Volunteer for the Hospitality Sub-Committee

added on: August 26, 2019

If you have been interested in serving on the Conference Committee, but don’t have time for the year-round commitment it requires, the Hospitality Sub-Committee is a great way to get involved!

The Hospitality Sub-Committee members will be the face of the organization during the conference, handling many of the attendee- and speaker-facing details that make the conference run smoothly, while the Conference Committee handles venue- and sponsor-facing details behind the scenes.

If you think you might want to volunteer on this committee, read through the responsibilities and tentative meeting schedule to find the volunteer sign-up link at the bottom.

NEED: 8-12 people

RESPONSIBILITIES

Responsibilities and timing could include the following; subject to change. We’ll use a scheduling tool to sign up for shifts for these tasks.

All Available

  • Pre-conference: Help stuff goodie bags, alphabetize name badges, ribbons, etc.
  • Post-conference: Help with packing/shipping on Wednesday afternoon

Conference HQ Hospitality

  • Welcome and check in registered attendees
  • Welcome and register un-registered attendees
  • Print on-demand name tags
  • Answer questions PRN: rooming issues, special sessions, membership questions, Monday night event, sponsor questions
  • Lay out PACE forms, then file once each sheet is full

F&B Hospitality

  • Monitor banquet set ups against BEOs and communicate issues to Venue Chair/Conference Chair/Executive Director ASAP
  • Watch F&B quantities against those still needing to get served and communicate to Venue Chair/Conference Chair/Executive Director ASAP
  • Monday night event counts???

Photographer Hospitality

  • Talk to attendees and solicit interviews and group pictures
  • Hand out drink tickets/other incentive goodies
  • Prepare snack/food plate, get drinks while food is out for photog while they’re taking pictures
  • Help ensure important pics are taken, like group photo

Speaker Hospitality

  • Welcome speakers upon arrival
  • Give thank you gift and name tag
  • Introduce to Speaker Chair/Conference Chair/Executive Director
  • Escort to green room, session room, and meals
  • Confirm set up time or tech rehearsal time and schedule with appropriate person in Slack
  • Ring chime at end of breaks
  • PRN: Man laptop; switch between speaker slide deck and SOMSA break slide deck; help speaker put on lavalier mic; bring toss mic to/from office/session room every day and keep it charged; runner: bring awards, books, hand outs, etc. to session room as needed.

Special Event Hospitality

  • Sunday night, new member mixer, Monday night
  • Check-in
  • Direct people to correct location
  • Monday night event?? (with F&B Hospitality person)

TENTATIVE CONFERENCE CALL SCHEDULE

    • Thursdays or Fridays, time TBD
    • December: orientation meeting
      • Introduce Conference Committee
      • Introduce Hospitality Committee
      • Review responsibilities lists
    • January: (1 meeting)
      • Conf Com update
      • Internal agenda run-through
      • Review Venue Map
      • Share sign-up link
    • February: (1 meeting)
      • Conf Com update
      • Internal agenda run-through
      • Review sign ups
      • Internal agenda updates
    • March: (2 meetings)
      • First
        • Conf Com update
        • Internal agenda run-through
      • Second
        • Conf Com update
        • Internal agenda run-through
    • April (1 call, 1 meeting on-site)
      • April #1: Pre-conference meeting
        • Finalize and review sign ups
        • Detailed task review/last minute notes/updates
      • April #2: on-site volunteer orientation, tentative Sunday 4/19 @ 4:00 PM
        • Meet board and Conf Com in person
        • Site tour
        • Breakouts with Chairs for individualized, on-site training

Ready to Volunteer?

If you’d like to volunteer, click here to volunteer and let us know how you’d like to be involved!

Posted In: committees