2018-2019 NIRSA Board Appointed Committee Charges
2019 Annual Conference Program Committee
NIRSA Annual Conference & Campus Rec and Wellness Expo
Based on an agreed upon plan and process with the Professional Development Department, the committee contributes to the development of all educational components of the event. It is expected that members of this committee attend the Annual Conference with institutional or other financial support.
The NIRSA Annual Conference & Campus Rec and Wellness Expo is one of several learning events within the Association’s portfolio. To plan and execute relevant and transformational educational experiences for members, NIRSA relies on the engagement of our members to serve as subject matter experts and to provide event planning support. Members of the Annual Conference Program Committee specifically serve to support the development and execution of the Annual Conference’s education plan.
NIRSA’s mission, vision, and strategic values guide the “how” and “why” for our professional development offerings, networking opportunities, and resources, as well as all strategic priorities. NIRSA committees are expected to fulfill their charges, operate the committee, and make decisions and recommendations consistent with NIRSA’s values and in support of NIRSA’s mission, vision, and strategic priorities.
Additional charges may be presented to the committee, or by the committee, during the year as new initiatives arise
Overview of Charges
PRE-PLANNING (12-24 months out from event date)
- Chair will attend appropriate face to face and teleconference meetings to exchange information at various stages in the process and as needed based on issues. This includes monthly program committee chair meetings, and conference logistical meetings closer to the event. Please refer to annual work plan schedule for an overview of chair responsibilities
- Committee members will attend a committee orientation videoconference as well as any meetings called by the Conference Chair or subcommittee chairs.
- Assess needs for Annual Conference Program by reviewing conference evaluations and getting feedback from chair team and committee members.
- Establish working protocol and distribution of work interest areas for operations of the program committee.
- Based on direction from the NIRSA Board, implement any recommended topic or competency areas based on the Association’s education priorities, strategic value areas, or emerging issues.
- Define process for recruitment of preconference workshops via the proposal process or solicitation.
- Work with NIRSA HQ to establish time and space needs for each of the preconference workshops.
- Work with NIRSA HQ to ensure preconference workshops have completed and submitted program forms within the established deadlines.
- Work with preconference coordinators to assist in securing any invited speakers.
- Committee members will serve as reviewers during review process.
- Liaise with NIRSA HQ staff regarding content of online proposal form for education sessions and poster presentations.
- Ask Communities of Practice (COP) Conveners to encourage through their discussion groups, submissions of proposals. Work with NIRSA HQ and convener of COPs to identify active discussion contributors to assist in reviewing proposals in their COP area.
- Recruit quality presenters across all competency and topic areas through personal contact.
- Recruit, through the Communities of Practice and other appropriate NIRSA stakeholder/leadership groups, teams to serve as peer reviewers. Peer reviewers are expected to provide constructive critique of and rank the presentation proposals.
- Review all recruited and submitted proposals and their rankings from the review teams and select those to be included in the conference program. Forward the accepted and declined lists in accordance with established deadlines.
- Recruit additional presenters for areas that may be in need of more content after educational session proposal deadline.
- Serves as advisory group to NIRSA HQ staff regarding the overall conference schedule; serve in an advisory role as NIRSA HQ slots sessions into the daily presentation “grid” of rooms/times.
- Determine which sessions have a need for a session host ,design and execute session host recruitment plan; schedule and confirm monitor schedule; manage all communication with session host team prior to the event and on-site.
- Review responsibilities of session host and update annually.
- 2019 Chair to travel to and participate in site planning meetings with NIRSA HQ staff.
KEYNOTE AND INVITED SPEAKERS
- Review possible presenter materials and conduct research regarding potential keynote and other invited speakers.
- Make recommendations to NIRSA HQ staff within budget parameters for keynote and other invited speakers.
- Remain in communication with NIRSA HQ staff relative to securing invited speakers and budget status in accordance with established deadlines and logistical paperwork.
- Engage with paid speakers for the purpose of educating them on campus recreation departments and professional/student staff so they can tailor their presentations to our audience. A designated member of the Program Committee is to serve as on-site host at conference—greeting the speaker, making sure they get set up in presentation room.
- Liaise with NIRSA HQ staff regarding content of poster presentation proposal form.
- Liaise with COP Conveners and colleagues to recruit proposal submissions.
- Review submitted proposals and select those to be included in the program; forward accepted and declined lists to NIRSA HQ staff. This may be done with a review team selected by the Program Committee Chair or Committee.
- Assign a committee member to work with the poster presenters at the Annual Conference during set-up and take-down.
VOLUNTEER COORDINATION & MANAGEMENT
The Program Committee is responsible for recruiting, coordinating, and serving as on -site contact for volunteers serving in the roles below. Program Committee Chair will appoint 1-2 committee members to oversee the execution of following charges:
- Session Hosts -Program Committee will recruit and assign sufficient number of volunteers to serve as session hosts
- NIRSA Education Table –Members of the Program Committee will serve as volunteers at the NIRSA Education table.
Engage in a debrief meeting to review evaluation, providing feedback to the Chair to include in their debrief document. The Chair is responsible for submitting an committee report making any recommendations to processes and content development for future events (due April).
What have you experienced at other conferences that you have liked? What could we do to make NIRSA learning events more engaging/efficient/transformational?
During their term of service, members of the Conference Program Committee are encouraged to explore and share new ideas with the group to consider. While it may not always be possible to fully take action on new ideas during the current event year of one’s service, your thoughts and proposals could spark long term innovation.
Professional Involvement Credit Value (PIC):
Please consult the Professional Involvement Credit Value Chart
Program Committee Chair Charges
The Program Committee Chair is critical to a successful Annual Conference. It is a three- year position, consisting of a year The Annual Conference Chair is responsible for coordinating the work of the Annual Conference Program Committee.
- Ensuring excellence in the Annual Conference Program offerings by accommodating NIRSA’s strategic goals, higher education elements, and professional core competencies with input from Program Committee, Host Committee, NIRSA Board of Directors, and NIRSA HQ staff.
- Works with the NIRSA Professional Development staff to make recommendations to the overall conference content.
- Coordinates committee work to ensure Annual Conference timelines are met.
- Supports promotional efforts to drive conference attendance
Committee Annual Workplan
*timeline is subject to modification, but it is intended to provide an overview of the committee’s work schedule
12-18 months prior to event date
Program Chair is responsible for convening committee members to:
Research and create content strategy and areas of focus for the event
- Review and become familiar with NIRSA Core Competency areas.
- Research possible guest speakers.
- Determine educational session proposal review process.
- Actively recruit proposals for preconference workshops, educational sessions, and poster presentations
- Create and develop charges for related subcommittees and work groups
6-12 months prior to the event date
During this period of time, the Program Chair is responsible for guiding the work of committee members to:
- Successfully review and select preconference workshops, educational sessions, and poster presentations.
- Recruit volunteer writers from NIRSA membership to submit articles to NIRSA Headquarters to use in the promotion of the 2018 Annual Conference
3-6 months prior to event date
During this period of time, the Program Committee Chair works collaboratively with NIRSA’s Director of Professional Development to refine content and determine final educational content schedule for the conference.
1-3 months prior to event date
During this period of time, the Program Chair is responsible for convening Program Committee members to:
- Recruit and schedule session hosts for the Annual Conference
- Coordinate and staff the conference program table at the Annual Conference
1-3 months post event date
During this period of time, the Program Chair works collaboratively with NIRSA’s Professional Development staff to review event evaluations.