On-Site Operations Committee¤
Mission¤
The On-Site Operations Committee is responsible for ensuring smooth, efficient operations at the conference venue. We coordinate all on-ground activities including registration, volunteer management, attendee assistance, and room management.
Our goal is to create a seamless experience for all participants while maintaining safety and comfort throughout the event.
Committee Structure¤
Chair¤
The Chair(s) of the On-Site Operations Committee lead the planning and execution of all on-site activities. They coordinate with other committees, manage the volunteer team, and ensure all logistics run smoothly during the conference.
Members¤
A team of committee members who help plan and execute on-site operations, working together to manage various aspects of the conference's physical presence.
Requirements¤
- Strong organizational and people management skills
- Ability to work well under pressure
- Experience in event management (preferred but not required)
- Excellent communication skills
- Ability to be present for the entire duration of the conference
Responsibilities¤
-
Recruit Volunteers:
Recruit and coordinate around 40 volunteers to assist with on-site tasks such as registration, room management, and attendee support. -
Volunteer Briefing:
Provide clear instructions to volunteers regarding their tasks, including room management, registration duties, and attendee assistance. -
Manage Registration Desk:
Oversee registration, ensure attendees have their badges, and address any questions or issues, such as student-ID verification and pre-registered childcare. -
Distribute T-Shirts:
Organize and manage the distribution of T-shirts to attendees and volunteers. -
Assist with Room Management:
Ensure session rooms are not overcrowded, assist with session chairs, and help attendees find their sessions. -
Session Chairs:
Make sure that there is a dedicated session chair who announces the speaker and moderates the questions and answers.. -
Collaborate with Other Committees:
Coordinate with other committees, such as Program, Diversity, and Communication, to assist with on-site requirements like session management, room setups, and other logistics. -
On-Site Presence:
Be on-site during the conference to oversee operations, troubleshoot issues, and ensure smooth functioning of all on-site logistics. -
Childcare Coordination:
Manage pre-registered childcare requests and ensure caregivers are properly accommodated.
Responsibilities for Chair(s)¤
- Organize and chair virtual meetings with the committee members
- Communicate with the Steering Committee and other committees
- Manage the timeline and requirements
Workload¤
The workload varies depending on the phase of the conference:
- Preparation: A few hours per week leading up to the conference, increasing to 20 hours per week as the event approaches.
- Recruitment: The busiest time is in six weeks before the conference, when recruiting volunteers and preparing for the conference takes priority.
- During the Conference: Full attendance is required during the conference days to manage on-site operations and assist attendees.
Timeline¤
average:1-2 hours per week
start:Three months before conference, 1-2 hours a week
peak Four weeks before the conference 4-5 hours per week. During conference - all day
finish End of the conference