Committee: Annual Conference Committee (ACC)
Position: Co-Chair, Local Arrangements Team (LAT)
Term Dates: October 2019 - May 2020

The two co-chairs of the Local Arrangements Team (LAT) play a critical role in creating excitement about the annual conference city, recruiting and coordinating volunteers, and managing on-site operations at the NAFSA Annual Conference & Expo. As members of the Annual Conference Committee (ACC), the co-chairs bring information regarding the conference site into the overall planning process and serve as the communication link between the ACC and their team members.

Position updated July 2019

Applications are not currently being accepted.
Major Functions and Responsibilities
  • Work closely with ACC chair and NAFSA conference department staff to ensure that the local arrangements functions are accomplished in keeping with the vision of the ACC.
  • Recruit team members to lead volunteer efforts prior to and on site at the conference, including collecting session attendance; managing and staffing the Conference Information and Hospitality Center; supporting the poster fair area; organizing conference volunteers for multiple areas of annual conference; developing the hospitality resource book; and other volunteer efforts as necessary.
  • Oversee all LAT team members, promote communication among team members, and ensure that they manage their on-site responsibilities effectively.
  • Ensure that on-site volunteer hours are systematically and accurately recorded.
  • Serve as communication link between ACC, NAFSA staff, and LAT members, including monthly meetings/conference calls of the LAT team, beginning no later than the January preceding the conference.
  • Write and submit a final report on each committee member’s activities to the NAFSA conference department to assist in the planning of future conferences.
  • Perform key position tasks listed in the addendum on page 3.

Addendum

Co-Chair, Local Arrangements Team, Annual Conference Committee

Key Tasks

  • Work with the other LAT co-chair to ensure local arrangements planning and communications with ACC, NAFSA staff and volunteers are clear.
  • Review LAT job descriptions and last year’s reports and discuss responsibilities with the ACC chair and conference department staff.
  • Manage an LAT online group work space for discussions with committee members.
  • Set and lead meetings of team members at key points in the planning cycle to ensure that they are on track.
  • Ensure that the team follows the planning timeline established by the staff.
  • Ensure that a system for tracking volunteer hours on site is in place.
  • Provide periodic reports to the ACC chair.
  • Consult with conference staff regularly to clarify plans and processes.
  • Inform the team members of conference policies.
  • Inform the conference staff regarding lodging requirements for LAT members during the conference.
  • Manage a small budget to pay for meeting and other expenses.
  • Request equipment and supplies needed for the LAT office on site. On Site at the Annual Conference
  • Set up LAT office on site (usually the day before registration opens).
  • Oversee the work of the team members to ensure tasks are completed.
  • Oversee the system for tracking volunteer hours.

All NAFSA leaders are expected to foster an inclusive environment and seek to learn and understand the multicultural perspectives of the committee/team, our constituents, and stakeholders to align with the NAFSA Diversity and Inclusion Statement. An expression of leadership in this area includes:

  • Engaging the committee/team to identify and implement strategies for increased personal outreach, recruitment, and onboarding for all, especially diversity-focused and underrepresented groups
  • Increasing accessibility and participation from underrepresented groups, individuals, and institutions
  • Expanding educational content within the committees’ purview through intentional outreach and recruitment of diverse presenters and institutional types in partnership with various NAFSA groups

 
NAFSA: Association of International Educators is a professional association driven by its Strategic Plan as established by the Board of Directors.  The success of the association depends on the productive engagement of three key constituencies: the Board, member-leaders, and staff.  Member-leaders are advocates for the association’s mission, vision, values, diversity and inclusion, and ethical principles. They align their work closely with the Board through its vice presidents and with staff to carry out the Strategic Plan. Member-leader roles are guided by objectives assigned by the Strategic Plan, by outcome accountabilities outlined in the Standing Rules, and by position descriptions for specific roles.

Relationships

Relationships with Other Members

This position collaborates closely with other NAFSA leaders to enhance work efforts across the association.

Relationships with the NAFSA Staff

The co-chairs work closely in a member-staff partnership, primarily with the director of meeting planning and services. This is a collaborative relationship, maximizing and leveraging the skills and time of both staff and the co-chairs. The staff liaisons are the main points of contact between this position and all other departments within the NAFSA office and help bring their resources and expertise to bear on specific projects. Effective relationships reflect and include responsiveness to phone calls, email correspondence, timely delivery on responsibilities, open communication, and mutual respect among other characteristics.

Commitment
  • The co-chairs are appointed 8 to 10 months prior to the 2020 NAFSA Annual Conference. They are expected to attend a portion of the fall ACC meeting in October 2019, as well as the 2020 NAFSA Annual Conference.
  • On average, 5 hours per month will be needed to complete the ongoing work, except in the months just prior to the conference when more work is required. The heaviest periods of work will occur in: Year One:
  • October: attend a portion of the ACC meeting
  • November: appoint committee team members
  • December: begin planning for first full meeting of LAT team Year Two:
  • January–May: meet monthly to ensure that all LAT members are ready for their responsibilities prior to and at the annual conference
  • May: direct volunteer teams at the annual conference
  • June: prepare report and submit to NAFSA staff
  • The work is largely conducted by conference call and email. Timely responses to requests for assistance and information, as well as meeting deadlines, are essential aspects of the co-chairs’ responsibilities.
  • Conference registration fees are waived for the conference that the co-chairs help plan and lodging for the co-chairs is provided. A budget for other LAT meeting expenses is provided as well.
  • NAFSA also provides complimentary registration for the entire team for the subsequent annual conference (nontransferable).
Qualifications
  • The work is largely conducted by conference call and email. Timely responses to requests for assistance and information, as well as meeting deadlines, are essential aspects of the co-chairs’ responsibilities.
  • Conference registration fees are waived for the conference that the co-chairs help plan and lodging for the co-chairs is provided. A budget for other LAT meeting expenses is provided as well.
  • NAFSA also provides complimentary registration for the entire team for the subsequent annual conference (nontransferable).