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Roles & Responsibilities

Director of Symposium

Director of Symposium works with the VP of Programs and has responsibility of all planning and execution efforts for PMI GLC's Yearly Symposium. Director of Symposium is a non-voting member of the Board of Directors. This is an excellent opportunity to receive additional experiences and skills while serving the PMI GLC and the Board of Directors.

Description of Symposium to be performed by Director of Symposium:

1. Establish Symposium Team
   1. Marketing & Publicity Lead
   2. Sponsor Lead
   3. Speaker Lead
   4. Logistics Lead
2. Prepare contact sheet with Symposium Team contact information.
3. Develop schedule and project plan for at least nine months prior to the actual Symposium date. Assign responsibilities to "lead" individuals.
4. Conduct monthly Symposium meetings.
5. Attend monthly board meetings and give report out on Symposium progress.
6. Prepare Symposium Budget and present to VP Programs for approval.
7. Work with VP Administration on any necessary contracts (i.e. Facility, Meeting Coordinators, etc.)
8. Responsible for obtaining quotes from suppliers/vendors, i.e., the actual facility, printer (Alphagraphics), mailer (Main Office Mailers), promotional materials (Craig Richard's), etc.
9. Responsible for working with VP Finance to ensure all invoices are paid.
10. Responsible for collecting expenses from speakers and ensuring expenses have been paid by VP Finance.
11. Keep everyone focused, on track and stay within budget.

Marketing & Publicity Lead 

•  Develop Symposium publicity content to be placed on PMI website. Work with PMI webmaster Tracy DeGarmo.

•  Develop Symposium brochure. Responsible for working with printing vendor (Alphagraphics) and with mailing vendor (Main Office Mailers).

•  Develop Symposiums poster board. Work with printing vendor to have printed.

•  Develop Symposium attendees name tags. Work with printing vendor to have printed. May be responsible for procuring the actual stock/tags in order to have printing vendor create.

•  Responsible for marketing the Symposium to PMI member base (i.e. member list serv mailings, quarterly newsletter, PMI National Magazine, other Michigan PMI chapter's website, newsletters, list servs, etc.

•  Responsible for providing speakers and sponsors with publicity.

•  Responsible for identifying and procuring promotional items for the Symposium. Jan Watzman at Craig Richard's is the promotional company that the Symposium Team has previously used.

•  Procurement of speaker gifts, BOD gifts, volunteers gifts through Craig Richard's.

Sponsor Lead

•  Responsible for soliciting companies to sponsor the Symposium.

•  Develop sponsor form letters and send to potential sponsors.

•  Responsible for tracking sponsorship level payments with Meeting Coordinators as well as issue invoices to sponsors who request.

•  Responsible for obtaining an .eps formatted logo of the sponsor to use on the website and printed material.

•  Responsible for maintaining a contact list of sponsors.

•  Responsible for remaining in constant contact with the sponsors.

•  Must work with sponsors to determine "needs" for the day of the Symposium. Things like amount of table space required, no. of individuals attending and participating in lunch (luncheon choices), internet connection required, wall space needed for hanging items, pre-Symposium collateral delivery, time required for setup day of or prior to Symposium.

•  Solicit promotional items to be included with the overall Symposium promotional materials. Arrange for the delivery and arrival of materials in timely fashion.

•  Arrange for products to be raffled off during the Symposium.

Speaker Lead

•  Identify how many speaker sessions there will be.

•  Responsible for securing speakers for the Symposium.

•  Responsible for securing a Key Note speaker.

•  Negotiate speaker expenses with the assistance of the Director of Symposiums.

•  Maintain speaker contact list.

•  Obtain speaker bios, abstract and digital photo for website and brochure.

•  Remain in constant contact with each speaker.

•  Solicit information on no. of attendees, luncheon choices, special audio/visual needs, room set up requirements.

•  Obtain copies of presentations to be included on the Symposium Proceedings CD in a timely fashion.

Logistics Lead

•  Responsible for securing location to hold Symposium.

•  Food selection for Symposium Day (i.e. continental breakfast, a.m./p.m. snacks, lunch).

•  Break out rooms (i.e. determine how many, seating capacity, layout, materials for day of Symposium)

•  Coordinate day of Symposium registration with Meeting Coordinators.

•  Packaging of promotional materials for attendees. (i.e., pamphlets, brochures, CD, evaluation forms, etc.)

•  Ensure that facility has enough space to store promotional materials prior to Symposium as well as during Symposium.

•  Ensure that facility will be able to accommodate all needs of sponsors and speakers.

•  Procure any items that facility will not be able to provide (i.e., laptops, data show projectors, laser pointers, flip charts, microphones, etc.)

•  Assignment of Board of Directors members for individual session introductions.

•  Assignment of room volunteers for general clean up between sessions. Ready room (bring up presentation, set up microphone, etc.) for the next session.

•  Prepare the name tags once printed. Include notes for BOD, volunteers, and sponsors as to when and where they will attend lunch.

•  Schedule luncheon for BOD, volunteers and sponsors prior to the overall luncheon so they are available to work with Symposium attendees as needed.