Networking Event which takes place prior to the conference
1 Morning Energizer (if applicable) – Arrange the activity (morning walk, yoga etc.) on day two of conference
Additional events/initiatives must be approved by board liaison

Exhibitors & Sponsors Sub-Committee

Works with HQ to determine sponsorship opportunities
Develops and conducts outreach campaigns to potential exhibitors and sponsors
Assists in development of exhibitor-specific events at the conference such as Showcase event, Exhibitor Passport etc.
Assists HQ on-site with exhibitor check-in
Liaisons with other committees to assist in soliciting sponsorships outside of the conference
Additional events/initiatives must be approved by board liaison

Keynotes Sub-Committee

Finds viable conference opening and closing keynote speakers under direction of the board liaison/co-chairs
Initiates speaker terms within budget and works with HQ on contracts and payments.
Assists on-site to greet keynotes
Additional events/initiatives must be approved by board liaison

Programming

Responsible for all break-out and speed sessions
Works with HQ to open call for proposals form. Monitors submissions and, if applicable, works with PR to solicit topics of need to ensure a variety of programming is received by the deadline.
Evaluates and selects programming. Works with HQ to collect presenter confirmations and notify those not selected.
Updates App Sheet template (spreadsheet used for mobile app upload) and arranges sessions into scheduled break-out slots ensuring at least one employer session per slot.
Creates Session Manager schedule and works with Exhibitors & Sponsors to assign sponsor introductions to break-out sessions.
Works with HQ to purchase presenter gifts. Responsible for gift assembly on-site, if applicable. Creates volunteer schedule for the oversight of the on-site presenter gift collection table.
Additional events/initiatives must be approved by board liaison

Publicity

The PR & Marketing Committee works to publicize the Annual Conference throughout the year. This includes developing marketing campaigns, managing social media and increasing awareness with a special focus on employer outreach and engagement.
Two liaisons from the committee also serve on the Annual Conference Committee in order to maintain collaboration throughout the year.
Additional events/initiatives must be approved by board liaison