Conference Planning Committee

The President/Chancellor of the host community college should serve as or appoint the chair of the overall conference planning committee. Each working committee should have an appointed chair who serves on the conference planning committee. It may be appropriate to combine one or more working committees and redistribute committee responsibilities accordingly.

Working Committees

President/Chancellor and Board Secretary
Responsibilities: Oversee all committees; appoint committee chairs; serve as the point person for all communication with IACCT, Department of Education and community college Trustees; secure hotel accommodations and meeting facilities; communicate and work with the IACCT office in inviting or securing any elected officials or dignitaries to the attend the conference.

Finance and Registration
Responsibilities: In conjunction with the President and Board Secretary oversee the budget and approve all event expenditures; develop registration materials and conference registration packets; manage reservations and list of attendees; communicate with participants and guests.

Program
Responsibilities: Based upon the theme develop the overall conference schedule; arrange for speakers and session presenters; manage all communication with and make hotel/travel arrangements for speakers and presenters; obtain biographies and photos from each speaker and presenter for the conference program book; prepare introductions for each speaker; draft necessary scripts for evening and awards programs; work in conjunction with the Logistics Committee to communicate room set-up needs to the facility manager.

Marketing and Public Relations
Responsibilities: Create conference theme and look; design conference logo; develop conference Web site and online reservation forms in conjunction with the Information and Technology Committee; photograph the event; develop and print all conference materials including postcard, program, registration materials, menu cards, signage, banners, promotional pieces, etc.

Information Technology
Responsibilities: Develop conference Web site and online reservation forms in conjunction with the Marketing and Public Relations committee; manage all audio visual needs for the conference; videotape all conference general and concurrent sessions; provide on-site technical assistance during the conference.

Logistics (Food, Beverage and Entertainment)
Responsibilities: Schedule and book entertainment for all evening functions; manage all meal and break arrangements; communicate needs to the Transportation Committee; order prizes, gifts and giveaways; manage décor and set-up of plenary session rooms and evening functions; work in conjunction with the Program Committee to communicate room set-up needs to facility manager.

Volunteers
Responsibilities: Coordinate faculty and staff volunteers to assist at the event and staff the information center; host dignitaries, special guests and speakers/presenters; order apparel for all committee and staff members.

Transportation
Responsibilities: In conjunction with the Logistics and Spouse, Golf and Tour Committees, schedule and arrange for all conference transportation and shuttles.

Sponsorship
Responsibilities: Identify, solicit and steward sponsors for the event to offset conference costs in conjunction with your Foundation or Advancement Office; obtain sponsor logos for publicity and conference materials; serve as the point of contact for all communication with sponsors and donors.

Spouse, Golf and Tours
Responsibilities: Arrange and manage all tours and activities for spouses and guests not participating in the conference; schedule and arrange all logistics for the golf tournament; prepare golf instructions and game opportunities; communicate needs to the Transportation Committee.