The Conference Chair works closely with the Program Quality Director and District leadership to plan and execute the assigned District conference. The Chair leads the conference planning team, coordinates committee responsibilities, and keeps the event moving from initial planning through post-conference evaluation.
Key Responsibilities
- Develop and maintain the overall conference plan, timeline, and planning calendar.
- Recruit, organize, and lead conference committee chairs and volunteers.
- Schedule and facilitate conference planning meetings.
- Work with District leadership on the conference theme, program, and overall attendee experience.
- Coordinate educational sessions, keynote presentations, entertainment, networking, and special activities as assigned.
- Coordinate with the Speech Contest Chair when District contests are included in the conference.
- Work closely with the Registration Chair on registration, deadlines, attendee communication, and event-day check-in.
- Coordinate venue logistics, room setup, audiovisual needs, technology, and hybrid components when applicable.
- Work with the Finance Manager and Program Quality Director to monitor the approved conference budget and expenses.
- Coordinate food and beverage requirements with the venue and planning team.
- Work with Public Relations and communications volunteers to promote the conference.
- Coordinate sponsors, exhibitors, vendors, program materials, signage, and recognition activities as assigned.
- Develop an event-day staffing and volunteer plan.
- Ensure presenters, volunteers, and committee chairs understand their responsibilities and schedules.
- Oversee conference setup, execution, and breakdown.
- Lead a post-conference evaluation and document recommendations for future District events.
Ideal Candidate
A strong project leader who can manage multiple moving parts, communicate clearly, delegate effectively, solve problems, and create a positive team environment.
Reports To: Program Quality Director