Washington-British Columbia Chapter of AFS

Information Management _LD

• The Information Management Subcommittee Chair, or his/her designee,
• Coordinates all activities that support on-site communication and information flow.
• The Chair will form subcommittees for the following activities:
  
  
  AV and Communications Subcommittee:
  • Solicit bids from AV contractors.  Work with Parent Society contract person (2011 Shawn Johnston) and Computer Subcommittee Chair for on-site AV and computer contract needs and negotiations.
  • The AV Subcommittee will ensure that all technical equipment is in place to support all sessions, including the plenary session, technical meetings, section business meetings, education sessions, and  social events
  • Itemize, procure, and make available all necessary AV equipment (e.g., microphones, pointers, screens, computers, projectors, etc.). Ensure that each speaker room is set up so that the presentation computer is on the podium.
  • Coordinate AV equipment needs and operations with Program Committee members, moderators, and session chairs both before and during the meeting.
  • Coordinate with Computer Support Subcommittee regarding laptop and computer needs to support AV.
  • Coordinate with Meeting Room Arrangement Committee for AV equipment needs for meetings outside the general technical sessions.
  • In coordination with Program Chair, develop the most efficient strategy for soliciting, collecting, and uploading presentations onto technical session computers.
  • Oversee on-line presentation submissions and on-site presentation submission. Ensure all presentations are loaded to session laptops for each technical session.
  • Oversee training, scheduling, and performance of all AV operators and student room assistants.
  • Coordinate with Volunteer Coordinator and Student Subcommittee Chair on the number of student and other volunteers needed.
  • Ensure that there is an efficient system for on-site communications among all committee members and volunteers. Work with the Volunteer Coordinator to gather the necessary information, such as cell phone numbers, to support this process.

  Computer Support Subcommittee:

  • Make sure an adequate number of computers with internet connections are available for use by meeting attendees in one or more “Internet Café” within the Trade Show and Poster area.
  • Work with AV & Communication Subcommittee Chair on computer needs for AV support.
  • Coordinate with AV & Communications Subcommittee Chair, Meeting Room Arrangements Subcommittee Chair, Trade Show Committee Chair to ensure wireless internet needs and availability
  • Work with the Meeting Room Arrangements Subcommittee to ensure that separate rooms, computers, and peripheral equipment are made available for speakers to review presentations, etc.
  • Work with the Meeting Room Arrangements Subcommittee to ensure that computers, printers, and internet connections are in good working order and available in the AFS office.
  • Assist in the monitoring and distribution of email, ftp sites, etc. as needed to support meeting organizers.

  Registration Liaison:

  • Serve as liaison to AFS staff, which will have primary responsibility for conference registration.
  • Communicate and coordinate with Chapter (WABC) and Division (WDAFS) secretary-treasurers
  • Coordinate with AFS registration staff to supply the correct time, place, furniture, and computers and/or outlets needed for registration.
  • Recruit, coordinate, and train additional volunteers needed for the registration table (beyond AFS staff).
  • Volunteers will assemble and distribute registration materials at the meeting.  Registration Volunteers serve as ushers at social events and prevent gate crashing.
  • Obtain pre-registration totals from AFS staff and communicate to LAC Committee members at frequent intervals.

  Information Booth Subcommittee:

  • Gather a variety of information about the local opportunities for tours, entertainment, sightseeing and dining to be used in the information Booth.
  • Set up and staff an Information Booth near the registration tables to supply attendees with a variety of information about direct shins, the conference, and local dining, entertainment, and sightseeing opportunities.
  • Recruit, coordinate, and train volunteers needed for the Information booth.
  • Coordinate with the Tours and Transportation Subcommittee to provide information on formal tours organized for the conference participants.
  • Maintain a message board near the registration table.