Conference Volunteer Position Descriptions
SusTech Conference Organizing Committee Roles and Responsibilities
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|Establishes overall vision, strategy, planning and execution of the conference. Works with the conference advisory board to appoint positions on the Conference Committee, including Vice-Chair, Programs Chair, and Finance Chair. Works very closely with the conference committee leadership to ensure smooth and timely execution of responsibilities and duties for the conference, ensuring an appropriate distribution of responsibilities and a clear understanding of individual responsibilities.
|Works closely with the Chair and other committees and assists in performing key tasks and projects. Prepared to act in the Chair’s stead at short notice.
|Ensures that a well-balanced, high-quality program is organized, including excellent conference content, quality and number of speakers/author presenters, and content that is appropriate to the goals of the conference and that which supports student or local involvement in the conference.
|Ensures all financial, tax, and audit requirements are met. Requirements include establishing conference bank accounts, indirect tax, insurance and bonding, budget, expenses, financial reports, and conference closing. Also responsible for the final audit, if required.
|Plans and runs conference registration (both advance and on site) procedures and logistics, including handling of credit card fees, cancellation policy, and creation of name badges; or, it manages a registration-management company.
|Responsible for the coordination of production of conference content (e.g., papers from special tutorial sessions or colloquia, summaries of conference papers, programs, etc.) and serves as the point of contact for all IEEE Xplore® submission-related inquiries before and after the conference.
|Local Arrangements Chair
|Works with local vendors, management companies, the conference, and other committees in the planning of the conference space, including room set-up, hiring of entertainment, tours, and other local logistics.
|Oversees the content of the specific technical area and its organization, including acceptance of abstracts, monitoring and assisting in the paper review process, and ensure the on-site success of the track.
|Drives external fundraising and support for the conferences and workshops.
|Ensures proper handling of contracts, floor space, exhibitor registration, security, and other logistics; or, it manages an exhibits-management company.
|Ensures there is publicity that supports conference activities including attracting authors, attendees and media recognition. This includes both the production of and the distribution of calls for participation, publicity materials, photography and graphics, social media presence, and placement of conference news in distribution lists.
|Keynote/Plenary Speaker Chair
|Identifies, establishes contacts, and invites inspiring keynote speakers, and coordinates the execution.
|Technical Paper/Presentation Reviewer
|Provides written, fair, and constructive critique of the submitted conference papers/presentations on merits including composition, scientific accuracy, originality, and interest to the conference attendees/readers.
|Responsible for publishing content, website maintenance, streamlining layout, and increasing online presence.
|During the conference, help with setup of A/V, and any recording.
|Promote SusTech on social media, such as FaceBook, Twitter, LinkedIn, et al.
|Define your own role that is consistent with the goals of the conference, its successful execution, and your passions and skills.
Estimate of Time Commitments
|4-8 months in advance
|1-2 months leading to conference
|Chair, Vice Chair, Program Chair
|Finance Chair Sponsors/Grants, Publicity Chair, Exhibitor Chairs, Session/Track Chairs, Local Arrangements Chair, Registration Chair, Publications Chair, Keynote/Plenary Speaker Chair
|Technical Paper/Presentation Reviewer
|0-3 hr/week; 5-8 hr/week during abstract and paper reviews
|Social Media, General Volunteer
- SusTech Talk Mar. 2024 – Groundwater as a Rescue for Sustaining Agriculture with Farmer’s Decision
- SusTech 2024 Registration is now Open
- SusTech Talk Feb. 2024 – Harmony in the Digital Ecosystem: Nurturing Sustainability through Ubiquitous Computing
- Announcing Workshop on Roadmap to Low Carbon Emission Building Materials and Architecture
- SusTech 2024 Student Poster Contest