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 Experiences 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 Training Track, and Project Job Search.
- To identify and assess opportunities to integrate graduate student and new professional programs into the overall member experience for the Association, while considering capacity and resourcing.
Responsibilities:
- Participate in a minimum of bi-monthly meetings (or more frequently as needed) led by the chair.
- Implement the Guobadia Graduate Training Track 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.
- Assist Central Office staff in developing clear and compelling communications to Annual Meeting attendees, and specifically graduate student and new professional attendees, prior to the Annual Meeting.
- Coordinate the on-site execution of graduate student experiences and opportunities, 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.
Committee Priorities:
- To coordinate the selection and training of Graduate Staff members
- To provide on-site support and supervision of Graduate Staff members
- 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
- Select, train, and evaluate members of the Graduate Staff team.
- Provide front line customer service to conference attendees.
- Assist with onsite office operations for the Annual Meeting including all AV and educational program logistics.
- Distribute Annual Meeting communication as appropriate.
- Participate in initiatives directed by the AFA staff or board of directors.
Qualifications
- 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
- 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.
- Explore and coordinate additional engagement opportunities, such as off-site excursions, to enhance the overall attendee experience and provide space for attendees to gather and network, while ensuring alignment with Association initiatives and goals.
- 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
- 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 Fraternity
- To execute the Annual Meeting Educational Programs processes, from the call for submissions through on-site management of presenters and Annual Meeting Ambassadors
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 Fraternity, 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 Call for Programs review process.
- Support SMEs through the review process by developing training(s) and/or resources to ensure effective, equitable and transparent program review processes.
- Assist in the development of expectations and preparatory resources for Annual Meeting presenters.
- Train Annual Meeting Ambassadors to assist in onsite introductions of educational programs presenters and other onsite needs.
- Assist Central Office staff in developing clear and compelling communications to all attendees, Educational Programs presenters and Ambassadors, prior to the Annual Meeting.
- 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 chair will lead the Awards & Recognition Committee to the successful completion of the awards nomination and selection process.
- The chair and committee will be primarily responsible for the review and selection process for all submitted nominations. Additional “guest judges” may be selected by the chair where deemed appropriate.
- The chair, committee, and designated AFA staff member(s) will identify forums/marketing to promote the awards process and then execute intended marketing plans.
- The committee will assist in the development of the award winner biographies, script and PowerPoint/multimedia materials for the presentation of awards and any additional onsite needs of the awards presentations at the Annual Meeting.
- The committee will be responsible for the development of press releases and recognition letters to be sent to various institutions/organizations of award recipients.
- The chair (in consultation with Central Office staff) will provide leadership to the committee to periodically review AFA Awards & Recognition (including identified awards, selection process, recognition of recipients, etc.) to ensure the awards process best meets the needs of the association.
- Participate in initiatives directed by the AFA staff or board of directors.
Qualifications
- Members should have a desire to recognize leading professionals and practices in the fraternity/sorority industry.
- Time and project management skills are preferred.
- Knowledge base of the interfraternal movement is beneficial.
Commitment Required
- Committee members should be prepared to serve approximately 1-2 hours a month.
- The chair will be required to give 3-5 hours a month.
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.
