A Primer for New SC Committee Members
Welcome and Overview
Thank you for contributing your time, expertise and talents to the SC conference. The continuing success of the SC conference series is due in large part to the efforts of volunteers like yourself we literally couldn't do it without you. Participating in SC as a committee member will give you an entirely new perspective on the conference how it's organized, how it works and how unexpected issues are routinely and quickly resolved. For many of us, this is new territory.
On the other hand, there are a lot of rewards for being on the committee, starting with having an insider's perspective on things. As a member of the conference team, you will have access to a number of resources, receive various expressions of our gratitude for your help, and you'll most likely be asked to help out in ways we can't even imagine at this point.
To help you negotiate your way through the whole conference experience, we've created this primer. While we have tried to cover many important points, no doubt some have been overlooked or forgotten. If you have any suggestions for helping future committee members, please tell us!
One of the best resources available to you are the committee web pages. You'll be given access to these restricted sites, where you'll find a lot of logistical and organizational information.
Roles and Benefits
It may sound obvious, but your status as a committee member make you an ambassador for the conference. You'll have greater access to areas of the convention center, but you may also be corralled into acting as an on-the-spot troubleshooter. Keeping a cool head, helping as needed and acting professionally go with the territory. Also, dress is quite casual up until the conference officially starts. Once things get rolling and you start carrying out your duties, business attire is appropriate. And, of course, the official SC shirt is always acceptable to wear.
Depending upon your position within the committee structure, you will have a set of specific duties to perform. Many of these duties may require a significant commitment of time in the months leading up to the conference, as well as during SC itself. Although you'll probably receive guidance from others, don't hesitate to ask if you feel lost or overwhelmed. In addition to current committee members, you can also tap the experiences of past members, too.
As the conference begins (actually, a week before the first attendees register), there will be a number of almost-mindless tasks that require a lot of helping hands. For example the briefcases many attendees receive are filled with various materials, including the conference program. Just before registration opens, as many committee members as can be found are asked to help stuff the bags. Although the work is simple, filling 2,500 bags is a big effort. If you're available and can help out, it's much appreciated. You may also be asked to help out in other ways, but it's hard to predict when and where and why.
But it's important to know that SC committee membership is not an endless grind. The committee knows how to have fun, and you're invited. Here is a list of some of the special activities which you should try to fit into your schedule.
The Friday Night Dinner: On the Friday evening before the conference opens, committee members and guests are invited to attend a sumptuous dinner. As a prelude to the dinner, committee members pose for a formal group portrait. This is a first-class evening, so it's ok to dress up. You'll receive details and a formal invitation a few weeks in advance.
Education Program Reception: On the first day of the conference (a Saturday, when the Education Program begins) there is an evening reception for the program. Again, you'll receive an advance invitation with details.
Sunday Exhibitor Party: This event is held to recognize all those who help put together the displays on the exhibit floor.really helps kick off the conference and is a lot of fun. As a committee member, you're invited.
Monday Gala Opening: The traditional opening event for the conference, the Monday night opening celebration is a big deal. Please plan to attend.
Tuesday Morning Keynote Address: Please plan to attend and sit at the front of the hall near the speaker committee members are usually recognized at this start of the technical program.
Thursday Afternoon Awards Presentations: If your schedule permits, please try to attend this session. Thursday Conference Reception: This reception wraps up each year's successful conference and is usually held at an exciting location. Don't miss it.
Friday Night Party: After most of the conference attendees have left for home, the committee gets together on Friday night to commiserate and celebrate. If you can, please plan to stay a little longer so you can attend.
Technical program: Ok, this may not be as much fun as the other events, but your committee badge will give you access to any of the technical presentations. While most of us have full schedules, it's usually possible to break away to attend a few sessions that caught our attention.
Responsibilities
Advance planning
As you'll probably notice, planning to SC is a never-ending task. For example, at the SC99 conference, one early morning breakfast was convened to start getting a handle on SC2001.
During the course of the year leading up to each conference, a series of planning meetings are held, lasting two days or more. Depending upon your role, your travel budget and time constraints, you may be expected to participate in some of these meetings. If you're not sure, please ask.
Also during the lead up to the conference, many issues are discussed (and sometimes even decided!) via email. Reflectors are usually set up, making it easy to contact multiple committee members at once. Please remember, though, to restrict your messages to those who need to be involved. Sometimes, during the heat of battle, things get a little carried away and the messages are flying fast and furious.
At the conference
For committee members, the conference typically starts well before attendees arrive -- sometimes up to a week in advance. During the conference, your days will probably start earlier and end later than the official schedule indicates. A good rule of thumb is the schedule for the main committee office, which is open from 7 a.m. until 6 p.m. Obviously, depending on your duties, you can adjust your schedule.
During the conference, the committee holds daily 3 p.m. meetings to keep track of events, discuss and resolve issues and take a few minutes to sit back and collect our thoughts. You should try to attend these as often as you can.
In addition to a committee ribbon, many committee members are issued "blinkie" pins which give you pretty much access to go anywhere at anytime and take anyone with you. This is a valuable tool for handling those unexpected emergencies, but remember that the blinkie also singles you out as a troubleshooter. Under no circumstances should you loan out your blinkie.
Many committee members, even those with assigned work locations at the conference center, are on their feet and on the move for hours at a time. The conference office houses a bank of radios that allow committee members to stay in touch. If appropriate, you should check one out and keep it turned on and with you during the day. Some of the radios have headsets for easier use.
Follow-up
As mentioned above, planning and carrying out SC conferences seems to be an endless cycle. Just as the conference officially ends at midday Friday, the committee for next year's conference convenes to begin planning in earnest. This is also a good time to provide suggestions based on experiences from the conference immediately ending.
As a committee member, you'll gain a lot of good experience during the conference -- and you will be expected to write a report capturing what went well and what could be done even better. The reports are due in time for the annual January meeting, at which the committee for the preceding year's conference officially hands over the baton to the new team. The reports by committee members are a key component of this hand-off.
Resources
To help you do your job at the conference, we'll provide you with a wide range of resources.
In advance, if you need them, there will be letterhead, envelopes, folders and the like available. If appropriate, you may be provided with conference business cards. You will also be able to request many copies of the Call for Participation and the Advance Program to help spread the word about SC.
If applicable to your position on the committee, you'll be asked to specify the kind of equipment and furnishings (such as computers, printers, network drops, tables, chairs, signs, etc.) you'll need for the conference. If you're not sure, ask.
Office supplies, if needed, are usually available from the main conference office. Each year, the conference recruits a number of capable, interested students to help out with numerous tasks during SC. If you would like to have students help you, submit your request to the student volunteer coordinator.
Because committee members have a busy schedule, the conference does provide breakfast and lunch for them in the committee office. There are also drinks and some snacks available throughout the day.
Conclusion
We thank you in advance for the many hours you will donate toward the success of the SC conference. We know you will find it an enjoyable experience as many before you have. The SC family is really a place to make new friends.. and keep in touch with some old ones.