IAIA Vancouver 2021 – Information on Committees

IAIA 2021 Conference Planning Committees Overview

PRIMARY RESPONSIBILITIES OF THE TECHNICAL PROGRAM COMMITTEE

The technical program committee should consist of 10 to 12 individuals who have knowledge of IAIA conference programs, who have sufficient time to handle the workload of reviews and coordinating the overall program, and who can work closely with the program chair. 3-4 IAIA representatives  (i.e., the Executive Director, the chair(s) of the Sections Coordinating Committee, and the President) also serve on the Technical Program Committee. There are 2 to 4 time frames of intense, time-sensitive activity (approximately February/March 2020, mid-August 2020, mid-February through mid-March 2021).

• Suggest the conference theme, to be approved by IAIA Board of Directors
• Identify topical streams related to the conference theme
• Plan plenary sessions and arrange keynote speakers in consultation with Sponsorship and Public Relations Committee
• Review and develop session proposals
• Monitor and referee review of abstracts
• Coordinate program input and schedule with session chairs
• Identify and organize special professional networking activities (e.g., speed networking, mini job fair)
• Provide program text to IAIA HQ for the call for papers, preliminary program, and final program
• The planning and delivery of a technical visit would be the responsible of the host individual or organization. However, the IAIA and the EAO will provide support.

Technical session hosts will be a member of a sub-committee of the technical program committee.

PRIMARY RESPONSIBILITIES OF THE LOGISTICS AND LOCAL ARRANGEMENTS COMMITTEE

This committee works well with a fairly large group of individuals (5-10), as there is a steady workload and innumerable details to confirm in several different areas of conference activities.

• Support arrangements for technical visits (in consultation with Technical Program Committee)
• Assist IAIA HQ with logistics and local arrangements (e.g., venue, catering, audio-visual, transportation, printing, exhibit vendor, poster boards, translation, finance, delegate packs, health and safety issues, signage, and green aspects)
• Arrange social events (e.g., reception, Dine Outs, banquet)
• Arrange for local volunteers
• Work with IAIA HQ on financial logistics (e.g., taxes, banking, accounting)
• Write and distribute visa letters and/or assist delegates with visa-related issues

PRIMARY RESPONSIBILITIES OF THE SPONSORSHIP AND PUBLIC RELATIONS COMMITTEES

Typically the host works with local/regional sponsors and IAIA HQ works with international and repeat sponsors. There is no recommended number of individuals for this committee; theoretically, however, the more members you can identify who have influence and/or contacts with potential funders, the better. 1-3 people on the committee should focus on public relations.

• Identify and contact conference sponsors; follow up as appropriate

IAIA 2021 Conference Planning Committees Overview

• Ensure that appropriate marketing and information is provided to potential sponsors
• Act as the primary point of contact for local/regional sponsors
• Work with IAIA HQ in all aspects of sponsorship activities to ensure proper procedures are followed for receiving and/or spending funds, compliance with any specific sponsor requirements, and full distribution of sponsor benefits
• Coordinate agency relations, local media coverage
• Solicit and/or suggest potential exhibitors
• Assist IAIA HQ with creating marketing material for maximizing the use of social networking tools
• Promote the conference with the local/regional IA community, professional associations, universities, meetings, etc.; advise IAIA HQ of marketing opportunities
• Promote the conference to local media; advise and assist IAIA HQ with press releases
• Meet and greet VIPs (e.g., local dignitaries, keynote speakers). This task may also be coordinated with the program chair, the IAIA President, or the IAIA Executive Director as appropriate.
• At least one person on each committee must have experience with IAIA conferences.

We do not recommend overlap in committee assignments. In particular, the chair of the Technical Program Committee should not also chair Sponsorship/Public Relations or Logistics, due to the heavy workloads of each of those committees. The time expended and the services provided by committee members are expected to be voluntary.