NATIONAL CONFERENCE CHAIR JOB DESCRIPTION 2015

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1 TITLE: QUALIFICATIONS: National Conference Chair (NCC) Enthusiastic and continuing member of AOSA Demonstrates a high level of organizational and leadership skills Leadership experience in a local chapter of AOSA Competence in Microsoft Office: Word and Excel Willingness to devote a great deal of time and energy RECOMMENDATIONS: Local leadership role in a prior conference Experience on the National Board of Trustees (NBT) SEARCH COMMMITTEE: The Vice President, National Conference Director (NCD), two former NCCs, or one former NCC plus one former Local Conference Chair (LCC), and one Regional Representative will conduct interviews and recommend the best candidate or candidate team. The hire will take place at least 32 months prior to the conference they will chair. TERM: The term of service begins April 1 st, 2013 and concludes March 31 st, REPORTS TO: DUTIES: The National Conference Director (NCD) Professional Development Conference Planning: It shall be the duty of the NCCs to plan the Professional Development Conference for which they are hired. Specific duties shall include: Be familiar with AOSA policy and NBT Motions in Effect related to the professional development conference. The NCC serves on the conference subcommittee and attends conference subcommittee meetings at the same time and location as the NBT. Seek input from various NBT members and Committee Chairs concerning their activity related to the conference. Consult with the NCD for scheduling of all NBT activities. Plan sessions that reflect a balance of skill levels and cultural diversity keeping in mind all aspects of music and movement education that would be of interest to members. Compile submitted proposals for review by the conference committee. Prepare contact information for invited presenters, sponsored presenters, member presenters and performers. Contracts are prepared and distributed by the NCD. Oversee and approve the selection of children's groups for performances and demonstration groups proposed by the Children's Performance Committee. revised Page 1

2 Oversee all aspects of the conference banquet expenses. Visit the site of a future conference and facilitate the Jumpstart Meeting with the hosting chapter members as directed by the NCD. Communication: Work cooperatively with the NCD and the meeting and event planning company representative Experient on communication with all conference properties. Understand and comply with all arrangements specified in facilities agreements. Communicate frequently with the Executive Director (ED), NCD, Local Conference Chairs (LCC(s)), all Local Conference Committee Chairs (LC3s) and local hosting chapters, and act as consultant to all local committees. Publicity: Provide for all official communication about the conference, ensuring approval of correspondence to the general membership by the NCD, ED and at least one other member of the Executive Committee. Oversee marketing and advertising campaigns that include conference focus, logo development, Reverberations articles, Web site features, blasts, and any external communications. Consult with NCD about expenses. Produce the Call to Conference (C2C), and provide the information for the conference notebook to the NCD and ED. Update the evaluation form, and review the collection of data using SurveyMonkey evaluation form. Reporting: Submit a brief progress report prior to each NBT meeting. Prepare a final report according to current IT practices prior to the NBT meeting following the conference. The NCC final report includes: Final expenses/income, Publicity/Printing, LC3 highlights, Exhibitors highlights, Presenters/Performers, Evaluation summary Oversee the preparation of the LCC(s)final report detailing activities and responsibilities during their term of service. Include detailed LC3 reports. Confirm final financial reports with the NCD, ED, and AOSA Treasurer, prior to the Spring NBT meeting following the conference. revised Page 2

3 TIMELINE FOR THE NATIONAL CONFERENCE CHAIR WHEN UPON HIRE: SUMMER THREE YEARS PRIOR FALL TWO YEARS PRIOR WHAT Review the following: NCC Job Description, Timeline, and AOSA Motions in Effect related to Conference. Consult with NCD. LCC and LC3 Job Descriptions and Timelines Reports from two previous conferences and the current conference budget. Create Skype address and a separate account for conference A past NCC will lead the Jumpstart Meeting in your conference city and send copies of current LCC and LC3 job descriptions in advance for review by local members. Take photos of people in attendance using large nametags to identify committee chairs candidates in the photos. Investigate the local site. Attend the conference meeting. Make initial contacts with headline presenter or keynote speaker after conferring with the NCD. Identify LCC candidates with hosting chapter(s). NOVEMBER 24 MONTHS PRIOR Shadow current NCCs at conference and prepare notes. Lead a brainstorming session with hosting chapter(s) about conference focus and logo. Contact PD Committee Chair to confer about Introduction to Schulwerk (IS) team leader candidates and possible team members to be selected from the approved teacher educator list. Attend the Advocacy, ARS/AOSA and Research Committee meetings to confer about possible presenters and sessions. WINTER TWO YEARS PRIOR Compile a list of possible Invited Presenters/Performers, and make preliminary contacts to inquire about fees, performance riders, and special requirements. You do NOT execute any agreements or contracts. Submit information to NCD for logo design contract. With NCD, prepare initial report and preliminary budget for Invited Presenters/Performers. revised Page 3

4 SPRING TWO YEARS PRIOR Attend the March Conference meeting, held in conjunction with the NBT meeting, and present a brief progress report. Appointment of LCC(s) Site Visit 1: Visit your host city and host chapter(s) to brainstorm conference preparations. Send a copy of current LC3 job descriptions in advance for review by members. Take photos of people in attendance. Use large nametags to familiarize yourself with local volunteers. Work with LCC(s) to identify potential committee chairs. Work with NCD to identify storage, movement, and meeting rooms. Continue to work on a list of Invited Presenters/Performers and international guests. Update call for Session Proposals, Children s Performance Groups and Research application forms. Send to NCD for approval. SUMMER TWO YEARS PRIOR Collect the final list of committee chairs and contact information from LCC(s). Update letters of support to administrators for local chapter members to attend this year s conference. Appoint a local treasurer to document local expenses. An LCC may serve as local treasurer. With the LCC(s): The Boutique and Fundraising/Donations committees begin to contact non-aosa Industry members and non-music businesses. Brainstorm for possible new exhibitors. Finalize the conference logo design, stationery, advertisements, and flyers/brochures. Skit Chair completes logistics for the three-minute skit at the Business Meeting. Schedule an on-site rehearsal and confirm IN/EQ needs with current chairs. Work with NCD to place orders for print materials. Update request for instrument loan. Update evaluation materials for presenter proposals. Confer with the NCD to select two Regional Representatives to join the Conference Committee in evaluating proposals. Distribute materials by August 15. Proposal reviews need to be completed and returned prior to the September NBT meeting. revised Page 4

5 SEPTEMBER Prepare a report including financial updates to give to the NCD, that will be 14 MONTHS PRIOR included in the Finance Committee report for the NBT meeting. Remind NBT members through of the December 1 deadline to confirm committee presenters, panel members, or other meeting requirements; i.e. Research, Advisory Board session, Meeting of the Minds, PD. Review program proposals with Conference Committee as needed for balance. Prepare for First Timers meeting, current and future contact sheet for LC3s. Confirm loan/storage plans for AOSA-owned instruments with NCD, LCC(s), and IN Chair. IN Chair must have AOSA Instrument Guidelines and AOSA Inventory/Evaluation forms. Confirm preliminary room usage assignments for all facilities to NCD. Confirm IS team members before current conference with PD Committee Chair. Proof Presenter notes for copyright issues prior to sending to Webmaster. NOVEMBER, Arrive at conference site on Monday, and shadow current NCC to ask 12 MONTHS PRIOR questions and take notes. Present a progress report at the NBT meeting on Wednesday. Greet exhibitors, and invite them to the next conference. Attend the Exhibitor Meeting. Introduce LCC(s), and present a three-minute skit at the Business Meeting. Attend the Saturday breakfast for current and next year s LCC(s) and LC3s. WINTER PRIOR Oversee committee work with LCC(s). Send information to NCD and HQ for Presenter acceptance/rejection letters. Due by January 15. Check for returns by Feb 15 th. Identify presenters with AV Librarian and PPR to be videotaped before you begin the scheduling process. Complete presenter contact sheets using data application program with template from HQ. Submit a brief article to the Reverberations Editor deadline Jan. 15. Begin work on Call to Conference (C2C) edit bios and session descriptions as necessary. revised Page 5

6 MARCH PRIOR Prepare information for NCD, which will be included in the Finance Committee. Arrive one day early to modify the master grid schedule with NCD. Confirm initial contacts made by LCC(s) with local dignitaries you wish to invite. Monitor the return of presenter/performer contracts and materials with HQ and LCD APRIL PRIOR Site Visit 2: Tour and take reference photographs of loading docks, storage rooms, meeting rooms, and exhibit hall. Committee chairs will need to be completely familiar with the layout of their facilities. Collect local children s artwork for the conference notebook dividers. Prepare monthly blast for HQ, submit to NCD Send conference article including the theme, focus, featured presenters, special guests, and photographs to the Reverberations Editor and Webmaster deadline April 15 Contact presenters/performers to confirm IN/EQ arrangements. Explain the registration procedure, and remind them that session notes are due July15. Online notes may be submitted to the Webmaster up to October 15. Monitor the return of presenter/performer materials to NCD. MAY PRIOR Complete C2C and submit to NCD and ED before sending Webmaster. JUNE PRIOR Begin work on an article for the Fall Reverberations (due July 15). Include additional presenters, children s performing groups, research, Meeting of the Minds, President's Panel, and photographs. Include evening events, banquet and any special events. Confirm that LCC(s) have reviewed housing arrangements with LC3s and worker registration procedures with all chapter workers. Monitor the return of presenter/performer materials with HQ.and NCD JULY PRIOR Submit an article to the Reverberations Editor and Webmaster by July 15. Send contact information for NCD to schedule the photographers and videographer. Review all room set-ups and conference schedule with NCD. Monitor the return of presenter/performer contracts and materials with HQ. Update Presenter History and send to next NCC and NCD. revised Page 6

7 AUGUST PRIOR Confirm guest dignitaries and program for the welcoming session with President, LCC(s), and ED. Submit agenda to NCD and President and VP. Consult with President with Business meeting agenda. Revise seating diagram for Welcoming Ceremony. Review Children s Performance needs with appropriate LC3s. Review travel and hotel arrangements for invited guests with NCD. Notify the Hospitality chair of shuttle needs. Confirm the Saturday morning meeting with the current and next year s LC3s. Host LC3s invite their counterparts for the next conference. Review all room set-ups and conference schedule with NCD. Notify appropriate individuals and LC3s of any schedule changes; i.e. Registration, Signs, IN/EQ, and Session Hosts/Introducers. SEPTEMBER PRIOR Prepare a progress report for the NBT meeting. Complete a thank-you spreadsheet, and send form letter to HQ for production of letters and stamped envelopes. HQ will send them to conference for signatures on-site. Remind presenters by about the on-line posting option for notes and possible printing services near the conference site for duplication needs at their own expense. Review Program at a Glance with LCC, IN/EQ, Hosts/Introducers, Monitors, and other pertinent committee chairs. Send to NCD. Finalize plans with the President, ED, and NCD for banquet tables to be reserved ED, President, VP, NCCs, LCC(s), VIPs and Welcoming/Closing sessions. Finalize stage layout/room set-ups with NCD by September 30. Prepare acknowledgement section E for notebook. NCC, NCD, and ED approve the proof of sections A, C, D, and E of the conference notebook by September 15. Notify appropriate individuals and LC3s of any schedule changes; i.e. Registration, Signs, IN/EQ, and Session Hosts/Introducers. OCTOBER PRIOR Finalize the welcoming/closing session programs: platform guests, welcoming speech, president, banner roll call logistics, and music in consultation with NCD Update October presenter letter and spreadsheet with session registration amounts. Send to HQ for mailing. Send any on-line notes to Webmaster for posting. revised Page 7

8 Confirm presenter/performer honoraria with the ED/NCD by October 15. NOTE: International presenters have Federal Tax withholding requirements. Confirm VIP transportation through the Hospitality Committee. Confirm security arrangements with NCD for HQ staff and instrument safety. Notify appropriate individuals and LC3s of any schedule changes; i.e. Registration, Signs, IN/EQ, and Session Hosts/Introducers. Confirm worker list with HQ. DURING THE CONFERENCE Plan to arrive on the Monday before the conference and stay until Sunday morning. Attend the pre-conference meetings on Tuesday with NCD, Conference Planner (CP), and ED. Confirm that the CP has checks for professional performance groups. Checks for Invited Presenters will be issued within two weeks after the conference. Confirm that the NCD has arranged for security of HQ personnel. Oversee the room set-ups on Tuesday and Wednesday. When possible, attend the Conference Subcommittee meeting, which will be held in conjunction with the NBT meeting on Wednesday,. Introduce IS beginning session on Thursday. Attend the Welcoming Session and all general functions. Attend the Industry Meeting, and thank them for their support. Be available to support the LCC(s), LC3s, and conference business representatives. Be prepared to troubleshoot and solve issues on the spot. Be prepared to introduce Invited Presenters and Performers as needed. Attend the Saturday breakfast meeting with the next year's committee chairs. Sign thank-you letters and give to Hospitality Chair or LCC(s) for mailing. revised Page 8

9 POST CONFERENCE Remind LCC(s) and LC3s that bills submitted after January 15 will not be reimbursed. Before January 15, send thank-you notes to NCD, LCC(s), LC3s, CP, AV representative, HQ staff, and others as appropriate. Oversee the Local Treasurer s report and return of seed money to HQ. Local checkbook should close by January 15. Assist the LCC(s) with the preparation of the hosting chapter report and worker reimbursement report. Send reimbursement report to HQ. MARCH AFTER APRIL AFTER Attend the NBT meeting and submit copies of the NCC and LCC Final Reports to the NCD, HQ, and the NCC(s) of the next two conferences. When the ED confirms that all receipts for the conference have been paid, HQ will issue final payment of NCC stipend. Review and update the NCC Timeline and any pertinent items in Best Practices. Always edit the header and footer of any document to show author and year. revised Page 9

10 How to Develop the Conference Schedule Use poster board and color-coded Post-it Notes to develop your schedule. Identify the type of session being presented and mark the Post-its with any special IN/EQ requirements or space requirements (i.e. piano, LCD projector, demo group, interactive whiteboard, movement, choral reading, or recorder reading). Begin with General Sessions, Evening Events, IS, and sessions where the presenter's schedule is limited (e.g. if they only are able to present on Thursday). Decide on a room for videotaping that holds participants, free of columns and square in shape if possible. Look for a room away from other rooms to avoid sound carryover. Schedule sessions to be videotaped first. If those sessions are to be repeated, schedule them on a different day if possible. Assess which sessions will be the most popular, and spread them out over the three days. When scheduling featured presenters with multiple or repeated sessions, make sure that attendees are able to register for one of each session. Continue with space requirement followed by IN/EQ needs. Remember that once the Call to Conference is posted, sessions can be moved from room to room, but the day and time of the sessions cannot change. As you continue to schedule, balance different types of sessions by content area, and remember to include these meetings: Advisory Board Meeting/Breakout sessions/advisory Board II Alliance for Active Music Making Children s demonstration/performing groups: holding rooms/set-up, warm-up time History Interest Group (HIG) Industry Member Meeting International Outreach Meeting of the Minds President s Panel Professional Development Panel/Apprentice Review Panel Research Interest Group (RIG)/Research Poster Session NCC/LCC/LC3 current/following year breakfast Obtain names for the President's Panel and Meeting of the Minds sessions to avoid scheduling conflicts. Check with the Vice President on meeting room needs for Advisory Board meetings. How to develop the Conference Notebook Review the IS booklet and the conference notebook deadlines with the NCD. Establish who will prepare which sections, including the cover page, required statements on the inside cover, and pocket agenda/checklist. A. Programs/Maps: program at a glance, conference program/poster session/concessions, video theater schedule, schedule of meetings, general sessions, maps of hotels, and conference vicinity B. Presenter/Performers: presenter/performer information, session notes, blank note paper C. Exhibits: exhibitor information/advertisements D. Conference Hosts: host information, guest introducers, acknowledgments, donations, and industry support E. AOSA: information, reports, Business Meeting agenda, and evaluation form Review past conference notebooks and those of other organizations for additional ideas. revised Page 10