The Annual Meeting Planning Team (AMPT) are volunteers who are responsible for directing the attendee experience associated with the AFA Annual Meeting, including creating learning opportunities that engage members, supporting the AFA Core Competencies for Excellence in the Profession, providing networking opportunities, and supporting association initiatives.
Annual Meeting Planning Team Volunteer Opportunities:
The Association’s Graduate Student and New Professional Programs Committee will be responsible for directing the graduate student/new professionals experience for the Association, including creating learning opportunities that engage graduate and new professional members while supporting the AFA Core Competencies.
Committee Priorities:
- To plan and execute graduate student and new professional programs at the Annual Meeting, including but not limited to: Order of Omega Case Study Competition, Guobadia Graduate Student and New Professional Intensive, and Project Job Search.
Responsibilities:
Responsibilities of AFA’s volunteer committees are grouped into two categories: strategy and execution. Responsibilities of the Graduate Student & New Professional Programs Committee will be low in strategy and moderate in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- Assist with identifying and assessing opportunities to integrate graduate student and new professional programs into the overall member experience for the Association, while considering capacity and resourcing
- Provide recommendations for facilitators/presenters for Graduate Student and New Professional programs
Execution Responsibilities
- Participate in a minimum of monthly meetings (or more frequently as needed) led by the chair.
- Implement the Guobadia Graduate Student and New Professionals Intensive session in conjunction with AFA staff.
- Coordinate the Order of Omega Case Study Competition, in conjunction with Order of Omega and AFA staff, including the Case Study Orientation session for registered participants.
- Update Project Job Search program materials and curriculum to reflect needs of current graduate students and new professionals and source subject matter experts (SMEs) to assist with facilitating the program.
- Coordinate the on-site execution of graduate student and new professional programs, with support from AFA staff.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications:
- Members should have a desire to enhance the graduate student and new professional experience in the Association.
- Experience with program development and project management for a large-scale event with multiple priorities is preferred.
- Previous experience being a graduate student or working with and/or supervising graduate students is beneficial.
Commitment Required:
- Committee members can expect to spend 1-3 hours per week on committee activities.
Note: This time commitment may vary throughout the year and will increase in the weeks/months leading up to the Annual Meeting.
Graduate Staff is an essential part of the staffing model for the Annual Meeting. Graduate Staff members provide much of the on-site support to the AFA Staff, the Annual Meeting Planning Team, and other Annual Meeting volunteers to deliver an excellent experience for conference attendees.
The Graduate Staff coordinator is responsible for the selection, training, and on-site execution of team responsibilities.
Coordinator Priorities:
- To coordinate the selection and training of Graduate Staff members
- To provide on-site support and supervision of Graduate Staff members
Responsibilities:
Responsibilities of AFA’s volunteer roles are grouped into two categories: strategy and execution. Responsibilities of the Graduate Staff Coordinator will be moderate in strategy and high in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- In collaboration with Central Office staff, develop clear and compelling communications to recruit applicants for the Graduate Staff.
- Plan the training of Graduate Staff to adequately prepare them for their roles on-site at the Annual Meeting.
- Collect tasks and responsibilities with which Graduate Staff can assist and schedule staff appropriately to maximize effectiveness and efficiency.
Execution Responsibilities
- Facilitate the selection of the Graduate Staff team by organizing applications, recruiting reviewers, compiling reviewer feedback, and making selection decisions in collaboration with the Central Office.
- Provide front line customer service to conference attendees.
- Assist with on-site office operations for the Annual Meeting, including educational program and registration logistics.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications:
- The Graduate Staff Coordinator must be a professional, graduate, affiliate, or emeritus member of the association.
- A desire to enhance the attendee experience and a strong commitment to creating an inclusive experience for all AFA Annual Meeting attendees.
- Previous experience working with and/or supervising graduate students is preferred.
- Experience with program development and project management for a large-scale event with multiple priorities is preferred.
- Previous experience as an Annual Meeting Planning Team member is preferred.
Commitment Required
- Monthly committee calls.
- Six months prior to the Annual Meeting, minimum of 5 hours per work.
Note: This time commitment may vary throughout the year and will increase in the weeks/months leading up to the Annual Meeting.
The Association’s Exchange Committee will be responsible for directing The Exchange at the AFA Annual Meeting. This includes the planning and execution of The Exchange in alignment with Association initiatives and goals.
Committee Priorities
- To plan and facilitate The Exchange for the purpose of providing Annual Meeting attendees the opportunity to connect and collaborate in mutually beneficial ways with partners in the fraternity/sorority profession.
Responsibilities
- Participate in a minimum of bi-monthly meetings (or more frequently as needed) led by the coordinator.
- Develop and share resources to guide partners in understanding the purpose of and engaging with others through The Exchange.
- Facilitate outreach to partners in the fraternity/sorority profession (campus-based professionals, headquarter professionals, educational partners and affiliate members) to promote participation in The Exchange.
- Assist Central Office staff in developing clear and compelling communications to all attendees, and specifically Exchange registrants, prior to the Annual Meeting.
- Coordinate the on-site execution of The Exchange, with support from AFA staff.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications
- Members should have a desire to enhance the Annual Meeting attendee experience and a strong commitment to building relationships across the profession.
- Strong verbal and written communication skills and attention to detail are essential.
- Experience with project management and directing year-long initiatives for a large-scale event with multiple programs and priorities is preferred.
Commitment Required
- Committee members can expect to spend 1-3 hours per week on committee activities.
Note: This time commitment may vary throughout the year and will increase in the weeks/months leading up to the Annual Meeting.
The Association’s Attendee Engagement Committee will be responsible for directing programs that enhance the attendee experience at the AFA Annual Meeting. This committee will work to coordinate opportunities that engage first-time attendees and planning experiences that enable attendees to connect with colleagues in the fraternity/sorority profession, while supporting Association initiatives and goals.
Committee Priorities
- To support the first-time attendee experience at the AFA Annual Meeting and serve as a connector between first-time attendees and the Association.
- To plan and facilitate programming open for all AFA Annual Meeting attendees to connect and network (excluding affinity spaces/groups and regional gatherings).
Responsibilities
Responsibilities of AFA’s volunteer committees are grouped into two categories: strategy and execution. Responsibilities of the Attendee Engagement Committee will be moderate in strategy and high in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- Explore and coordinate attendee engagement opportunities, such as off-site excursions, roundtable discussions, etc., to enhance the overall attendee experience and provide space for attendees to gather and network, while ensuring alignment with Association initiatives and goals.
Execution Responsibilities
- Participate in a minimum of bi-monthly meetings (or more frequently as needed) led by the chair.
- Develop, plan, and execute the First-Time Attendees Kickoff and additional programming (as necessary) to orient first-time attendees to the AFA Annual Meeting and the Association.
- Assist Central Office staff in developing clear and compelling communications to all attendees, and specifically first-time attendees, prior to the Annual Meeting.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications
- Attendee Engagement Committee members must be professional, graduate, affiliate, or emeritus members of the association.
- Members should have a desire to enhance the attendee experience and a strong commitment to creating an inclusive experience for all AFA Annual Meeting attendees.
- Experience with project management and directing year-long initiatives for a large-scale event with multiple programs and priorities is preferred.
Commitment Required
- Committee members can expect to spend 1-3 hours per week on committee activities.
Note: This time commitment may vary throughout the year and will increase in the weeks/months leading up to the Annual Meeting.
The Association’s Educational Programs Committee will be responsible for aiding the AFA staff in identifying, developing, and implementing various educational components and experiences associated with the Annual Meeting.
Committee Priorities
- To craft a portfolio of high-quality educational programs with diverse focus areas and core competencies for Annual Meeting attendees and Association members
- To promote and solicit submissions for Annual Meeting Educational Programs, including the Call for Programs and Ignite Showcase
- To execute the Annual Meeting Educational Programs processes, from the call for submissions through on-site management of presenters and Annual Meeting volunteers
Responsibilities
Responsibilities of AFA’s volunteer committees are grouped into two categories: strategy and execution. Responsibilities of the Educational Programs Committee will be moderate in strategy and high in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- Help to reimagine Ignite Showcase to provide additional educational opportunities beyond traditional sessions
- Assist with development of an Educational Strategy for the AFA Annual Meeting
Execution Responsibilities
- Participate in monthly meetings (or more frequently as needed) led by the chair.
- Provide feedback on the processes and procedures associated with the Annual Meeting educational programs process. This includes the Call for Programs, Ignite Showcase, and associated review processes.
- Assist in the marketing and promotion of the entire Annual Meeting educational programs process through personal networks and social media.
- Recruit and collaborate with subject matter experts (SMEs) as part of the Annual Meeting educational programs review processes.
- Support SMEs through the review process by developing training(s) and/or resources to ensure effective, equitable and transparent program review processes.
- Develop and share expectations and preparatory resources for Annual Meeting presenters.
- Identify and train Annual Meeting volunteers to assist in onsite introductions of educational programs presenters and other onsite needs.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications
- Members should have a desire to enhance the attendee experience and a strong commitment to creating an inclusive experience for all AFA Annual Meeting attendees.
- Experience with program development is preferred.
- Experience with project management and directing year-long initiatives for a large-scale event with multiple programs and priorities is beneficial.
Commitment Required
- Committee members can expect to spend 2-4 hours per week on committee activities.
The Awards & Recognition Committee carries out the important work of recognizing outstanding professionals and practices in our field. The committee is expected to thoughtfully recruit, review, and select awards nominations each year that reflect the great work being done in our field.
Committee Priorities:
- To recruit, review, and select awards nominations that represent the talent and impact of our field.
- To provide meaningful recognition opportunities to our award recipients via communications and on-site at the Annual Meeting.
Responsibilities:
Responsibilities of AFA’s volunteer roles are grouped into two categories: strategy and execution. Responsibilities of the Awards & Recognition Committee will be moderate in strategy and high in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- In collaboration with Central Office staff, develop clear and compelling communications to recruit nominations for AFA’s awards.
- Consult on and operationalize changes to the awards process as set out by AFA’s Board of Directors and Central Office staff.
Execution Responsibilities
- Attend monthly meetings (or more as needed) led by the chair.
- Facilitate the selection of award recipients by reading applications, providing feedback, and making selection decisions in collaboration with the rest of the committee.
- Assist with recognition of award recipients via email, social media, and on-site at the Annual Meeting.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications:
- Awards & Recognition Committee members must be a professional, graduate, affiliate, or emeritus member of the association.
- A desire to identify, recognize, and amplify professionals and programs in our field.
- A commitment to inclusion and proactive outreach to source nominations from all areas of our profession.
Commitment Required
- 2-3 hours of work per week, with a higher volume of work to be expected between June-August during nomination review.
Note: This time commitment may vary throughout the year and will increase in the summer and weeks/months leading up to the Annual Meeting.
The Association’s Foundation Fundraising Committee will be responsible for directing programs that steward AFA Foundation support leading up to, during, and after the Annual Meeting. This committee will engage members and donors by sharing narratives about the Foundation’s impact and coordinating opportunities to make gifts to the Foundation.
Committee Priorities
- To support the AFA Foundation at the AFA Annual Meeting and serve as a connector between members, donors, and the Foundation.
- To plan and facilitate programming where all AFA Annual Meeting attendees can learn about and support the AFA Foundation’s impact, such as the Silent Auction, Trivia Night, “Because You Believe” Sticker Sales, and more.
Responsibilities
Responsibilities of AFA’s volunteer committees are grouped into two categories: strategy and execution. Responsibilities of the Foundation Fundraising Committee will be low in strategy and high in execution.
All AFA volunteers are expected to abide by general AFA volunteer expectations outlined in volunteer training modules and to promote and champion the strategic direction of AFA in alignment with AFA Board of Directors and Central Office Staff.
Strategic Responsibilities
- Identify opportunities to engage attendees in Foundation donorship leading up to and throughout the Annual Meeting.
Execution Responsibilities
- Participate in a minimum of monthly meetings (or more frequently as needed) led by the chair.
- In conjunction with Central Office staff and the AFA Foundation, develop, plan, and execute the Silent Auction, Trivia Night, and “Because You Believe” Sticker Sales at the Annual Meeting.
- Assist Central Office staff in developing clear and compelling communications to all attendees, and specifically current and potential Foundation donors, prior to the Annual Meeting.
- Participate in initiatives as directed by the AFA staff or board of directors.
Qualifications
- Foundation Fundraising Committee members must be professional, graduate, affiliate, or emeritus members of the association.
- Understanding the AFA Foundation’s impact and support of the fraternity/sorority profession and the ability to share those narratives with others to steward giving is preferred.
- Members should have a desire to support the AFA Foundation and a strong commitment to creating donation opportunities for Annual Meeting attendees.
- Experience with project management and directing year-long initiatives for a large-scale event with multiple programs and priorities is preferred.
Commitment Required
- Committee members can expect to spend 1-3 hours per week on committee activities.
Note: This time commitment may vary throughout the year and will increase in the weeks/months leading up to the Annual Meeting.
The members of the Annual Meeting Planning Team (AMPT) will include the Attendee Engagement Chair, the Awards & Recognition Chair, the AFA Exchange Coordinator, the Educational Programs Chair, the Graduate Student Experiences Chair, the Foundation Fundraising Chair, Graduate Staff Coordinator, Graduate Staff members, and the Central Office staff. All individuals are required to arrive at the meeting prior to the start of the meeting. The Committee Chairs and Coordinators of the Annual Meeting Planning Team will also be expected to stay until the late afternoon/evening on the last day of the meeting for event wrap-up support.
Their responsibilities throughout the Annual Meeting are of a manner limiting their participation in the regular activities of the meeting. Due to the time commitment of these positions, the AMPT will receive complimentary registration for the Annual Meeting and hotel accommodations prior to the start of the conference. It will be the responsibility of the volunteer to cover hotel accommodations once the Annual Meeting begins.
All chair and committee members must be current members of the association.
