Global Health Conference 2016

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1 Global Health Conference 2016 Organizing Committee Roles & Responsibilities The Global Health Conference Organizing Committee (GHC-OC) is an interdisciplinary UBC student committee composed of 13 positions: 2 Co-Chairs 1 Promotions & Public Relations Manager 1 Productions Manager 1 Logistics Director 1 Human Resource Manager 1 Speaker Coordinator 1 Workshops Coordinator 1 Innovation Jam Coordinator 1 Highlighted Projects Coordinator 1 Web Developer & Client Relations 1 Director of Sponsorship 1 Director of Grants Marketing Team (2) Program Team (4) Finances Team (2) The GHC-OC is supported by a team of advisors, including: 1 Faculty Advisor (Dr. Videsh Kapoor, Director of Global Health, Faculty of Medicine, UBC) 2 Student Advisors (from previous GHC-OCs) Vice President Global Health Junior & Senior, UBC Medical Undergraduate Society; Canadian Federation of Medical Students. All positions must be willing to commit to weekly meetings from early January mid May (time/location determined after hiring), monthly skype-style meetings over the summer, and meetings as needed in September and October leading up to the ** This does not apply to advisors, who are consulted as needed.

2 Important Social Media Links: Website: Twitter: twitter.com/ghcatubc Facebook: Instagram: instagram.com/global_health_conference Youtube Account: GHC UBC Official Marketing Team x 2 people (Promotions, Productions) 1) Promotions & Public Relations Manager Plan the GHC-OC promotions campaign. Determine the length and timing of promotions. Manage the GHC branding, including renewal of the UBC logo use approval. Produce promotional materials including the poster and social media designs. *** Some graphical experience and creativity is required (Adobe photoshop, Microsoft Publisher, etc.) Work closely with the Productions Manager to create a promotional video. Work with interdisciplinary faculty partners to ensure the Global Health Conference reaches all interest groups: Medicine, Engineering, Commerce, Public Health, Land & Food Systems, Sciences, Arts, Law, etc. Ensure sponsors are properly represented on marketing materials. Oversee social media reach (Twitter, Facebook, Instagram, YouTube), liaising with the Productions Manager and Web developer as needed. Represent GHC in local media coverage. *** Speaking on media training will be provided. Provide ideas and opportunities for UBC & Vancouver/BC wide community engagement throughout the planning, promotion, and execution of the Global Health Conference. Make this a meaningful experience for everyone involved.

3 2) Productions Manager Work with the Promotions Manager to create a marketing campaign. Work with the Promotions Manager to create a promotional video for the Work with the Promotions Manager & Web Developer to manage social media outlets (e.g. Website, Facebook, Twitter, Instagram, YouTube). Upload photos and videos onto the website and various social media. Produce the Program Guide that will be distributed to attendees before the Plan day-of conference Visual Materials (e.g. Introduction PowerPoint slides, Marketing materials). Responsible for photography and videography within the Consolidate event photos and videos post-conference for next year s committee. ** Videography and photography experience required. Experience using video-editing software required (e.g. imovie, Windows Movie Maker) 3) Logistics Director The role of the logistics director is to ensure that the day-of needs are met. His/her roles include (but are not limited to): Arrange a venue with the appropriate capacities for the activities planned. Work closely with the venue manager to ensure capacity, AV, security, and building access needs are met. Work closely with the Web Developer to set up the online registration system. Arrange the conference needs from outside contractors (i.e. poster boards) Develop the conference schedule and floor plan with the Program Directors. Organizing GHC-OC (full committee) responsibilities on the day-of Order catering. Work with the Human Resource Manager on volunteer requirements and coordination.

4 4) Human Resource Manager Recruit and train conference volunteer teams for: Registration Information/Way-finding Workshop & Speaker Support Lunch Servers Setup & Disassembly Tech Support **Tech experience required Security Work closely with the Logistics Director to manage and support volunteers for the day-of Make this a meaningful experience for our volunteers. Ensure all volunteers are recognized and thanked in some capacity. 5) Programming Team x 4 people (Speakers, Workshops, Innovation Jam, Highlighted Projects) A team of four will work closely together to develop world-class conference programming. The programming team will be in continuous communication to ensure continuity between conference sessions. We have advised these division of tasks, however, the specific divisions of the responsibilities should be decided by each planning committee as they will be largely dependent on the evolving format/goals/structures of each year s Group responsibilities: Ensure the delivery of rich, diverse, and engaging programming. Ensure a high caliber of quality speakers whose missions align with the values of the GHC (innovation, sustainability, critical evaluation, challenging norms, interdisciplinary collaboration, community empowerment). Work with the presenters to optimize their style of delivery for the demographic and audience of the GHC.

5 Provide warm welcomes to all our presenters and be their first point of contact throughout their time with the GHC. Create the conference programming schedule and floor plan with the Logistics Director. Compile all relevant speaker/presenter/facilitator information for the Program Guide + website and ensuring it s available to the Productions Manager, Promotions Manager, and Web Developer. Develop a How did we do feedback form for both delegates and speakers with the Web Developer and ensure timely dissemination and analysis. Make this a meaningful experience for everyone involved. Support each other! Speakers Coordinator Compile a list of high quality and diverse speakers and select the final speakers with the input of the GHC-OC. Invite the keynotes and featured speakers and ensuring their comfort and warm welcome including but not limited to: airport pickups, UBC accommodations, speaker + GHC-OC dinner, airport drop-offs. Be the first point of contact for the keynotes and featured speakers. Gather pertinent speaker information including but not limited to: speaker bios, food choices, technology requirements, talk synopsis. Final speakers should be secured no later than May. Day-of Conference: Welcome the speakers and ensure that they have a positive experience. Ensure every presenter is thanked and presented with cards & gifts. Workshops Coordinator Compile a list of interactive hands-on / discussion-based workshop ideas and present them to the committee. Responsible for narrowing down these choices. Invite the workshop presenters and help plan the workshops.

6 Gather pertinent presenter information including but not limited to: speaker bios, food choices, technology requirements, workshop synopsis. Workshops and facilitators should be secured no later than May Day-of Conference: Welcome the workshop presenters and ensure that they have a positive experience. Ensure every presenter is thanked and presented with cards & gifts. Innovation Jam Coordinator Requirement for this position: Someone who has previously attended and participated in an Innovation Jam/ Design Solutions Workshop or someone who is willing to attend one soon. (For questions, Lerly at Global health experience from which they can draw on to seek relevant partners. Determine the format of the Innovation Jam as well as the topics/problem areas to be discussed. Invite skilled facilitators for the discussions. Determine how this activity will be included within the context of the Highlighted Projects Coordinator Promote the opportunity for students/ Vancouver wide groups to share their global health initiatives through participation in the Lunch Fair Poster Showcase and/or the Highlighted Projects Segment (short PechaKucha / oral presentations to all of the conference delegates). Reach out to: 1. Students with previous global health experiences/ projects/ research to share. 2. Students currently involved in global health projects. 3. Students proposing ideas for future social impact projects.

7 Organize the selection process for Lunch Fair and Highlighted Projects: Create and distribute the application form. Review applications with committee input to decide on finalists. Review presentations and provide feedback to the selected highlighted project presenters and ensure they are prepared prior to conference day. Reach out to and train a diverse group of judges for adjudication of the Lunch Fair Poster Showcase. Reach out to student organizations and clubs to host booths at the Lunch Fair Poster Showcase. Day-of Conference: Manage the Lunch Fair Poster Showcase, support all the featured students/ groups, and facilitate the delivery of the Highlighted Projects Segment. 6) Web Developer & Client Relations Manage and continuously improve the Global Health Conference website. ( Work closely with the Logistics Director to set up the online registration system. Create a plan for when the conference sells out. Manage the registration waitlist, ensuring all cancellations (up until 3 days prior to the conference) can be refunded and their spots offered to waitlisted individuals. Work closely with the Marketing Team to ensure strong web and social media presence. Work closely with the Productions Manager to upload event media. Manage the , ensuring that every person who reaches out to us is cared for and, if necessary, can reach the right person. Responsible for blasts to all delegates on behalf of the GHC-OC. Develop a How did we do feedback form for both delegates and speakers with the Program Directors and ensure timely dissemination and analysis. A nice-to-do post conference: dedicate a section of our main webpage to recognizing the names of all the conference volunteers. Make this a meaningful experience for everyone involved.

8 7) Finances Team x 2 people (Sponsorship, Grants) Collectively: Create and manage a financial plan and budget under the guidance of the Co-chairs. Contact and track all potential sources of funding (whose values align with the GHC). Build long-term relationships with sponsors/grant providers for the Bookkeeping / accounting / balancing the budget in a reiterative fashion as more information on expenses become available. Keep track of all expenses diligently. Thank sponsors/grant providers and complete a summary report for all funds. Follow-up post-conference with accounting for finalized expenses, collection of any remaining invoices/receipts, and complete any outstanding reimbursements. Make this a meaningful experience for everyone involved. Director of Sponsorship Responsible for all sponsorship related duties pre- and post- Create / Update the annual sponsorship package. Maintain a database of all past and new sponsors. Maintain reinforcing relationships with all our sponsors. Director of Grants Responsible for all grant related duties pre- and post- Find & apply to as many funding and grant opportunities as possible. Maintain a database of all past and new grants received. Maintain reinforcing relationships with all our grant providers.

9 8) Co-Chairs x 2 people Lead the direction of GHC 2016 and how to improve / grow the conference, building upon our core values and mission. Revise and implement the conference strategic vision. Represent the GHC for all relations (e.g. The UBC President s Office, Medical Undergraduate Society, UBC Medicine Global Health meetings). Provide guidance, feedback, and mentorship to the GHC-OC. Support the direction and action plan for all portfolios within the planning committee. Requires a systemic awareness of broad aspects of conference planning and continuous check ins outside of regularly scheduled meetings. Maintain communication with the GHC-OC advising team, particularly on current challenges and future directions of the GHC. These include: The Faculty Advisor/ Director of Global Health, UBC The Student Advisors (2 GHC-OC alumni) VP Global Health (Senior) of the Medical Undergraduate Society Oversee: External relations, logistics, programming, human resources, sponsorship, finances, marketing, and productions. Guide and direct the financial team on the creation and management of the financial plan and budget. Create and maintain accountability for the GHC planning timeline. Collect and organize the GHC meeting agendas, take meeting minutes, facilitate action plans, and follow-up. Ensure speaking on media training is provided to at minimum themselves and the Promotions Manager (this can be done through Global Health, Medical Undergraduate Society). Co-emcee or appoint emcees within the GHC-OC for the day-of Make this a meaningful experience for everyone involved. Write the post-conference Executive Summary report based of the conference breakdown and feedback, which can be presented to future stakeholders. Ensure there are 2 strong advisors from the current GHC-OC or GHC-OC alumni community able to support the subsequent year s conference planning. Lead the recruitment of diverse, passionate, and driven leaders for the 2017 GHC-OC.

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