Program Chair Guide

From ResNetWiki

This document has been created with the intention of formally defining the role of the Student Technology Conference Program Chair. Although it can be used as a guide for individuals assuming the Program Chair position, it should not be used as a limiting device. This document should remain fluid and change on a regular basis.

This document has been split into three sections: the Board of Directors relationship, the Program Committee relationship, and the Host Committee relationship. The relationships are independent of one another, but all key in the ultimate goal of the noted committees: a successful conference.

Contents 1 Board of Directors Relationship 1.1 Pre-Conference Year meetings 1.2 Fall Conference Year meeting 1.3 Spring Conference year meeting 1.4 Post-Conference year meetings 2 Program Committee Relationship 2.1 Pre-Conference Year 2.2 Summer -> Fall Committee Meeting 2.3 Fall Committee Meeting -> December 2.4 December -> February 2.5 February -> Conference 2.6 Conference 2.7 Post Conference 3 Host Committee Relationship 3.1 Summer -> Fall Committee Meeting 3.2 Spring Meetings -> Conference 3.3 Conference ramp-up 3.4 Conference

Board of Directors Relationship

Pre-Conference Year meetings

• Bring new thoughts and thought processes to the Board of Directors
• Participate in defining the direction the Conference is moving
  • Apply this direction to the conference content
  • Ask for Board of Directors assistance/input on conference content direction.

Fall Conference Year meeting

• Bring formalized plan for conference content to the committee
• Introduce Board of Directors to Program Chair assistants
  • Short bios
  • Make committee members aware of these people
• Introduce proposed themes for Board of Directors comment
• Ask the Board of Directors for assistance/feedback on any pertinent issues

Spring Conference year meeting

• Go over highlights of conference content (solicit feedback)
• Request assistance from the Board of Directors for presentations and/or presenters
• With the Host, review conference plan
• Nominate new/subsequent year Program Chair (ideally one of the Program Chair assistants)

Post-Conference year meetings

• Review conference content/make suggestions to incoming Program Chair
• Assist incoming Program Chair
• Participate in the direction the conference is moving

Program Committee Relationship

Pre-Conference Year

• Define areas of conference content
  • Presentations
  • BoFs
  • Newsletter
  • Presenter Prep/Orientation
  • Documentation Fair
  • T-Shirt Exchange (should this be moved to Host)
  • On-site activities
    • Jeopardy
    • Obstacle Course
    • Other
• Early recruitment of Program Chair assistants
• Program Committee BOF at conference (creation of interest list)

Summer -> Fall Committee Meeting

• Work with Program Chair assistants to develop conference focus points
• Define themes or theme ideas
• Discuss new ideas/concepts

Fall Committee Meeting -> December

• Recruit and do initial program committee selection
• Early recruitment of presenters
• Set up and test registration site

December -> February

• Finalize Program Committee selections
• Announce Call for Presentations to ResNetL and related professional lists
• Advertise and encourage recruitment of presenters through Program Committee, Board of Directors and other resources

February -> Conference

• Presenter/theme guide guidance
• Presenter selection/notification
• Program blocking
• Program editing
• Final program information to Host
• Doc fair call for participation
• Obstacle course prep
• Jeopardy questions to coordinator

Conference

• Meet with Program Committee to encourage and set them on their ways
• Monitor all conference program events with the help of assistants
• Respond to urgent matter with the help of assistants
• Insure that the newsletter is published on time
• Thank the committee

Post Conference

• Collect, organize and put together report on evals
• Collect and organize presentation files
• Assist new program chair as needed

Host Committee Relationship

Summer -> Fall Committee Meeting

• Communicate on a monthly basis
• Discuss ideas and concepts (and how they might relate to the host)
• Discuss preliminary concepts that may cost the host money

Spring Meetings -> Conference

• Communicate weekly (keep and share notes from these meetings)
• Continue to adjust scheduling and timing as program becomes refined
• Discuss responsibilities for different aspects of the conference

Conference ramp-up

• Do a conference “run-through” discussing who will be responsible for each aspect. Make last-minute adjustments to suit conference needs
• Discuss how program and host committees should communicate if a problem arises.
• Physically walk the conference to look for issues that have been overlooked
• Discuss how both Host and Program can use the newsletter to communicate daily information.

Conference

• Meet regularly with the Host (once per day?)
• Let it happen…