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: Shannon Zelek Co-Chair: Amy Drakesmith
Exhibitors & Sponsors
Co-Chair: Jocelyn Coalter, St. John's University  
Keynotes
Co-Chair: Jill Milon, Haverford College  
Programming
Co-Chair: Mallory Powell, Vector Marketing Co-Chair: Tracey Hanton, Purdue Fort Wayne
Co-Chair: Tibisay Hernandez, NYS Department of Civil Services
Conference PR & Marketing
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

Click here to view complete committee charter, including timeline and resources.

Must be logged-in and a member of EACE Leadership or Annual Conference Committee to access.