Committee: Annual Conference Committee (ACC)
Position: Co-Chair, Local Arrangements Team (LAT)
Term Dates: November 2021- May 2022
The two co-chairs of the Local Arrangements Team (LAT) play a critical role in recruiting and coordinating annual conference volunteers, managing on-site operations at the NAFSA Annual Conference & Expo, and creating excitement about the annual conference city. 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 and conference volunteers.
Position updated August 2022
NAFSA is not currently accepting applications for this position. Visit NAFSA Volunteer Leadership: Open Positions to learn about available opportunities.
Major Functions and Responsibilities
Within the framework of NAFSA's Strategic Plan, this position will:
- Work closely with ACC chair and NAFSA conference staff to ensure that the local arrangements team functions according to the vision and priorities of the ACC.
- Recruit team members to lead volunteer efforts prior to and during the conference for multiple areas supporting the annual conference under two categories: educational program execution and on-site operations management.
- Oversee all LAT team members, promote communication among team members, and ensure that they manage their on-site responsibilities effectively.
- Manage the on-site LAT office at the annual conference and ensure that volunteer hours are systematically and accurately recorded.
- Serve as a communication link between ACC, NAFSA staff, and LAT members, lead monthly meetings/conference calls of the LAT team, and participate in monthly calls of the ACC, beginning no later than the January preceding the conference.
- Write and submit a final report on each committee member’s activities to the NAFSA staff to assist in the planning of future conferences.
- Foster an inclusive environment in alignment with the NAFSA Diversity and Inclusion Statement below.
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.
Sample Projects or Responsibilities
- Recruit all LAT members.
- Oversee and direct the work of all LAT members.
- Organize and moderate all LAT meetings.
- Provide progress reports to NAFSA staff and ACC on a regular basis.
- Manage, with NAFSA staff, a 2022 LAT online workspace for LAT members.
- Review, follow, and abide by the LAT timeline established in conjunction with NAFSA staff and the conference chair.
- Inform all LAT members of conference policies.
- Collect and inform NAFSA conference staff regarding lodging requirements for LAT members during the conference.
- Request equipment and supplies needed for the LAT office on-site.
- Set up and manage the LAT office.
- Be available on-site to troubleshoot and resolve issues, in partnership with NAFSA staff and conference chair.
Commitment
- The co-chairs are appointed 7 to 8 months prior to the NAFSA annual conference. They are expected to attend the NAFSA 2023 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:
- November: recruit and appoint committee team members, attend a meeting of the ACC
- December: begin planning for the first full meeting of the LAT team
- Year Two:
- January–May: lead monthly meetings to ensure that all LAT members are ready for their responsibilities prior to and at the annual conference
- May: direct and manage all volunteer teams at the annual conference; commitment starting from May 27 until June 2
- June: prepare a report and submit it to NAFSA staff
- The work is largely conducted by conference calls 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 (2023) and for the subsequent annual conference (2024); lodging for the co-chairs is provided during conference week.
Qualifications
- Understanding of NAFSA annual conference programs, services, and attendees, gained through attendance at two or more previous NAFSA annual conferences and/or previous service on a conference planning committee
- Ability to recruit, lead, and motivate a large volunteer team
- Strong coordination, analytical, oral, and written communication skills including proficiency in using electronic tools of communication
- Ability and willingness to travel to conferences and meetings
- Residency in or near the conference host city, Washington, D.C.
- Detailed knowledge of the conference city and its cultural offerings
- Three or more years’ membership in NAFSA, and NAFSA membership throughout the length of volunteer service
