PDC Volunteer Roles Description

Thank you for your interest in supporting our chapter’s annual conference! Please refer to the General Volunteer Expectations below and Volunteer Roles list provided on Page 2 before completing and submitting this application.

General Volunteer Expectations of All PDC Volunteers

All volunteers are critical members of the event team. As part of the team, these general expectations should be considered and accepted before seeking a volunteer role.

Be responsive to the committee and team lead. Acknowledge information shared and respond to inquiries in a reasonable timeframe to avoid delays and missed target dates.
Plan to participate in team or committee meetings that are scheduled Be prepared to participate by having available the information you are responsible for, and/or provide details in advance if appropriate for the meeting agenda.
Work with the individuals on the team to develop and maintain a positive team environment. Do your part, strive to meet your commitments, assist others when you can, and keep the communication lines open. If you see a potential issue or problem, bring it up for discussion and resolution as soon as possible.
Utilize the event Dropbox location for document storage related to the event. Folders are created for each team, so documents should be saved to the relevant folder. A standard naming convention is helpful in sharing documents among team members. The proposed document naming convention is:

CCYYMMDD Descriptive Title of Document

Example: 20211003 Programs Team Meeting Notes

Volunteer Roles Description

PDC Volunteer Role	Name (complete if already filled)	Team (Reports to)	Role Description
Planning Committee	Tami Clark Len Kellogg Cathy Eatherton Melissa Hill Mariah Hawkins	Board	Determine scope of event and ensure it is in line with the chapter’s objectives and strategic plan Make decisions concerning PDC event Be informed of and monitor progress of event Be primary advocates of the event to chapter members and other stakeholders Identify volunteers needed to complete areas of responsibility Participate in scheduled planning conference calls
Committee Lead / Project Manager	Tami Clark	Planning Committee	Develop and oversee all project tasks and manage timelines and WBS Schedule, initiate and facilitate all committee meetings Work closely with each team lead to monitor timelines and deliverables Work closely with Finance Manager to manage conference budget Provide leadership and assistance to committee members as needed Work to assure the PDC is delivered successfully
VP Volunteers	Deepti Manglik	Board	Recruit chapter member volunteers to fulfill roles requested by the Committee Inform volunteers of appropriate details concerning the event e.g. dress code, schedule, responsibilities, etc.
VP Finance	Shirley	Board Planning Committee	Coordinate financial records related to the conference Work closely with Project Manager to monitor overall conference budget Manage sponsorship needs and revenue Work with all other team leads to manage expenses and income Provide regular financial status as needed
Program Lead	Tami Clark	Board Planning Committee	Develop overall conference program and schedule, in coordination with Planning Committee Manage Program team and initiate planning meetings Research and identify potential speakers Manage speaker invitation process Maintain communications with speakers Work with finance team and committee to manage speaker expenses Provide status of team responsibilities as scheduled Manage and monitor all speaker deliverables
Speakers Selection (2)	Need 2 Volunteers	Program Lead	Assist with review and selection of speaker proposals Coordinate with Program Lead to manage the speakers information and deliverables
Breakout Coordinator	Tami Clark	Program Lead	Manage and coordinate with volunteers for necessary breakout session support Manage the setup and requirements for breakout sessions Assist with program planning as needed
Main Session Greeter (2)	Need 1 Need 1	Logistics Lead	For main sessions 15 min prior to scheduled main session, be prepared to greet attendees at the door
Breakout Session Facilitator (5)	Need 1 Need 1 Need 1 Need 1 Need 1 Need 1	Program Lead	At assigned breakout session(s), Provide the speaker introductions for assigned breakout session(s) - details will be provided for reading the introductions Deliver the welcome & closeout for assigned breakout session(s) Monitor breakout room for technology, temperature, etc. throughout session to resolve issues immediately
Marketing Lead	Mariah Hawkins	Planning Committee	Manage Marketing team and initiate planning meetings Lead team in appropriate use of event brand and design Develop plan for promotional channels and advertising Develop content for notifications, announcements, and content, including various publications e.g. chapter newsletters, PMI^® Today, PMI.org, as appropriate Develop press releases and liaise with media organizations/public relations firms (if any) Work with Committee to determine budget and monitor expenses Work with committee to develop content used in marketing Provide status of team responsibilities as scheduled
Sponsorship	Victoria Harding	Program Lead	Develop list of potential sponsors Work with volunteers to establish sponsorships across the sponsorship levels Track and oversee sponsorship deliverables to ensure they are met Post-conference contact to sponsors
Sponsorship Coordinator(s)	n/a	Program Lead	Work to establish sponsorships by identifying and making contact with potential sponsors Follow-up with potential sponsors for confirmation Report results for overall coordination of effort
Materials Designer	Cathy Eatherton Mariah Hawkins	Planning Committee	Design and create the conference packet contents Assist with Marketing Team activities as needed
Social Media Support (2)	Mariah Hawkins	Marketing Lead	Support chapter’s digital Facebook & Instagram presence on platforms Work with Marketing Lead to coordinate content
Event Photographer	Nathan has a contact	Marketing Lead	Serve as official photographer throughout event Publish photos during event for live information Make all photos available to committee lead upon completion of event
Meals Planning Support	Cathy Eatherton	Logistics Lead	Work with Logistics Lead to determine food and beverage requirements and selections During event, work with venue contact to assure food and beverages are available per contract and any special needs addressed Confirm food and beverage line items on invoice are accurate
Materials Print Coordinator	Cathy Eatherton	Logistics Lead	Manage production of printed conference materials Work with Marketing Team and Program Team to obtain necessary materials for printing per schedule
Registration Support (2)	Rashmi Naik Melissa Hill Len Kellogg	Logistics Lead	Maintain attendee database Assist with completion of conference packets Assist with registration area setup, support and cleanup as needed Must be available onsite 3 hrs prior to event start time

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