Committee: Annual Conference Committee (ACC)
Position: Co-Chair, Local Arrangements Team (LAT)
Term Dates: October 2024- June 2025
Two co-chairs will play a critical role in recruiting and coordinating members of the Local Arrangements Team (LAT), managing volunteers who assist with onsite operations at the NAFSA Annual Conference & Expo, and creating excitement about the annual conference city. The co-chairs bring local city knowledge to the conference into the planning process. This work is expected to be a priority during the conference, and may take time away from conference programming.
Application for this position is now closed.
Major Functions and Responsibilities
Within the framework of NAFSA's Strategic Plan, this position will:
- Recruit, oversee, and direct all LAT members.
- Moderate LAT meetings, and occasionally attend ACC meetings.
- Report progress to NAFSA staff and ACC on a regular basis.
- Inform NAFSA staff of lodging requirements within allotted rooms for LAT members during conference week.
- Set up and manage an onsite LAT office.
- Troubleshoot and resolve issues onsite alongside NAFSA staff.
- Ensure volunteers are clearly and accurately tracking hours.
- Write and submit a final activity report to NAFSA staff.
- Ensure the LAT functions according to the vision and priorities of the ACC.
All NAFSA leaders are expected to foster an inclusive environment and align with the NAFSA Diversity and Inclusion Statement. This can be done by:
- Identifying and implementing strategies for increased diverse outreach, recruitment, and onboarding, especially among underrepresented groups.
- Increasing accessibility and participation from underrepresented groups, individuals, and institutions.
Commitment
Co-chairs must attend the conference they help plan. The position lasts 8 months with a time commitment of approximately 6-10 hours per month, increasing in the months prior to conference. A month-by-month breakdown is provided:
- October: attend an Annual Conference Committee (ACC) meeting
- November: recruit committee team members
- December: plan the first LAT team meeting
- January – May: lead monthly LAT meetings and ensure LAT members are ready for their onsite conference responsibilities
- May: direct and manage all volunteer teams at the annual conference; this includes a time commitment away from attending conference programming
- June: prepare a report with contributions from all team members of the team's work and submit it to NAFSA staff
The work is largely conducted via conference calls and email, with in-person meetings encouraged. Meeting deadlines and timely responses are essential. Conference registration fees are waived for the conference that the co-chairs help plan; lodging near the conference venue is provided for the co-chairs, and on a limited basis for the team during conference week.
Qualifications
- Understand NAFSA annual conference programs, services, and attendees by having attended two or more previous NAFSA annual conferences and/or have previous service on a conference planning committee
- Recruit, lead, and motivate a large volunteer team
- Strong analytical and communication skills, including proficiency in virtual communication
- Ability and willingness to travel to conferences and meetings
- Residency in or near the conference host city (San Diego, California), as well as deep knowledge of the host city and its cultural offerings
- Three or more years’ membership in NAFSA, and NAFSA membership throughout the length of volunteer service
