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Annual Professional Conference

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WithIt Annual Professional Conference for the Home and Furnishings Industries

 

2019 Professional Conference

June 24-26, 2019

The Westin • Alexandria, Virginia

WithIt Conference Committees Duties

 

General Info for conference volunteers:

We are grateful to have your participation on the conference team. All committee members are invited to join the speaker dinner on Monday evening.

Sign up to join the conference committee on this google doc.

 

Chairman/Co-Chair

  • Oversees the conference planning with the VP of Education on BOD
  • Sets the theme of the conference
  • Works with Managing Director to stay on budget
  • Conducts meetings with all committee leaders to ensure progress
  • Works with committees to provide guidance and direction.

 

Time: Weekly 1 hour conference calls, plus 1-2 committee calls. Highly engaged during the conference to ensure introductions and schedule. Should arrive on Sunday to finalize conference details.

 

Program committee

  • Sets the agenda and schedule for conference
  • Evaluate topic ideas to ensure balance between attendee constituencies (manufacturer, designer/entrepreneur, supplier, new-to-industry/student)
  • Researches and vets recommended speakers
  • Creates speaker introductions

 

Time: Weekly 1 hour conference calls until all pieces of the program are in place. Homework between calls researching and vetting speakers. Possibly making calls to speakers to negotiate rates and terms.

 

Communications Committee

  • Comprises the functions of marketing, social media and attendance
  • Create a marketing plan for printed brochure, press releases, eblasts and social media posts. Can include writing press releases, headlines and themes for eblasts and social media posts.
  • Create an attendance plan to boost attendance.
  • Lead a committee of members to email contacts to educate about and invite to conference.
  • Create a social media plan and write posts. Work with WithIt office to post via Hootsuite.

 

Time: Weekly 30-minute to 1 hour conference calls until all pieces of the marketing are in place. Outside writing time to support marketing / public relations and social media.

 

Logistics Committee

  • Work with WithIt Development Director to solicit swag for conference.
  • Coordinate shipping
  • Work with staff to determine signage/transportation needs and volunteers
  • Organizes needed volunteers to stuff swag bags and conference materials
  • Organizes first night Dutch dinners

Time: Calls/ emails to organize swag donations. Email time with shipping information, and emailing to volunteers to solicit leaders for Dutch dinners. Will need to arrive on Sunday so that swag and materials can be stuffed prior to the conference.

 

Audio Visual Committee

  • Work with AV staff to assist conference speakers with AV needs during the conference
  • Transfer powerpoints to designated laptop
  • Ensure AV staff has appropriate set up in break out rooms.

 

Time: Meeting and training with hotel AV staff. Working during breaks at the conference.

 

Hospitality Committee

  • Create warm welcome and ensure attendees network
  • Operates the registration desk or solicits and trains volunteers for check in
  • Organizes ice-breakers during lunch and membership meeting.

               Time: Organization calls and emails to set up timing for shifts on registration desk and brainstorm icebreakers. Committee will need to arrive Sunday night or early afternoon on Monday to assist with check in.

 

Second Night Reception Committee

  • Works with conference chair on program for second night dinner
  • Works to promote themed after-party
  • Plans backdrop for step and repeat banner
  • Plans any activity after dinner
  • Assist with clean up

 

Time: Several organization conference calls, homework developing theme and sourcing props. Work during networking cocktail hour and after dinner to execute.

             

WithIt Administration

  • Sponsorship – Development Director
  • Execute all eblasts
  • Marketing brochures
  • Website
  • Registration
  • Budgeting/Accounting
  • Signage/Banners
  • Printed agenda/attendee list

  Sign up to join the conference committee on this google doc.

 

 

 

 

 

 

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