Conference Work Group

Purpose

The ACCT Conference Work Group (CWG) assists ACCT Staff with fulfilling the ACCT mission and building the ACCT brand through the annual international ACCT conference. The purpose of the CWG is to assist ACCT Staff in ensuring that the ACCT Annual Conference is well planned, organized and highly beneficial to attendees through year-round volunteer work.

Roles

_{*subject to change}

• Below are brief descriptions of the roles within the CWG. The descriptions and links to more in-depth descriptions are not exhaustive and are subject to change based upon the needs to plan and execute a successful event.
  • Conference Work Group Coordinator (1 - 3 ppl)
    • Tasks and projects as assigned covering all areas of the CWG.
  • Digital Coordinator (1 - 2 ppl)
    • Conference App/ Conference Photography / PR & Marketing Liaison on behalf of CWG / Conference Sponsorship Live Streams / On-site Conference Social Media Coverage/ Assist with Conference Website / Assist with Virtual Conference as Needed / Slideshows
  • Exhibit Hall | Special Projects  | Registration Coordinator (1 - 2 ppl)
    • Assist with on-site Exhibitor Logistics / Liaison between Show Decorator, ACCT Staff, & Service Crew
    • Auction / Olympics
    • Assist at Registration  logistics / Lead Service Crew Volunteers at Registration
    • Oversee CWG assisting at registration and provide staffing needs to SC to appropriately staff desk with Service Crew during peak times
    • Assist ACCT Staff and Service Crew with coordination of inventory, packing, and shipping from host location back to ACCT Storage
    • Receptions / décor
    • Networking Opportunities
  • Service Crew Coordinator (2 people)
    • Review / Screen SC applicants and conduct 1:1 calls with potential applicants
    • Coordinate SC Scheduling with the full CWG team in advance
    • Manage all aspects of Yellow Hat Team on-site and coordinate specific tasks with full CWG throughout the event starting with the Service Crew orientation
      • Set the tone for what it means to be an on-site volunteer
  • Workshop Coordinator (3 - 4 ppl) – 
    • Help support promotion of conference CEU’s / ICE CEU’s / OR CEU’s
    • Coordinate schedule for Pre-con / Post-con / Certifications
    • Presenter Communication & Support from submission to post-conference evaluation sharing
    • Coordination with Workshop Review Task Force (WRTF) for session evaluation vetting
    • Coordination of Session Selection
    • AV coordination for with AV provider for general workshop presenters
    • AV Assistance for Large Events (Opening / Awards
  • Secretary
    • This is a shared role which will be fulfilled by each CWG volunteer based upon the roster outlined in the CWG Shared Google Drive.
    • This role requires the volunteer to take minutes during the full CWG team call.
      • If a volunteer is unable to fulfill this duty when assigned, they must find another CWG volunteer to cover for them.
    • Secretary for brainstorming sessions should be identified at the beginning of each call and notes should be stored in the CWG Shared Google Drive.
  • Inventory / Shipping Coordination on-site
    • Someone from the CWG will be identified at the beginning of each planning cycle to support ACCT Staff in taking lead with the coordination of shipping and managing the conference inventory sheet for tracking purposes.
  • CWG On-site Schedule Creation
    • Two people will be identified at the beginning of each planning cycle to create a schedule for CWG members on-site to ensure complete logistical coverage. This will be reviewed by ACCT Staff / Conference Project Manager prior to being shared with the entire CWG.

Additional ACCT Conference Partners:

• GMI Worldwide: 3rd party contractor that assists with Site selection.
  • Work with ACCT Staff to secure future contracting for ACCT Events
• Independent Contractor: ACCT has from time to time hired independent contractors to work with ACCT Staff to manage various aspects of the ACCT conference. The Conference Project Manager reports to the ACCT Executive Director and supports the CWG with planning and on-site logistics. They collaborate closely with ACCT staff on all aspects of conference planning and execution.