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Annual Conference Planning Committee Roles

Qualifications & Eligibility

Desired Experience, Knowledge, Skills, & Attitudes

  • Previous involvement on a regional, Spring Learning, or annual conference planning committee for NODA or other higher education associations.
  • Diverse professional experience with a variety of institution types, OTR roles, supervision lines, etc.
  • Leadership and professional experience which reflect the skills needed to fulfill the responsibilities outlined below.
  • Current knowledge and understanding of the field of orientation, transition, and retention.
  • Previous contributions to the scholarship of the Association such as conference presentations, facilitated workshops/webinars, or publication submission.
  • Sufficient interpersonal skills to communicate effectively with association staff, NODA Leadership, and conference members.
  • Organizational skills sufficient to perform multiple tasks while managing and monitoring many aspects of the conference experience and expectations.
  • Ability to communicate effectively.
  • Ability to collaborate with the association staff, planning committee members, and NODA leadership.
  • Ability to assist in creating a unique conference program experience while advancing NODA’s strategic plan.
  • Demonstrate an understanding of NODA’s core purpose, beliefs, values, and core competencies, as well as the knowledge and skills necessary to fulfill the responsibilities of the position as stated below.

Primary Responsibilities & Expectations

Overall Committee Responsibilities

  • Complete comprehensive review of evaluations from previous annual conference to determine any changes to the programming and format of NODAC 
  • Recruit conference volunteers, encourage education session proposals, and promote conference registration
  • Develop conference theme and education direction
  • In consultation with Association staff, interview and select the conference committee. 
  • Lead the conference committee to facilitate and implement conference programmatic content.
  • Facilitate and lead regular meetings with the conference committee and meet with individual committee members as needed. 
  • Working in collaboration with the NODA association staff, support the development and management of the Annual Conference budget.
  • In collaboration with Association staff support a graduate intern(s) during the planning process.  
  • Communicate on a regular basis with the NODA leadership about the Annual Conference planning process. Attend NODA leadership and board meetings as requested. 
  • Assist NODA staff with review of overall conference evaluation.
  • Serve as a committee member on the Educational Initiatives Committee. 
  • Meet regularly with the Association staff.
  • Work with NODA staff to review and create deadlines & application timelines for “Call for Programs” and Ed Session Peer Reviewers, plus assist with the creation of  the application form in Sessionize. 
  • Coordinate the review and selection of educational session proposals.
  • Coordinate and develop educational session schedule as well as session evaluation process. 
  • Coordinate with presenter resources and assist with accessibility of presentations including distribution of a presenter guide.
  • Serve as the on site point of contact for the selected AV company for educational sessions.
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Work with the Communications team to develop educational session evaluations in the conference app.
  • Facilitate “thank you” efforts for all Conference presenters.
  • Assist NODA staff with review of overall conference evaluation related to ed sessions and distribute feedback to presenters and session submitters. 
  • Work with Attendee Experience team to ensure volunteers are confirmed to track attendance & disseminate any information necessary to presenters or attendees for all educational programs (i.e. encourage use of in app evaluations, AV, etc.)
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Coordinate with the local convention and visitors bureau and/or local hospitality companies for discounts and information regarding local attractions & restaurants.
  • Coordinate conference social experiences (side trips, excursions, etc.) including the solo traveler programming. Report to NODA staff for contract review and signing.
  • Identify and liaison with a community partner to offer a positive impact for the host community.
  • Develop and distribute a conference accessibility guide.
  • Working with NODA staff, coordinating on-site registration and check-in process for general registration, OPI, pre-conference, side trips, etc. (including packets, distribution of name tags, etc.) – including preparing FAQ and other “help desk” materials for volunteers.
  • Coordinate the recruitment, assignment, training, supervision & recognition of all conference volunteers.
  • Identify conference volunteer needs & assign volunteers to on-site conference duties, such as assembling registration bags, staffing on-site registration, staffing local arrangements information table, identifying restaurants & local activities, moderating interest sessions, collecting meal tickets as needed, bring-and-brag table, etc.
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Coordinate on site Wellness opportunities to be included in the conference program.
  • Collaborate with NODA staff and committee members on key conference experiences like New to NODAC/New to NODA, the conference mobile app, and the “Know Before You Go” communications. 
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Solicit featured speakers (i.e. plenary speakers, panel discussions, etc.).
  • Coordinate additional educational initiatives that will enhance the conference experience of attendees (special events, affinity spaces, network events, luncheons, panels, etc.).
  • Working with NODA staff, coordinate the logistics of optional conference service project(s).
  • Coordinate additional educational initiatives that will enhance the conference experience of attendees (special events, affinity spaces, network events, luncheons, panels, etc.).
  • Coordinate opening and closing of the Annual Conference. 
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Work with NODA staff to develop a marketing campaign (promotional videos, social media campaigns/engagements). Including coordinating promotion of the conference at previous NODAC (could include table in the exhibit area & a presentation at the closing banquet with a video highlighting the conference & host city)
  • Assist with communications before, during, and after the Annual Conference via email, social media, & technology updates.
  • Work closely with NODA staff and AV company staff to ensure featured event audio, visual and other technical needs are secured. Serve as the on site point of contact for the selected AV company for large events. 
  • Create “run of the show”, visual aids, and presentations for all large sessions events (opening session, feature speakers, closing ceremony, etc). 
  • Solicit, compile and manage presentations (PowerPoint), videos, and music for large events. Support accessibility efforts for these events.
  • Create a branding guide and templates for all presentations and marketing efforts. 
  • Develop and curate the conference mobile app and other conference related technologies. 
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.

Expectations

➢ ASSOCIATION MEMBERSHIP

Planning committee members are required to maintain an active Association membership for the duration of their term.

➢ HIGHER EDUCATION EMPLOYMENT

Planning committee members are required to maintain employment at a higher education institution or a non-profit interest in the field of OTR for the duration of their term.

➢ FINANCIAL OBLIGATIONS

Financial support (institutional or personal) is required to cover travel costs to attend conferences and meetings. If institutional support is unavailable, email the Association Office about the availability of funding through the NODA Excellence Fund.

➢ TIME COMMITMENT

Planning committee members require a commitment through the end of the Annual Conference. During the course of the appointment, planning committee members should anticipate an average of 5-10 hours of Association-related calls and project work per month, in addition to attending in-person and virtual meetings. Time commitments ramp up significantly the months prior to the conference.

➢ COMMUNICATION & REPRESENTATION

Planning committee members responsibilities require members to be in active communication with other members, Board of Directors, Association staff, and external constituents. Planning committee members are expected to engage in discussion and actively participate in committee work. Planning committee members are also expected to represent the Association to the membership with clarity, professionalism, and integrity.

Benefits

  • Build connections with current NODA members and leaders.
  • Influence the professional development opportunities for NODA OTR professionals. 
  • Deepen understanding of event planning, and professional development.
  • NODAC Annual Conference fee waived.
  • Discounted hotel room provided during the Annual Conference.
  • Some meals provided throughout the conference and site visit.
  • Other NODA SWAG.

2027 Planning Timeline & Commitments

  • April 2026
    • Committee Chair Selected
  • May 2026
    • Committee Members Selected
  • May – October 2026
    • Set conference goals, theme, and logo
    • Plan conference reveal at NODAC 2026
    • Monthly Meetings
  • November 10-13, 2026
    • Attend NODAC 2026 in Atlanta 
  • November 2026 – March 202725
    • Develop Conference Schedule
    • Develop Call for Programs
    • Attend a conference site visit
    • Monthly Meetings
  • March 2027 – August 2027
    • Develop a Conference Program
    • Monthly Meetings
  • September 2027 – October 2027
    • Finalize Conference Details
  • October 22 – October 25
    • On-site preparations
  • October 26 – 29, 2027
    • NODAC 2027
  • November – December, 20275
    • Develop and submit final conference reports

Application

Applications can be found on the Appointed Leadership page.


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