(jobs listed in alphabetical order)
Consists of arriving at site by noon on Friday arrival date and welcoming all arrivals, providing organized information (signs, charts, sign up sheets) about where early arrivals, volunteers and conference participants can go, do, help. In charge of arrivals and helping with flow of registration from Friday noon until Saturday noon. General orientation of this person should be on welcoming arrivals and will work together with information person, parking, volunteer and conference coordinator to provide information and enthusiastic, positive welcome for incoming people.
Auctions, Donations and Charitable Giving Coordinator
In charge of getting donations for auctions (both live and silent) for conference scholarship fund-raising. Drafts a professional letter (see this example) requestiong donations, to be approved by conference coordinator/committee. See below for more details:
Auction (Both Live and Silent),
Contest prizes, Thank You Gifts
Consists of:
Consists of being the auctioneer for the live auction benefiting the AEOE Scholarship fund. Previews auction items and determines order of auction items (with Donations Coordinator), reviews prices and facts about each item. Auctions items off in an entertaining, positive, high-spirited way. Provides audience with information about how the auction benefits conference attendees and the history of the scholarship fund.
Consists of ultimately being responsible for all cash and the cash boxes containing cash going in and out at the conference, for keeping organized records and for making sure that AEOE's and its members cash is handled correctly, responsibly and immediately reported and handed over to AEOE's CFO.
Consists of coordinating clean up crew to clean up all aspects of the conference. May include collecting signs, recycling, lost and found items, other items and delivering them to the proper locations.
Consists of planning and delivering an inspirational and thematic closing ceremony including all conference participants. Closing ceremony is pre-planned and must be planned in coordination with conference coordinator.
In charge of the booth that helps give information, first aid and general assistance to attendees. This should be the place for messages, updates, a big announcement board for conference information, a big map of the site and schedule should be posted here as well. (you can get poster-sized pages from Kinko's of the site map, schedule, and workshop schedule for this area, then changes can be written right on them.) It's great to have someone on the Concierge table that is familiar with the site, since many questions may be of the "where's the bathroom" type! Have a supply of extra conference programs on hand.
Consists of making sure conference runs successfully, organizing all aspects of conference from booking the site, creating a conference budget, planning entertainment, keynotes and activities, coordinating workshops, creating a conference committee, registration and oversight of all volunteers assisting in these individual areas. Focuses on health and safety of all participants, communication of information, flow and timing of the weekend, activity oversight, theme and educational quality of conference. Includes follow-up such as finalizing contracts, thanking volunteers, keynotes, entertainers, workshop presenters, evaluating the conference and coordinating all records (including workshops, entertainment, schedule, program, contract, etc.) for giving to the next conference coordinator. See Michael Charnofsky's Conference Coordination Manual for much greater detail! (48 pages, in PDF - 464K).
Conference Program and Registration Packet
Consists of working with conference coordinator to create a timeline and plan to get information to include in newsletter registration packet and conference program. Also must coordinate with webmaster to post information in a timely manner and newsletter people to send out information in newsletter. Creates registration packet and conference program on the computer including events, workshops, schedule, map, etc., sends it to conference coordinator for review and edits. Gets final copy of program printed and brings to conference site to hand out to participants.
Consists of working with conference coordinator, site and COSA leadership to facilitate COSA member attendance at the conference. Can include communication with conference coordinator, board members, COSA leadership and requires providing information regarding COSA prices, lodging, COSA registration, etc.
Entertainment Coordinator/Entertainment Team Member(s)
Consists of coordinating musical guests. In advance of conference (preferably 1 year in advance), identify list of possible musical acts and ok list with conference coordinator. Contact and contract with musical guest(s) for conference performance(s) with the assistance of conference coordinator (cc). Keep cc informed about decisions, deadlines and confirmation of musical guests so that announcements can go out in newsletters as far in advance as possible. Supervise limited budget for musical guests and needed supplies in coordination with conference coordinator. Coordinate travel, arrival, housing, food and other details/needs of musical guests. Greet, guide and provide information (regarding AEOE, etc) to musical guests upon their arrival to the conference (may be delegated to a volunteer). Introduce/MC performances. Follow up with guests after performance(s) and assist with departure / conference participation needs. Follow up after conference regarding thank you / appreciation / contract completion. Provide cc with records of what you did in order to pass along to the next Entertainment Coordinator.
Consists of preparing a conference evaluation and half page workshop evaluations in advance of the conference and ok'ing them with the conference coordinator, running proper amount of copies and bringing them physically to the conference and evaluation site. Coordinates announcements and time for evaluation filling out and collection (may be done with volunteers). Responsible for taking evaluations, summarizing information and presenting it to the conference coordinator for presentation to the AEOE board within one month after the conference.
Consists of planning evening activities not including the Friday and Saturday night bands. Works closely with Entertainment Coordinator and conference coordinator to assess, plan and deliver evening activities that include the most participants possible. Includes planning, preparing, MC'ing and cleaning up from activities. Past activities have included astronomy sessions, skit/talent contest. Also includes working with conference coordinator/donations coordinator to procure prizes, if any are necessary, for skit/talent contest. Suggestions are Friday night astronomy program, bats, other night program and Saturday night skit/talent night possibly concurrent with story/song-sharing, other at campfire.
Consists of working with conference coordinator to provide a place at the conference where participants can get help in case they have an emergency or health and safety crisis. Includes working with volunteer coordinator to create schedule of volunteers peopling the station, providing volunteers with information to provide to participants and creating/communicating a plan for reaching conference coordinator, site coordinator and emergency services in case it is needed. Includes planning on method for providing information to participants on where to go in case of emergency.
Consists of making sure the conference has a low environmental impact and that AEOE is role-modeling sustainability in our conferences. In charge of recycling, compost, waste reduction, appropriate materials use (recycled, reusable, etc), acquiring sources for organic, preferably local sources of food and beverages, and working with site coordinator and sign people to get the word out about green practices.
Consists of working with conference coordinator, pre-registration coordinator and facility to make sure members get the housing they request on their registration forms. Creates or uses existing housing forms to get accurate picture of conference attendance and who is staying in dormitory, camping and private housing. Prepares housing forms and supplies (tape, pencils, etc.), brings it to conference and works table (or trains volunteers to do so) where members will sign up for which dorms they are staying in. Arrives before 5pm registration opens to deliver supplies, prepare housing signup. Helps conference coordinator with totals for housing bill (since each housing option is a different price).
Standard deadline for nominations is March 1st of each year. Nominations are kept on file for 3 years for future consideration. Currently the State Coordinating Secretary is responsible for collecting the nominations and presenting them to the state board for a vote, which needs to happen in time for the person in charge of the physical award (currently the historian), to get the award engraved with the winner's name. In charge of presenting, or delegating someone to present, the award at the conference. Click here for more information
Information Table/Information Board - see Concierge Table, above
Pre-Conference: Works with site liaison, workshop coordinator, and conference coordinator to arrange appropriate space for job fair and get tables or other equipment as needed; Publicizes Job Fair on Website, in Conference Registration/Information packet, and directly with Institutional Members; Works with sign crew to make sure Job Fair location is well-signed; works with conference coordinator to make sure there is appropriate time in the schedule for employers to be there to talk with prospective employees. Publicize also to job-seekers - encourage them to bring resumes to conference and to attend job fair!
On-Site: makes sure room/area is set up with appropriate number and arrangement of tables, reserves spaces for job fair participants, makes sure signs are up, makes sure concierge/information/registration folks know where it is to direct people, checks in with participants to see if they have any needs.
Ideas: have sign up sheets for meeting times for each employer if there isn't much time in the schedule, have resume drop off locations for each employer
Consists of all aspects of identifying, obtaining, coordinating keynote speaker(s). Includes communicating about what AEOE is and what the intention of this conference/conference theme is about, negotiating price (in coordination with conference coordinators), ordering and delivering payments, meeting, greeting and accompanying the keynote during the conference, introducing the keynote effectively, planning for and supplying them with what they need during the conference and making sure that their keynote goes smoothly. Any of the above may be done by a crew of volunteers but the coordinators need to make sure it all happens correctly.
Legal Stuff: Don't forget to get a temporary sales permit from the State Board of Equalization for the days of the conference when merchandise will be sold. Keep careful records of sales for the CFO to turn in with the taxes on sales.
Tee shirt design: we have used volunteer artists that are AEOE members and also worked with graphic designers. Best to get this design done early so it can be used as a conference logo in publicity, and the tee shirt can be pre-ordered in the conference registration packet.
Other merchandise design: we have several eps graphics of logos that have been used on AEOE merchandise available for download by the companies producing the mugs, frisbees, pencils, totebags, etc.
Materials: We always choose organic, recycled, "green" materials for merchandise, and try to focus on useful, re-usable items! In the paste have used Patagonia's Beneficial Ts and American Apparel for organic cotton tee shirts, Recycled Flier Frisbees, recycled money and denim mugs and pencils. We also sell water bottles and mugs so folks can avoid using throw-away cups and bottles.
Ordering/Pre-ordering: it is definitely best to have the tee shirt design and colors ready for the conference registration form so people can pre-order their tee shirts. This is a big job - keeping track of how many in what colors and sizes, and some companies, such as Patagonia's Beneficial Ts, have minimum orders of 12 per size.
For general merchadise that is not conference-specific, the only limit on ordering is where to store the extras, since they can be sold at future conferences, and also transferring the extras from north to south and back again. When ordering a new item, be a little conservative, as we may find it is not as popular as we hoped, or have other problems, such as the excessive packaging and quality issues on the carabiner mugs. If they are great, we can always order more for next time.
Ideas for merchandise: Journal style notebooks with the conference logo! They could be in recycled or tree-free paper, and people could take workshop notes with them and use them as a teaching journal in the coming year!
Keynote Books: We have worked directly with publishers to sell books by keynote speakers in the past, which helps offset the cost of keynote speakers. This worked especially well with Byrd Baylor, and we arranged time for her to sign her books during the conference as well. Each publisher will have different guidelines, but in general, we order books wholesale and sell for retail, keep careful records for taxes (see above), and you can return ship the books you don't sell.
Consists of designing, printing and creating nametags for all conference participants. Includes getting existing AEOE nametag holders from previous nametag person or buying new nametag holders and bringing them and the nametags to the conference. Also includes working with conference coordinator to make sure what information must be included on the nametag (sometimes a registration number is used for identifying members and other times it is not). Includes organizing a system of handing out and collecting nametags and holders at the beginning and end of the conference.
Works with sign people and volunteers to make sure parking happens safely and correctly.
Photography Contest Coordinator
Develops idea for photography contest including categories, prizes and publicity. Writes a paragraph announcing contest and submits it to conference coordinator for inclusion in newsletter and on website. Paragraph includes rules about submission, where to submit photos (at conference). Coordinates with conference coordinator where to have photos submitted on site and is in charge of hanging/placing them on a display, choosing a time to judge them, announcing winners, returning photos to owners and awarding prizes. Is in charge of getting prizes donated for photo contest winner (in coordination with coordinators).
Consists of working with conference organizers and a credit-giving institution in order to offer university credit for conference attendance. Includes all aspects of completing paperwork, payments, coordinating with conference coordinator and university, providing announcement information on registration materials and on the website so that members can sign up and pay for credit. Includes working with AEOE CFO to coordinate payment. Usually includes giving a phone number or email address for members to contact you with questions. Includes following up with payments, etc. in order to finalize credits after the conference.
Consists of creating a publicity plan including web information, personal contacts and other methods of publicity in order to reach as many outdoor and environmental educators as possible. Includes identifying groups of special interest in order to invite their attendance at the conference as well as working with conference coordinators and scholarship coordinator in order to publicize scholarships to targeted groups.
Provides radios for volunteers during conference and helps maintain and train volunteers to their use
Consists of welcoming and checking in attendees upon their arrival. May involve training volunteers to assist with this process. Includes taking payments, checking membership updates and coordinating all aspects of on site registration. Head registrar will need to bring blank registration sheets for on-site registration. Will need to know total registered in order to know how many more can register. Will also need to know housing details and how many dorm and non-dorm spaces available in order to tell walk-ins what their options are. Arrive by 3pm on Friday and coordinate setup of registration tables.
Consists of identifying amount of scholarships available in advance and creating a plan for the disbursement of those scholarships. Will work with the conference coordinators and publicity coordinators to promote knowledge of scholarship program. Includes writing an announcement for inclusion on the registration packet and on the website detailing how to apply and how applicants will be chosen for the scholarships (must include that scholarships will not cover membership fees).
Create and post signs to assist attendees in getting where they need to and getting information during the conference. Also includes collecting and disposing of the signs after the conference.
Works with site director to make sure all is running smoothly and all questions get answered. Main concern is health and safety.
Stewardship/Restoration Project - David Berman
Tee Shirts - see Merchandise, above
Assists in advance and during conference in helping get people to the conference that need a ride. Will be listed as transportation coordinator in registration packet and on website. Sometimes includes driving to the airport to pick someone up or coordinating others to bring or take people to the airport. Also includes getting drivers to carpool or pick up others along their route. This person needs transportation and needs to be able to drive others.
Consists of planning with conference coordinators and site in order to bring vendor(s) to the conference. Includes contacting vendors, assisting them with where they will setup, rain contingency plans, any liability issues and which vendors will be invited/allowed.
Volunteer Coordinator before conference
Consists of collecting a crew of volunteers before the conference who will help before, during and after the conference at the site, setting up, helping presenters, meals and events, and cleanup at the end of the conference. Will be asked to be a phone or email contact on the website and in registration packet and to help plan how to use volunteers during the weekend. Also will create a way to thank volunteers with a gift/card/etc.
Will work with before conference coordinator to coordinate volunteers at the conference.
Website Publicity and Web Conference Registration Information and Program
Publicizes conference and conference details on the website. Takes all information and creates a user-friendly web program for interested attendees and those considering coming to the conference.
Coordinates with conference coordinators to create plan for workshops including how workshops will express conference theme, strands and methods to deliver the best quality workshops possible. Creates workshop presenter application and works with conference coordinators regarding deadlines for applications. Targets known quality presenters in order to invite them to share their expertise. Creates opportunity for new and fledgling presenters to create and deliver quality workshops. Works with conference team to choose length, timing and number of workshops offered. Acts as contact for presenter applications and creates system to judge and accept/deny applicants and a method for communicating this message. Acts as liaison with accepted presenters in order to create a smooth and informed presenter arrival, presentation and departure for all presenters. Creates a method for delivering evaluation information after the workshop and a thank you to every presenter. Keeps written record of what they have done as coordinator in order to pass it on to the future workshop coordinator. Keeps written record of all presenters and any feedback that should be passed on regarding the presenters or regarding workshop coordination.
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