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California’s People and Places:Spring 2005 Conference Committee |
if you want to do this. First come, first served.
(jobs listed in alphabetical order)
Arrival/Welcome Wagon -
Eileen Jones and Sherry Stack
Consists of arriving at site by noon on Friday arrival date and welcoming
all arrivals, providing organized information (signs, charts, sign up sheets)
about
where early arrivals, volunteers and conference participants can go, do,
help. In charge of arrivals and helping with flow of registration from Friday
noon
until Saturday noon. General orientation of this person should be on welcoming
arrivals and will work together with information person, parking, volunteer
and conference coordinator to provide information and enthusiastic, positive
welcome
for incoming people.
Auctioneer - Hoppy Hopkins
Consists of being the auctioneer for the live auction benefiting the AEOE
Scholarship fund. Previews auction items and determines order of auction
items (with Donations
Coordinator), reviews prices and facts about each item. Auctions items off
in an entertaining, positive, high-spirited way. Provides audience with information
about how the auction benefits conference attendees and the history of the
scholarship
fund.
Cash Boxes - Zayanne Thompson
Consists of ultimately being responsible for all cash and the cash boxes
containing cash going in and out at the conference, for keeping organized
records and
for making sure that AEOE's and its members cash is handled correctly, responsibly
and immediately reported and handed over to AEOE's CFO.
Clean-up Crew (post-conference)
-
and Paul Grafton? (confirm with him)
Consists of coordinating clean up crew to clean up all aspects of the conference.
May include collecting signs, recycling, lost and found items, other items
and delivering them to the proper locations.
Closing Ceremony - David Berman
Consists of planning and delivering an inspirational and thematic closing
ceremony including all conference participants. Closing ceremony is pre-planned
and
must be planned in coordination with conference coordinator.
Conference Coordinator - Heather Butler
Aaron Rich
Consists of making sure conference runs successfully, organizing all aspects
of conference from booking the site, creating a conference budget, planning
entertainment, keynotes and activities, coordinating workshops, creating
a conference committee,
registration and oversight of all volunteers assisting in these individual
areas. Focuses on health and safety of all participants, communication of
information, flow and timing of the weekend, activity oversight, theme and
educational quality
of conference. Includes follow-up such as finalizing contracts, thanking
volunteers, keynotes, entertainers, workshop presenters, evaluating the conference
and
coordinating
all records (including workshops, entertainment, schedule, program, contract,
etc.) for giving to the next conference coordinator.
Conference Program
and Registration Packet - Heather Butler
Consists of working with conference coordinator to create a timeline and
plan to get information to include in newsletter registration packet and
conference
program. Also must coordinate with webmaster to post information in a timely
manner and newsletter people to send out information in newsletter. Creates
registration packet and conference program on the computer including events,
workshops, schedule,
map, etc., sends it to conference coordinator for review and edits. Gets
final copy of program printed and brings to conference site to hand out to
participants.
COSA
Liaison - _____________________________
Consists of working with conference coordinator, site and COSA leadership
to facilitate COSA member attendance at the conference. Can include communication
with conference coordinator, board members, COSA leadership and requires
providing
information regarding COSA prices, lodging, COSA registration, etc.
Donations
and Giving Coordinator - Tamara Palmer
Green Conference Coordinator -
with
and
Consists of making sure the conference has a low environmental impact and that
AEOE is role-modeling sustainability in our conferences. In charge of recycling,
compost, waste reduction, appropriate materials use (recycled, reusable, etc),
acquiring sources for organic, preferably local sources of food and beverages,
and working
with
site
coordinator and sign people to get the word out about green practices.
Live Auction,
Silent Auction, Contest prizes
Consists of:
Entertainment Coordinator - Tami Dickinson
Entertainment
Team Member(s) - Monica Erhart
Consists of coordinating musical guests. In advance of conference (preferably
1 year in advance), identify list of possible musical acts and ok list with
conference coordinator. Contact and contract with musical guest(s) for conference
performance(s)
with the assistance of conference coordinator (cc). Keep cc informed about
decisions, deadlines and confirmation of musical guests so that announcements
can go out
in newsletters as far in advance as possible. Supervise limited budget for
musical guests and needed supplies in coordination with conference coordinator.
Coordinate
travel, arrival, housing, food and other details/needs of musical guests.
Greet, guide and provide information (regarding AEOE, etc) to musical guests
upon
their arrival to the conference (may be delegated to a volunteer). Introduce/MC
performances.
Follow up with guests after performance(s) and assist with departure / conference
participation needs. Follow up after conference regarding thank you / appreciation
/ contract completion. Provide cc with records of what you did in order to
pass along to the next Entertainment Coordinator.
Evaluations- _________________________
Consists of preparing a conference evaluation and half page workshop evaluations
in advance of the conference and ok'ing them with the conference coordinator,
running proper amount of copies and bringing them physically to the conference
and evaluation site. Coordinates announcements and time for evaluation filling
out and collection (may be done with volunteers). Responsible for taking
evaluations, summarizing information and presenting it to the conference
coordinator for
presentation to the AEOE board within one month after the conference.
Evening
Activities - Jared Pruch
Consists of planning evening activities not including the Friday and Saturday
night bands. Works closely with Entertainment Coordinator and conference
coordinator to assess, plan and deliver evening activities that include the
most participants
possible. Includes planning, preparing, MC'ing and cleaning up from activities.
Past activities have included astronomy sessions, skit/talent contest. Also
includes working with conference coordinator to procure prizes, if any are
necessary,
for skit/talent contest. Suggestions are Friday night astronomy program,
bats, other night program and Saturday night skit/talent night possibly concurrent
with story/song-sharing, other at campfire.
First Aid Station - Kris Pamintuan?
(note from Helen, ask Kris)
Consists of working with conference coordinator to provide a place at the
conference where participants can get help in case they have an emergency
or health and
safety crisis. Includes working with volunteer coordinator to create schedule
of volunteers peopling the station, providing volunteers with information
to provide to participants and creating/communicating a plan for reaching
conference
coordinator, site coordinator and emergency services in case it is needed.
Includes planning on method for providing information to participants on
where to go in
case of emergency.
Housing Coordinator - Liza Earle
Consists of working with conference coordinator, pre-registration coordinator
and facility to make sure members get the housing they request on their registration
forms. Creates or uses existing housing forms to get accurate picture of
conference attendance and who is staying in dormitory, camping and private
housing. Prepares
housing forms and supplies (tape, pencils, etc.), brings it to conference
and works table (or trains volunteers to do so) where members will sign
up for
which dorms they are staying in. Arrives before 5pm registration opens to
deliver supplies,
prepare housing signup. Helps conference coordinator with totals for housing
bill (since each housing option is a different price).
Howard Bell Award -
George Stratman?
Information Table - _______________________ Information Board - ______________________
Job Fair Coordinator -Maggie Wolfe and Duryea Delacroix
Journal Swap Coordinator - David Berman
Keynote - rikki Shackelford
Steffani La Zier (? check with Steffani)
Consists of all aspects of identifying, obtaining, coordinating keynote speaker(s).
Includes communicating about what AEOE is and what the intention of this
conference/conference theme is about, negotiating price (in coordination
with conference coordinators),
ordering and delivering payments, meeting, greeting and accompanying the
keynote during the conference, introducing the keynote effectively, planning
for and
supplying them with what they need during the conference and making sure
that their keynote goes smoothly. Any of the above may be done by a crew
of volunteers
but the coordinators need to make sure it all happens correctly.
Merchandise Orders/Sales- Zayanne Thompson
Merchandise Sales Crew Leader and Crew - _______________________________
Nametags - Kara Walker
, Kathleen Mitchell
Consists of designing, printing and creating nametags for all conference
participants. Includes getting existing AEOE nametag holders from previous
nametag person
or buying new nametag holders and bringing them and the nametags to the conference.
Also includes working with conference coordinator to make sure what information
must be included on the nametag (sometimes a registration number is used
for identifying members and other times it is not). Includes organizing a
system
of handing out and collecting nametags and holders at the beginning and end
of
the conference.
Opening Ceremony - Heather Butler, Aaron Rich
Parking - ___________________________
Works with sign people and volunteers to make sure parking happens safely
and correctly.
Photography Contest Coordinator - Erick Anno
Develops idea for photography contest including categories, prizes and publicity.
Writes a paragraph announcing contest and submits it to conference coordinator
for inclusion in newsletter and on website. Paragraph includes rules about
submission, where to submit photos (at conference). Coordinates with conference
coordinator
where to have photos submitted on site and is in charge of hanging/placing
them on a display, choosing a time to judge them, announcing winners, returning
photos
to owners and awarding prizes. Is in charge of getting prizes donated for
photo contest winner (in coordination with coordinators).
Professional Development -
________________________________ (open)
Consists of working with conference organizers and a credit-giving institution
in order to offer university credit for conference attendance. Includes all
aspects of completing paperwork, payments, coordinating with conference coordinator
and
university, providing announcement information on registration materials
and on the website so that members can sign up and pay for credit. Includes
working
with AEOE CFO to coordinate payment. Usually includes giving a phone number
or email address for members to contact you with questions. Includes following
up
with payments, etc. in order to finalize credits after the conference.
Publicity - Michael Charnofsky
Maggie Wolfe
Sandi Funke
rikki Shackelford
Consists of creating a publicity plan including web information, personal
contacts and other methods of publicity in order to reach as many outdoor
and environmental
educators as possible. Includes identifying groups of special interest in
order to invite their attendance at the conference as well as working with
conference
coordinators and scholarship coordinator in order to publicize scholarships
to targeted groups.
Radios - _____________________
Registration - Kara Walker, Helen de la Maza,
Savannah Brown
Zayanne Gardner
Consists of welcoming and checking in attendees upon their arrival. May involve
training volunteers to assist with this process. Includes taking payments,
checking membership updates and coordinating all aspects of on site registration.
Head
registrar will need to bring blank registration sheets for on-site registration.
Will need to know total registered in order to know how many more can register.
Will also need to know housing details and how many dorm and non-dorm spaces
available in order to tell walk-ins what their options are. Arrive by 3pm
on Friday and coordinate setup of registration tables.
Joie's Daisies Scholarships -
Helen de la Maza
Laura Vandezande
Consists of identifying amount of scholarships available in advance and creating
a plan for the disbursement of those scholarships. Will work with the conference
coordinators and publicity coordinators to promote knowledge of scholarship
program. Includes writing an announcement for inclusion on the registration
packet and
on the website detailing how to apply and how applicants will be chosen for
the scholarships (must include that scholarships will not cover membership
fees).
Sign Crew - ___________________________
Create and post signs to assist attendees in getting where they need to and
getting information during the conference. Also includes collecting and disposing
of
the signs after the conference.
Site Liaison - ___________________________
Works with site director to make sure all is running smoothly and all questions
get answered. Main concern is health and safety.
Stewardship/Restoration Project - David Berman
Transportation - ______________________________
Assists in advance and during conference in helping get people to the conference
that need a ride. Will be listed as transportation coordinator in registration
packet and on website. Sometimes includes driving to the airport to pick
someone up or coordinating others to bring or take people to the airport.
Also includes
getting drivers to carpool or pick up others along their route. This person
needs transportation and needs to be able to drive others.
Vendors - ______________________________
Consists of planning with conference coordinators and site in order to bring
vendor(s) to the conference. Includes contacting vendors, assisting them
with where they will setup, rain contingency plans, any liability issues
and which
vendors will be invited/allowed.
Volunteer Coordinator
before conference - Melody
Mischke
Consists of collecting a crew of volunteers before the conference who will
help before, during and after the conference at the site, setting up, helping
presenters,
meals and events, and cleanup at the end of the conference. Will be asked to
be a phone or email contact on the website and in registration packet and to
help plan how to use volunteers during the weekend. Also will create a way
to thank volunteers with a gift/card/etc.
Volunteer Coordinator
On Site - ___________________
Will work with before conference coordinator to coordinate volunteers at
the conference.
Website Publicity and Web Conference Registration
Information and Program -
Maggie Wolfe
Publicizes conference and conference details on the website. Takes all information
and creates a user-friendly web program for interested attendees and those
considering coming to the conference.
Workshop Coordinator - Duffy Ross
Coordinates with conference coordinators to create plan for workshops including
how workshops will express conference theme, strands and methods to deliver
the best quality workshops possible. Creates workshop presenter application
and works
with conference coordinators regarding deadlines for applications. Targets
known quality presenters in order to invite them to share their expertise.
Creates
opportunity for new and fledgling presenters to create and deliver quality
workshops. Works with conference team to choose length, timing and number
of workshops offered.
Acts as contact for presenter applications and creates system to judge and
accept/deny applicants and a method for communicating this message. Acts
as liaison with
accepted presenters in order to create a smooth and informed presenter arrival,
presentation and departure for all presenters. Creates a method for delivering
evaluation information after the workshop and a thank you to every presenter.
Keeps written record of what they have done as coordinator in order to pass
it on to the future workshop coordinator. Keeps written record of all presenters
and any feedback that should be passed on regarding the presenters or regarding
workshop coordination.
Fundraiser/Grantwriter - Helen de la Maza
Folks
who have volunteered to help but not yet sure how: feel free to choose a
job if you like, or wait a while longer -- thanks!!
Tracey Weiss
Judy Toothaker
Samantha Escobar
Pat Kent
Mary Carter
Marie Bacher
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