Policy and Procedure Review
Job Description: Education Co-Chair
DESCRIPTION:
1. The Education Committee Co-Chairs shall form a committee approved by the Executive to determine the educational needs of both IPAC-SWO members and non-members.
2. The Co-Chairs will oversee the planning and implementation of all webinars and education days through ongoing collaboration, designation of roles and responsibilities with the goal of ensuring successful education opportunities occurs.
TERM:
Two (2) years, maximum four (4) years
RESPONSIBILITIES:
1. Develop and organize the Education portion of IPAC-SWO Chapter Meetings.
2. Prepare, plan, organize and develop Education Committee meetings.
a. Create the agenda.
b. Delegate minutes duties and template availability on Gmail drive.
c. Co- Chairs rotate facilitating Education Committee teleconferences with goal of keeping allotted time for each teleconference.
d. Approval of agenda and previous minutes with action items to President for approval
e. Electronic distribution of approved agenda and previous minutes with action items to the Education Committee members before scheduled meeting.
3. Prepare, plan, organize and develop Education Days.
a. Create the agenda from input from the Education Committee meetings.
b. Seeks and establishes Speaker communication and formal details templates found in Gmail drive, and saved on the Gmail drive.
• Speaker Letter template.
• Speaker Confirmation including Biography, presentation materials, speaker expenses, Eventbrite codes, agenda timing.
c. Seeks and establishes Vendor participant and sponsor communication and formal details templates found in Gmail drive, and saved on the Gmail drive.
• Vendor cover letter.
• Vendor confirmation letter including Eventbrite code, presentation materials (if required), agenda timing (if required).
• Technology needs (electricity, WiFi, speaker system).
• Send an electronic appointment to both the speakers and vendors to block the day which will include the address of the venue and contact numbers (cell phones) of the Co-Chairs.
• Assign Co-Chair to work with vendors upon arrival and ensure membership visits vendor booth.
• Once confirmed speakers and vendors established, ensure dissemination to Secretary, Social Media and Webmaster to develop and organize save the date flyer/ poster and Eventbrite link attached.
• Delegate introductions and biography including thank you to education committee member.
• Ensure thank you gifts and cards are distributed appropriately.
d. Ensure venue details are established and contract is adhered to.
• Develop menu pricing and ongoing communication regards to menu selection and available dietary restrictions.
• Communicate equipment, tables, seating chart, room layout, room table setup and linen expectations.
• Establish and assign and validate IT/ AV capabilities and requirements and obtain additional equipment as needed.
• Ensure contract and deposit is established via treasurer.
• Communicate timeline of events to venue to ensure event runs according to agenda.
• Wayfinding signage, reserved tables and vendor table assignments.
• Inform president and president elect of constructive or negative feedback and escalate as necessary.
• Decorate the room and tables for appeal.
e. Ensure evaluation process is established and maintained.
• Provide evaluations to participants of educational sessions.
• Collate and distribute evaluation results to the Education Committee members for review.
f. Co chairs will update vendor and speaker letters as deemed necessary to ensure adherence to IPAC-Canada guidelines regarding vendor support.
