Programs

• Research speakers and topics for the conference sessions. The committee typically brainstorms ideas together, and then individual committee members follow up on the speakers/topics the committee agrees on. Note that speakers and topics need to be approved by the Executive Director and Board Liaison to the conference to ensure the organizational needs are met and to avoid duplication with other events. For concurrent breakout sessions, a Call for Programs can be conducted to solicit ideas from the membership if needed (see below for additional information about that process). All speakers, topics and roles should be relevant to the MBA CSEA membership.
• Session formats are as follows:
  • Plenary sessions (standalone sessions that do not have other sessions taking place at the same time)
    • Keynote speakers - an invited speaker on the main stage/room speaking to all conference participants; an expert in their field who is not eligible for membership (including school, employer or affiliate membership). Keynote speakers are typically paid, but that is not the only qualifying criteria. Topics are strategic in nature and relevant to both employers and schools, MBAs and specialty masters.
    • Plenary speakers - ann invited speaker on the main stage/room speaking to all conference participants; an expert in their field who is not eligible for membership (including school, employer or affiliate membership). Plenary speakers are typically not paid. Topics are strategic in nature and relevant to both employers and schools, MBAs and specialty masters. Examples of plenary speakers may be a faculty member or dean from a member school, or an HR executive or Vice President from a member company.
    • Panels - multiple speakers per session, with a moderator who is sometimes the committee member who organizes the session. Panelists are not paid.
    • Fireside chat - a moderator interviews one or more experts in a structured Q&A format, opening up for questions from the participants as desired. Fireside chat participants are not paid.
  • Concurrent sessions  (sessions that take place at the same time as other sessions
    • Breakout sessions - these can be single speakers or panels, depending on what works best with the topic. Breakout sessions will be limited to 4 - 5 max for this conference, given the typical attendance numbers and virtual atmosphere. Topics for these sessions do not need to appeal to all members, since they will have other sessions going on at the same time. They can appeal to just a subset of the membership, such as directors, employers, career coaches, etc.
    • Facilitated round tables - opportunities for participants to discuss a topic of interest without a formal presentation or firm structure. A faciliator is selected who has strong knowledge about the subject area, and participants are encouraged to come with questions and topics to discuss.
    • Other formats can be considered based on committee feedback and technology platform capabilities.
  • Note that affiliate members (vendors) must co-present with a school or employer member in order to present in any session. They are also not able to present a session to the full assembly (plenary). They can only present a concurrent breakout session. This is to ensure that all vendors are treated fairly and to avoid conflict with other financial supporters.
• Speakers should be selected using the following criteria:
  • Experience presenting in a virtual environment with a high level of interactivity (particularly for keynotes and others who are presenting to the full assembly)
  • High comfort level with technology and virtual engagement activities.
  • Flexible and able to pivot the topic if a change is needed based on the current landscape and expectec uncertainty.
  • Pricing is affordable for a limited budget (for keynotes).
  • Strong knowledge of the business school, recruiting, and career services industries.
• Topics should be selected using the following criteria:
  • Relevant to meeting the needs of MBA CSEA's diverse global membership
  • Keeping in mind all functional areas within the membership:
    • employers
    • career center leaders
    • coaches
    • employer relations
    • specialty masters
    • working profesional MBA's
    • new and seasoned professionals
  • Special focus on the current landscape, while being broad enough to be applicable at the time when the conference takes place
• Other factors to consider when putting together the program:
  • Ideally, no more than one session would involve one particular vendor or speaker.
  • Sessions should not focus on a particular product or service. Examples can be mentioned when talking about tools or resources in general, but a session can't focus on one product. Demos of products should not be done during any session. This puts MBA CSEA in a difficult position with an implied endorsement of the product.
• If needed, proposals for concurrent breakout sessions can be soliciated via a Call for Proposals to the membership. The Executive Director will send the information and inform the committee about submissions received. The committee will select speakers and topics based on the criteria above and inform all submitters about decisions. Templates are used for these communications. The Executive Director will also provide factors to assist with making the decision. The process used for in-person conferences can be used as a reference for how the proposals are selected, with modifications made based on the current environment.
• Once the speakers are confirmed, work with the speaker(s) to plan the session. Discuss the organization’s needs and desired topic with the speakers. Coordinate the contract and payment process with the speaker (if needed) and send to the Executive Director for review and approval. See the Conference Contacts document for items needed in a contract. Note that arrangements must be confirmed with the speakers in writing (email is okay) in order to avoid confusion or miscommunication.
• Obtain the following information for promotions:
  • Speaker 100-word bio and picture (for keynote speakers only)
  • Speaker job title(s) and organization(s)
  • Session title
  • Session description (2 - 3 sentences that describes what they will talk about)
• Schedule a phone call with the speaker and/or panelists in advance to discuss the specifics and questions that will be asked. If the committee member is not the session moderator, the moderator can do this as long as the committee members confirms that it takes place.
• Work with the Executive Director to ensure the speaker(s) are registered for the conference. The ED can provide information about the registration process, depending on the type of speaker they are.
• Speaker outreach best practices:
  • Templates are provided in OneDrive to assist with outreach.
  • Make sure it's clear what type of obligation we are asking the speaker for (are they the primary presenter, a panelist, etc.).
  • Discuss the registration arrangements with the Executive Director in advance to ensure there is agreement about whether the speaker will be paid or if they will be expected to register.
  • Generally, only one ask is made of a potential speaker at a time, with a deadline for the requested response. This helps maintain a positive reputation for the organization and avoids an uncomfortable situation if more than one speaker confirms for the same spot.