We are seeking volunteers who will commit to attend a monthly planning conference call plus accomplish the duties described for each position. The conference call will take about 1 hour. The duties vary in the amount of time needed. The first conference call will take place in January 2010.
Working on any of these volunteer jobs provides guaranteed admission to the conference and a $25 discount on the pre-registration fee.
Bookstore coordinator
Set up google doc spreadsheet. We need Name, Title, Publisher name, ISBN, cost, and contact info (email and phone)
Send google doc to the bookseller
Set up booksigning schedule
Coordinate booksigning on site (tables, chairs, tablecloths, distribute schedule)
Online Folders Coordinator
Set up word doc with info such as parking, map, directions, guidelines, handouts, and any additional information to be distributed to attendees before the conference
Upload the word doc to Google.
Print and proof the google doc
Share the google doc with RA and ARA for distribution
Speaker Coordinator
Contact speakers - RA and ARA provide a template for the email plus speaker suggestions and contact information
Get bios from speakers who accept the invitation
Get presentation information from speakers
Get submission information from speakers
Forward all the information to the online folders coordinator
With the Volunteer Coordinator, arrange for pick up of speakers from the airport to the hotel, from the hotel to the conference, and back again to the hotel and then to the airport.
Volunteer Coordinator
Recruit volunteers and keep track of their activities
Set up a google spreadsheet for the day of the event so everyone knows where they should be and what they should be doing
Communicate with the volunteers about specific tasks
Be available as back up for some volunteers as needed
Travel Planner
Work with out of town speakers to make travel arrangements
Attendee Contact
Answer emails from attendees.
Make decisions if needed.
Any decision this person makes will be backed by the RA and ARA.
Manuscript Coordinator
Receive manuscripts
Check with registrar that all manuscripts have been paid for and that everyone who paid has submitted a manuscript
Read 1st page of each manuscript to determine where to send it.
Keep a list of where each manuscript is sent.
Send manuscripts to critiquers
Receive the manuscripts back from the critiquers either by mail before the conference or the morning of the conference
Set up distribution of manuscripts at the end of the conference
Catering Coordinator
Work with the Mills College Catering Manager to arrange coffee, lunch, and afternoon sodas.
Arrange the speaker dinner the night before the conference
Arrange the volunteer dinner the night after the conference
Registrar
RA
Email Marketing
ARA and RA
Post on SCBWI web site
RA
Set Program
ARA and RA