Job Description: Associate Vice President for Conferences*

For more information on this position, please see the April 2018 Call for Applications.

Statement from AMTE Constitution and By-laws

The Associate Vice President for the Conferences* shall be appointed by the President with the approval of the Board of Directors for a period of four years.

*NOTE:  The AVP for Conferences may be asked to support or advise on a conference sponsored by AMTE other than the Annual Conference.  However, at this time, no such plans have been made.

Membership 

Appointed by the President, with the approval of the Board.

Term 

Four-year Commitment.

Assistance and Support

  • $2,500 annual stipend
  • $5,000 course buy-out
  • AMTE Annual Conference Registration paid by AMTE
  • Travel and lodging at the AMTE Annual Conference paid by AMTE
  • Annual travel budget of $2,000 for conference site visitations for self or committee members

Minimum Qualifications

  • Organized and detail-oriented work ethic, able to delegate tasks and manage a team, communicates well with others
  • A commitment to representing AMTE to others in general, and representing AMTE to potential venue representatives
  • Ability to travel to investigate potential sites for conferences
  • Member of AMTE for at least 3 years
  • Prior attendance at AMTE conferences

Preferred Qualifications

  • Longtime and active member of AMTE (e.g. 5+ years)
  • Associate Professor, Professor, or equivalent status
  • Experience communicating and making connections with potential venues and sponsors
  • Conference/Event planning experience including negotiating contracts

Primary Responsibilities

  • Maintain regular communication in general with the Board of Directors and in particular with the Vice-President for Professional Learning about the annual conference
  • Chair the Conference Committee to organize conference logistics
  • Work with professional conference location service personnel (e.g., Site Services) and the Executive Director, or designee, to determine the hotel location for each annual conference.
  • Recommend to the Board the location of the annual conference (city and conference hotel).
  • Work with the hotel, the AVP for Annual Conference Program, and the Local Arrangements Chair to advocate for conference needs and to deliver the conference
  • Provide a Conference Committee Report for the meeting of the Board of Directors in the Fall and Winter
  • Serve as a mentor to cultivate the skills of members of the Conference Committee to prepare the next leaders

Annual Timeline of Responsibilities

Summer

Future Conference (18 – 20 months prior to the conference)

  • Assist Site Services in making arrangements for on-site visits to potential hotel sites.
  • Travel to one or more cities to visit hotels.  When possible, one or more local arrangements contact for that possible conference location should also visit the sites.
  • Make in consultation with Conference Committee, a recommendation to the Board for the next conference site.  Include in the report the advantages and any concerns about the location in comparison to other choices.

Current Conference: (6 – 8 months prior to the conference)

  • Work with hotel personnel to establish a website for AMTE hotel reservations.
  • Begin to monitor the room block and hotel reservations for the conference.
  • Work with others to ensure that information on the AMTE website about the upcoming conference is posted accurately.
  • Serve as the contact person for other events/meetings, such as pre-conference events held in conjunction with the AMTE conference; answer questions about facilities and serve as the liaison to the hotel when appropriate.

Fall

Future Conference: (15 months prior to the conference)

  • Work with Site Services to develop the contract between AMTE and the hotel for the conference to be held more than one year out.
  • Scrutinize, with the Executive Director, the proposed contract with the conference hotel and, as much as possible, ensure that AMTE’s needs are met.

Current Conference: (3 – 5 months prior to the conference)

  • Receive weekly reports on the number of room block reservations from Site Services.
  • Make adjustments to the room block as formal amendments to the contract, which must be signed by the Executive Director, when needed.
  • Provide the hotel contact person with detailed information on room arrangements that includes the type of tables and chairs, audio visual equipment needed, and capacity for every session and event during the conference, and as appropriate, other events held in conjunction with the AMTE conference over the conference dates
  • Plan and make arrangements for the Board of Directors meeting the day before the conference (typically on Wednesday).
  • Negotiate with the hotel to keep AMTE’s expenses as low as possible in regard to meals, including making decisions about custom plated meals and buffets.
  • Complete any additional paperwork for the hotel, such as answers to their list of questions.
  • Travel to the hotel at a time convenient to the hotel and the local arrangements person for an on-site visit to meet the hotel staff and discuss the conference.  
  • Communicate the list of special food needs to the hotel.
  • Provide the hotel with a list of special room reservations (upgrades and discounts, when appropriate) for Board members and other special guests (such as the Judith Jacobs lecturer).
  • Check accuracy of room reservation list, compare the hotel room list and AMTE registration list, and contact the hotel with needed changes to ensure that AMTE receives credit for all nights used by conference attendees.
  • Work with others to ensure that information on the AMTE website about the upcoming conference is posted accurately.
  • Along with the executive director, work with the local arrangements chair(s) about responsibilities and arrangements for the upcoming conference.

Spring

Future Conference (12 months prior to the conference)

  • Make a recommendation to the Board of Directors at a spring Board meeting about the registration costs for the next conference.
  • Share any constraints related to the hotel arrangements with the program chair, such as the size of the meeting rooms and other unusual features of the hotel that will need to be considered as the program is planned.
  • Work with the Conference Committee to decide the conference schedule.
  • Work with others to ensure that information on the AMTE website about the upcoming conference is posted accurately.

Current Conference (during the week of the conference)

  • Participate prior to the conference, usually on the Tuesday before the conference, in a pre-conference meeting with the hotel staff.
  • Serve, during the Board of Directors Meeting and Annual Conference, as the liaison between AMTE and the conference hotel to ensure that the conference is delivered as planned.
  • Serve as the hotel’s contact during the conference to answer all questions related to any arrangements for audio-visual equipment, room arrangements, and food.
  • Attend all conference meals and receptions to oversee arrangements.

Future Conferences (24 or more months before future conferences)

  • Revise, as needed, the meeting specifications for future conference locations in terms of number of attendees, type of events, and amount of space needed and share with Site Services
  • Review preliminary information from Site Services to narrow the list of possible locations for future conferences and generate a list of hotels to visit in person

Written Reports/Communications

  • Conference Committee’s report is delivered at each meeting of the Board of Directors.