Annual Conference Committee

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

Committee Purpose/Mission:

2023 Annual Committee: June 26-28 | Baltimore Waterfront Marriott, Baltimore, MD
Committee Leadership Roster:

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.