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 sign up via the emailed sign-up link. Also be sure to complete the polo shirt order form. These shirts are sponsored and are free to you, but we do need to know what size you requre.
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???
Sponsor Hospitality
- Sunday during setup show sponsors to their designated booth check to make sure they have everything they need, packages here, electrical if they need it, elevator pitch time, platinum sponsor speech time, etc
- Provide each sponsor booth with the conference packet and discuss where to find the agenda, when to be there Monday and Tuesday mornings, where Monday night and Sunday night events are, that Monday night event is a separate ticket purchase/that not all sponsors will attend this event
- Monday stop by each booth in the morning and afternoon to check in see if they need anything. Remind platinum sponsor their time to speak today. Stop by booths that are attending Monday night dinner and remind them of the time and location
- Help line up sponsors for elevator pitch up by sponsorship level and remind them it is 1 minute
- Tuesday stop by each booth in the morning to check to see if they need anything, remind them of the bingo give away time also the platinum sponsors speech time today, in the afternoon help make sure they tear down okay
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.