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Global Conference SOP's modified

Updated February, 2022

The CSEA Global Conference is a complex, industry-leading event that serves the needs of the association and its broad member base. The Board of Directors has the responsibility of overseeing the business of the organization, and entrusts the staff and Conference Committee with executing a successful event under the direction of the Executive Director with additional leadership collaboration from the Board Liaison. Given the broad reach of the event and the amount of time needed for successful planning execution, the conference is co-organized by volunteers and staff, with the Executive Director serving as the primary decision-maker when needed.
 
The roles and responsibilities outlined in this document serve as a guideline to assist in the event planning, answer common questions, and provide clarification based on prior years’ experience and the current environment. Subcommittee chairs will work closely with the Executive Director to successfully deliver on the expectations. It is recommended that committee members review the SOP’s for all other areas in order to understand the full scope of the responsibilities. The Leadership Toolkit also serves as an important reference tool for this and other helpful information for volunteer leaders.
 
Subcommittee chairs have the flexibility to delegate tasks and manage their committees as needed. However, the expectation is that committees will remain one cohesive unit, and co-chairs will have regular communication and work together. This structure helps to maintain consistency, ensure ongoing communication, and utilize diverse perspectives and experiences. When needed, the Executive Director can provide input and examples to assist with delegation of tasks and distribution of duties to help ensure a manageable workload is maintained and volunteers are not overwhelmed.  

The Importance of SOP's and Policies from CSEA on Vimeo.
 


Conference Goals

  1. Strategic Alignment: Assist with achieving the overall strategic goals of the CSEA, as established 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.

  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 Conference Committee Responsibilities

In addition to the tasks outlined in this document, all committees are expected to do the following in order to support the conference planning process:

  • Read and understand the SOP’s, Conference Policies and Conference Timeline (provided separately), and ask for clarification when needed. Subcommittee chairs should ensure that all members of their subcommittee read and understand the SOP’s, and maintain an open line of communication with the Executive Director to ensure clarification is sought 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. 

  • Subcommittee chairs should attend regular conference team leadership calls and provide input into overall conference decisions. Maintain regular communication with the Executive Director in between calls to provide progress updates. Subcommittee chairs are responsible for hosting regular meetings and communications with their subcommittee and communicating the results from those meetings with the overall team.

  • Keep all conference planning documents in the shared committee folder in OneDrive (provided separately) to provide for ongoing access, historical continuity, and backup in case of data loss in other areas. Update the shared conference schedule document in Smartsheet with information on a regular basis.

  • Support the Marketing Committee’s efforts by inviting school and employer contacts to the conference and sharing information on social media.

  • In order 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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