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EMEA Conference SOP's

Updated July, 2024

The CSEA EMEA Conference serves the needs of the association and its member base in the Europe, Middle East and African regions, with specific goals as outlined below. While the primary target audience is members in the EMEA region, the conference is also attended by members and non-members from the United States, Asia-Pacific, and beyond.

The Board of Directors has the responsibility of overseeing the business of the organization and entrusts the Conference Committee with executing a successful event under the direction of the Executive Director with additional assistance from the Board Liaison. Given the broad reach of the event, the need for strong historical knowledge and continuity from year to year, and the amount of time needed for successful execution, the conference is co-organized by volunteers and staff, with the Executive Director serving as the primary decision-maker (unless otherwise noted).
 
The roles and responsibilities outlined in this document (see the navigation links on the left side of the page) serve as a guideline to assist in the event planning, answer common questions and provide clarification based on prior years’ experience. Committee members will work closely with the Executive Director, Board Liaison, and other committee members to successfully deliver on the expectations. 

 

 

Conference Goals

  1. Strategic Alignment: Assist with achieving the overall strategic goals of the CSEA, as defined by the Board of Directors, (which may vary from year to year). Ensure the organization’s mission, vision and values are carried through in all aspects of the event.
  2. Professional Development: provide educational and benchmarking opportunities for CSEA school and employer members, with a focus on those in the European Region. This includes providing ongoing education and support of the CSEA Standards for Reporting Employment Statistics
  3. Networking: assist school and employer members with building connections and partnerships.
  4. Outreach: serve as a conduit to market to and engage prospective members


Overall Committee Responsibilities

In addition to the tasks outlined in this document (see the navigation links on the left side of the page), all committee members are expected to do the following to support the conference planning process:

  • Read and understand the SOP’s, Conference Policies and Conference Timeline (found in Smartsheet) and ask for clarification when needed.
  • Read, understand and follow the conference timeline as closely as possible, and let the Executive Director know when circumstances prevent it from being followed.
  • Utilize conference planning and collaboration tools, including the online project management and file sharing systems provided by CSEA. 
  • Attend regular monthly conference committee meetings and provide input into overall conference decisions. Maintain regular communication with the Executive Director in between calls to provide progress updates.
  • Keep all conference planning documents in the CSEA file sharing system (not a separate system that is owned or managed by a volunteer). This ensures ongoing access, historical continuity, and backup in case of data loss in other areas. 
  • Support the Programme Committee’s efforts by providing input into programming needs and recommending speakers/panelists.
  • Support the Marketing Committee's efforts by inviting school and employer contacts to the conference and sharing information on social media.
  • To ensure the overall budget is maintained, all conference expenses must be approved by the Executive Director . 


Committee Tools

The organization provides committees with a number of tools to assist with planning the event. 


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