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Spring Learning Program Committee

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 association.
  • 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.
  • 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, program 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.

Conference Planning Committee

There will be one planning committee for each Spring Learning location. A planning committee will consist of the following roles:

  • Spring Learning Conference Chair (1)
  • Host/Co-Host (1-2)
  • Attendee Experience (1-2)
  • Educational Programming (2)
  • Communication & Technology (2)
  • Speakers & Special Initiatives (1-2)

At least one conference committee member should work at the host institution, preferably a co-host, but not required.

Primary Responsibilities & Expectations

  • With the guidance of the Association Office staff, the Spring Learning Conference Chair will work in collaboration to plan and implement the spring conferences. 
  • Primary responsibilities and expectations:
  • In consultation with Association staff and Hosts/Co-Hosts, interview and select the conference committee.
  • Lead the Hosts across all locations to facilitate and implement conference programmatic content.
  • Facilitate and lead regular meetings with the hosts/co-hosts and meet with individual planning committees as needed. 
  • Working in collaboration with the NODA Association Office Staff, support the development and management of the conference budget.
  • Support conference logistics to help create a shared, consistent conference experience/schedule across all locations and contribute to the strategic vision of the Spring Learning conference model 
  • Meet regularly with the Association Office Staff and Board Liaison. 
  • Attend and participate in the Spring Learning Advisory/Task Force Committee and meetings.
  • The Spring Learning Chair will attend one in-person conference and the virtual conference.
  • In consultation with Association staff and the Spring Learning Chair, interview and select the conference committee for your location.
  • 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 Office Staff and the Spring Learning Conference Chair to support the development and management of the conference budget.
  • Be the liaison between the host institution and NODA to help coordinate space, dining, parking logistics, payment agreements in advance, etc. 
  • Coordinate with the local businesses and hospitality companies for discounts and sponsorships. 
  • Coordinate committee schedules/Run of Show at least a month in advance so the attendee experience team can strategically seek volunteers.
  • The Spring Learning Host or Co-Hosts are required to be available for the conference. This includes the days prior to the conference to verify shipment arrivals and prep time, the entirety of the conference, and through the clean up and shipment of remaining supplies. (NODA understands emergencies at the last moment, but Hosts should not make previous arrangements to miss any of this time.)
  • Attend committee meetings and meet with Association staff / Committee Chair as needed.
  • Review deadlines & application for “Call for Programs”.
  • 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 and a slide template.
  • Help recruit Peer Reviewers. 
  • Provide presenters feedback from the Peer Reviewing process and with post-conference session evaluation survey results when applicable. 
  • Coordinate additional education programming like case study competitions, panels, etc.
  • Serve as the on-site point of contact for the selected AV company for educational sessions.
  • Attend committee meetings and trainings, plus meet with Association staff / Spring Learning Conference Chair as needed.
  • Coordinate conference social experiences (for undergraduate students, graduate students, and professional staff) and passive conference activities 
  • Identify and liaison with a community partner to offer a positive impact for the host community.
  • Develop and distribute a conference accessibility guide.
  • Support conference check-in process for general registration
  • Coordinate the recruitment, assignment, training, supervision & recognition of all conference volunteers.
  • Work with the other planning committee members to determine decorations (tableclothes, centerpieces, etc.)
  • Attend committee meetings and trainings, plus meet with Association staff / Spring Learning Conference Chair as needed.
  • Work with Associate staff and Conference Chair to determine conference keynotes. 
  • Coordinate additional educational initiatives that will enhance the conference experience of attendees
  • Coordinate opening and closing of the Conference. (including but not limited to creating script, keynote remarks, etc.) 
  • Act as on site contact for keynote speakers and other leaders in connection with special initiatives. (pre-arrival information, day of presence and follow up thank you’s, etc.)
  • Attend committee meetings and trainings, plus meet with Association staff / Spring Learning Conference Chair as needed.
  • Assist with communications before, during, and after the Conference via email, social media, & technology updates.
  • Collaborate with Speakers and Special Initiatives to help with run of show and slide creation 
  • Collaborate with Ed Programming to create ed session slide template for presenters 
  • Create the “know before you go” guide by collecting information from the other planning committee members
  • Solicit, compile, and manage presentations (PowerPoint), videos, and music for large events. Support accessibility efforts for these events.
  • Develop and curate the conference mobile app and other conference related technologies. 
  • Help create conference branding in collaboration with NODA staff, the Chair, and the other planning committees for the other locations 
  • Attend committee meetings and trainings, plus meet with Association staff / Spring Learning Conference Chair as needed.

Expectations

  • Association Membership: Conference committee members are required to maintain an active Association membership for the duration of their term.
  • Higher Education Employment: Conference 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: Conference committee members require a commitment through the end of the Spring Learning Conference. During the course of the appointment, program 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: Conference committee members responsibilities require members to be in active communication with other members, Board of Directors, Association staff, and external constituents. Conference committee members are expected to engage in discussion and actively participate in committee work. Conference 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 and students.
  • Deepen understanding of event planning, and professional development.
  • Spring Learning Conference fee reduced rate.
  • Some meals provided throughout the conference.
  • Other NODA Swag.
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