APAC Regional Forum: Executive Director

The Executive Director provides leadership, guidance, oversight and historical perspective to ensure planning runs smoothly and the event successfully meets the organization’s goals.  The Executive Director is a member of the forum committee and leadership team, and should be included in all committee and leadership calls and communications, as well as informed of items that will be brought to the board. The Executive Director also serves as liaison among all CSEA committees, assisting with opportunities for cross-committee communication and collaboration when needed.

• Revise forum SOP's, timeline and other committee resources on an annual basis. Train committee members on SOP's and introduce committee tools at the beginning of the planning period, providing reminders as needed throughout the planning process. Answer questions from committee members about the SOP's and other tools.
• Manage overall forum timeline, making adjustments as needed. Follow up with individual committee members to ensure tasks are being accomplished and provide support as needed.
• Host regular conference calls with the committee to discuss progress and make decisions.
• Review and approve overall forum schedule.
• Work with the Board Liaison to ensure the Policies are followed.
• Review, approve and sign all contracts.
• Coordinate committee thank you and recognition during the event.
• Coordinate volunteer involvement the day of the event, including room hosts and other responsibilities. Send volunteers on-site instructions, including registration instructions.
• Create PowerPoint presentation that runs throughout the conference and provides recognition of sponsors, exhibitors, all CSEA volunteers, etc.
• Prepare and distribute post-event evaluation to attendees. 
• Lead a de-brief call with the committees after the event to discuss the process and make recommendations for future events.
• Maintain the committee roster. 
• Create a WhatsApp group for committee communications (in advance and on-site)

• Oversee the creation of the forum theme.
• Manage the relationship with the CSEA Graphic Designer to design the logo and and other collateral, gathering input from committee as needed. 
• Oversee overall forum web site and marketing presence. 
• Work with committee to distribute promotional communications.
• Distribute email communications to members and non-members. 
• Work with organizational partners to increase marketing opportunities to non-members.
• Work with the committee to develop and implement a social media promotions plan. Disseminate forum information through CSEA social media accounts.
• Create signs and send them to the local printer for printing.
• Create Forum schedule and send to local printer for printering.
• Work with designer to create forum program for digital distribution.

• Assist with the development of topics and speakers. 
• Manage forum program schedule.
• Approve speakers.
• Review A/V requests and communicate them to the forum host.
• Purchase speaker gifts.

• Capture initial feedback from high-level sponsors and exhibitors to assist with the development of the S&E menu.
• Work with Board Liaisons to develop Sponsor and Exhibitor Menu before it goes to the board for approval.
• Distribute initial Call for Sponsors and Exhibitors for all CSEA Conferences and events.
• Make revisions to Sponsor and Exhibitor contract as needed.
• Arrange for sponsor thank you notes and gifts, if used.
• Approve special requests made, including changes to Sponsor and Exhibitor Menu or individual requests made by sponsors or exhibitors.
• Provide historical information and input into vendor expectations.
• Help ensure sponsors receive everything promised to them in the Sponsorship Menu.
• Send targeted emails to conference participants (if included in sponsor packages).

• Sign contract with forum host and confirm final details.
• Approve gala venue selection and food and beverage menu.
• Work with the gala venue to develop contract and assist with logistics.
• Approve food and beverage menu selection and A/V order.
• Work with local members to secure a local printer and send items for printing 
• Work with hotels or other areas where accommodations are provided to ensure members are aware of the options.
• Purchase speaker gifts, if used.
• Send an email to those with dietary restrictions, letting them know the forum and gala food situation.

• Review draft budget before sending to the board for approval.
• Approve and track all forum expenses.
• Prepare a final financial document with revenue and expense figures after the event concludes.

• Work with Executive Assistant to facilitate the creation and review of the forum registration web site
• Send last minute reminder email to conference attendees
• Put together registration instructions/checklist for volunteers to use on-site
• Facilitate printing of nametags locally - through host or local printer 
• Distribute post-event evaluation to conference attendees