CCSCNE Program : Conference Chair Responsibilities

Conference Chair Responsibilities

Assemble the conference committee by January of previous year. This includes chairs for papers, student posters, panels, tutorials, and workshops, vendors, speakers, publicity, local arrangement and registration.
This site may be used to inform prospective members of their responsibilities.
- Set up a mail alias for the conference committee.
Obtain preliminary CFP from Publicity Chair (a month before previous year's SIGCSE Conference).
- Make 200 copies and mail to CCSCNE President for distribution at SIGCSE.
- Make 250 copies and mail to current year's Conference Chair for inclusion in the attendee packet.
Obtain "freebies" from local industry for distribution to attendees.
Interact with Vendors Chair to obtain "freebies" from software and book vendors, to be included in the attendee packet.
Interact with Vendors Chair to get vendors to sponsor Friday Social Hour, Saturday breakfast, and coffee breaks.
Obtain final CFP from Publicity Chair (in July of the previous year).
- Make 2000+ copies of the CFP and mail it to CCSCNE membership. Obtain mailing labels for CCSCNE membership from CCSC Secretary.
  - Third class mailing is acceptable if the program is mailed sufficiently in advance.
For many years, the CFP was mailed twice to the CCSCNE membership: Once immediately after previous year's conference, and once again in August. Instead, the CFP may be mailed in hard copy only once in mid-Summer. Several reminders may be emailed by CCSCNE Membership Chair until the submission deadline.
Arrange conference meetings: one in September (when the committee reviews the host facilities) and one in January (when the committee finalizes the conference program).
- Reserve a conference room, inform CCSCNE Board and the Conference Committee about the room and driving directions.
- Arrange lunch for the meeting attendees: sandwich, soda (regular and diet) dessert, coffee.
Oversee the progress of all program committee members: send periodic messages to keep track of the progress.
Obtain preliminary conference program from Publicity Chair within two weeks of the January meeting.
- Make 2000+ copies of the program and mail it to CCSCNE membership. Obtain mailing labels for CCSCNE Membership from CCSC Secretary.
  - Third class mailing is acceptable if the program is mailed sufficiently in advance.
Obtain final conference program from Publicity Chair at least two weeks before the conference.
- Make copies of the program to include in the atendee packet.
  - Print the final program on a different colored paper than preliminary program to avoid confusion.
Work with Vendors Chair to store boxes mailed by vendors.
Provide Registration Chair with help for on-site registration.
Prepare attendee packet before the conference. It should include:
- Note pad and pencil
- Registration receipt, Tickets for Friday banquet and Saturday luncheon, extra tickets that may have been purchased for these events
- Final program, next year's CFP
- Evaluation forms for conference, student poster (latter obtained from Posters Chair)
- Proceedings of the conference mailed by CCSC Editor
- Brochure listing local area attractions
- Map from conference to hotel, map of conference venue
- Form soliciting interest in future conference organization
- A packet checklist to be signed by attendee upon receiving the packet
During the conference,
- Welcome attendees (may ask college President to do this) and introduce the keynote speaker;
- After the keynote speech, a heads-up on where each event is being held, and any last minute changes in room assignment.
- At banquet, thank contributors and introduce the banquet speaker
- At the end of the luncheon, invite Papers Chair to award best paper awards, invite Posters Chair to award best poster awards, introduce next year's program committee and thank attendees.
After the conference, settle conference bills with CCSC Treasurer.