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PDC Volunteer Role
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Name (complete if already filled)
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Team (Reports to)
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Role Description
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Planning Committee
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Tami Clark
Len Kellogg
Cathy Eatherton
Melissa Hill
Mariah Hawkins
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Board
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- 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
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Committee Lead / Project Manager
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Tami Clark
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Planning Committee
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- 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
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VP Volunteers
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Deepti Manglik
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Board
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- 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.
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VP Finance
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Shirley
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Board
Planning Committee
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- 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
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Program Lead
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Tami Clark
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Board
Planning Committee
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- 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
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Speakers Selection (2)
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Need 2 Volunteers
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Program Lead
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- Assist with review and selection of speaker proposals
- Coordinate with Program Lead to manage the speakers information and deliverables
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Breakout Coordinator
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Tami Clark
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Program Lead
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- Manage and coordinate with volunteers for necessary breakout session support
- Manage the setup and requirements for breakout sessions
- Assist with program planning as needed
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Main Session Greeter (2)
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Need 1
Need 1
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Logistics Lead
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For main sessions
- 15 min prior to scheduled main session, be prepared to greet attendees at the door
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Breakout Session Facilitator (5)
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Need 1
Need 1
Need 1
Need 1
Need 1
Need 1
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Program Lead
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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
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Marketing Lead
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Mariah Hawkins
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Planning Committee
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- 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
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Sponsorship
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Need 1
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Program Lead
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- 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
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Sponsorship Coordinator(s)
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n/a
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Program Lead
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- 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
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Materials Designer
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Cathy Eatherton
Mariah Hawkins
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Planning Committee
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- Design and create the conference packet contents
- Assist with Marketing Team activities as needed
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Social Media Support (2)
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Mariah Hawkins
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Marketing Lead
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- Support chapter’s digital Facebook & Instagram presence on platforms
- Work with Marketing Lead to coordinate content
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Event Photographer
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Nathan has a contact
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Marketing Lead
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- Serve as official photographer throughout event
- Publish photos during event for live information
- Make all photos available to committee lead upon completion of event
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Meals Planning Support
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Cathy Eatherton
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Logistics Lead
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- 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
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Materials Print Coordinator
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Cathy Eatherton
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Logistics Lead
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- Manage production of printed conference materials
- Work with Marketing Team and Program Team to obtain necessary materials for printing per schedule
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Registration Support (2)
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Rashmi Naik
Melissa Hill
Len Kellogg
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Logistics Lead
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- 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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