Transcript Slide 1
2015 APA Texas Chapter State Planning Conference and Short Course for Appointed and Elected Officials Conference Committee Organizing Meeting February 20, 2015 Conference Program Audio-Video Short Course Sponsors and Exhibitors Emerging Planning Leaders Mobile Workshops Law and Ethics Conference Committee Student Activities/ Volunteers Publicity & Media Brochure and Signage Registration Social Events Transportation Conference Committee = conference coordinators + co-chairs of each subcommittee • Conference Committee is not responsible for: – – – – – – – Contractual Agreements (Chapter Administrator) Hotel arrangements (already complete) Registration (Chapter uses APA online) Budget (Chapter Treasurer) Payments (Chapter Administrator) Major sponsorships Job Mart • • • • • 2 people sharing duties Appointed by Conference Coordinator Overall coordination of conference Reports to Chapter Conference Coordinator Meets with subcommittee co-chairs to monitor planning activities • Coordinates with Executive Administrator on hotel, registration, budget, exhibits, sponsors • Produces conference summary for Chapter Board • Program – Determine and coordinate overall conference sessions/tracts and speakers – Recommend plenary and keynote speakers to Conference Coordinator – Provide info for CM credits application and conference brochure to Chha • Short Course – Coordinates planning commissioner sessions/ tracts and speakers – Works closely with program subcommittee • Law and Ethics – Determines and coordinates Law and Ethics sessions/tract and speakers – Works closely with Program Subcommittee • Emerging Planning Leaders (EPL) – Coordinates EPL sessions/tract and speakers – Works closely with program subcommittee • Mobile Workshops – Develop and coordinate mobile workshop ideas, speakers and schedules – Work with transportation subcommittee • Publicity & Media – Marketing material for upcoming conference – Develop preliminary and final program brochure and session signs – General PR and media outreach – Conference packets, giveaways, bags, swag… • Transportation – Coordinate travel for mobile workshops, social events and other activities as needed – Work with other subcommittees • Social Events – Opening reception and evening events planning (food, location, theme, entertainment, etc) – Determine transportation and volunteer needs – Breaks between sessions during conference • Registration – Manage registration desk and area – Manage Job Mart • Student Activities and Volunteers – Develop special activities and conference programs for students – Recruit, assign and manage student volunteers • Meeting schedule suggestion – Conference Committee • monthly/bi-monthly and as needed until summer 2013 • After summer 2013 may meet monthly or more often • Meeting location TBD by members – Subcommittees • Set own schedule to accomplish the needed work • Milestones set as part of Conference Committee • Conference Subcommittee Co-Chair and member volunteers needed • Sign up for subcommittees • Conference theme and logo (Conference Committee) • Ideas for keynote speakers (Conference Committee)