Ryerson University Tri-­‐Mentoring Program Live2Lead Conference Planning Committee Abstract: This document outlines the planning committee structure for the Ryerson University Tri-­‐Mentoring Program Live2Lead Conference 2014. The planning committee focuses on executive student led positions that organize, plan and implement the leadership conference. Chair: one student in their third or fourth year with experience leading a conference and who is committed to ensuring that strong direction can be provided to the planning committee in regards to implementation of the conference. The chair will hold all core committee members accountable in achieving the specific goals of their portfolios. -­‐ Responsible for setting the agenda and chairing planning committee meetings with the executive team -­‐ Sets the direction, vision and theme for the overall conference in consultation with the core executive team -­‐ Acts as the face of the conference when attending funding and partnership presentations -­‐ Keeps the executive team on track with conference timelines so goals are achieved by deadlines -­‐ Consults with staff advisors when guidance is needed around conference administration -­‐ Dedicates 10 – 15 hours a week towards the organization of the conference as needed Project Manager: one student in their second or third year with a strong leadership ability to manage the logistics of the conference within the various portfolios. The project manager will be responsible for creating a conference timeline for portfolios and will ensure that timelines are being executed properly. The project manager will connect with the executives to ensure all goals and directions are being met accordingly. -­‐ Responsible for ensuring that timelines within portfolios are being executed by deadlines -­‐ Aids in helping the chair and executive team achieve the vision and direction for the conference -­‐ Complies reports on the progress of conference logistics and timelines for VP Administration -­‐ Works with staff advisors to complete any logistics that requires full time staff personnel -­‐ Liaises with the staff advisors when guidance is needed around conference administration -­‐ Dedicates 10 – 15 hours a week towards the organization of the conference as needed Vice President Administration: one student responsible with assisting the communications, logistics and meetings between various portfolios. The vice president administration will help execute all deliverables assigned by the chair and project manager to ensure that all procedures and communications are correctly, promptly, and professionally carried out. -­‐ Responsible for communication of information in regards to planning committee meetings -­‐ Coordinates committee availabilities to schedule meetings -­‐ Sends weekly updates to the committee in regards to conference administration and timelines -­‐ Takes meeting minutes and prioritizes action items for the project manager -­‐ Liaises with the staff advisors when guidance is need around the communication of the conference -­‐ Dedicates 10 – 15 hours a week towards the administration of the conference logistics as needed Vice President Finance: one student skilled in finance who will help project the actual costs and oversee the financial management of the budget for the leadership conference. This person is responsible for creating a plan for fundraising and sponsorship. -­‐ Balances the overall conference budget and keeps the committee on track with spending -­‐ Takes on the proactive role of fundraising through sponsorships and grants for the conference -­‐ Creates a sponsorship package to strategically align external organizations that share values -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with project manager to ensure that timelines are being met -­‐ Dedicates 10 – 15 hours a week towards the financial operations of the conference Vice President Logistics: one strong student who can lead the organizing and detailing of conference logistics such as: the registration of delegates and volunteers, assisting with event logistics. This person will lead the logistical planning for the coordination of the leadership conference events and programming by working with the two VP’s in those portfolios. -­‐ Responsible for achieving the logistical goals set out by planning committee -­‐ Organizes and coordinates the conference event logistics in collaboration with the VP Events and the VP Programming for keynotes, workshops and social events -­‐ Creates the structure for events and programming detailing aspects such as: volunteer coordination, delegate registration, event transition and set-­‐up and take-­‐down of events -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with the project manager to ensure that timelines are being met -­‐ Dedicates 10 – 15 hours a week towards the event coordination of the conference Vice President Events: one strong student who can lead the organization and detailing of social events for the conference. This person will work with the VP Logistics to collaboratively plan and implement the artistic vision of the conference social events. -­‐Responsible for creating the content and structure for all social events -­‐ Creates an artistic concept for the social events detailing aspects of the events such as: décor, catering, and performances -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with the project manager to ensure that timelines are being met -­‐ Dedicates 10 – 15 hours a week towards the event coordination of the conference Vice President Programming: one strong student who can create and detail the programming content that is being provided at the leadership conference from delegate packages to presentation topics. Will work with the VP Logistics to coordinate all keynotes and workshops to ensure the content maintains the overall direction of the conference. -­‐ Responsible for structuring programming details such as: speakers, workshop facilitators and activities for delegates -­‐ Creates the content to add to leadership conference packages for delegates -­‐ Liaises with the VP Marketing to aid with the creation of delegate packages -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with project manager to ensure that timelines are being met -­‐ Dedicates 10 – 15 hours a week towards the planning of programming for the conference Vice President Marketing: one strong student who will be responsible for overseeing all the marketing, promotions and branding for the leadership conference. This person will create the marketing and promotional materials in order to outreach to Tri-­‐Mentoring Program students. As well, this person will help towards building awareness of the conference to the Ryerson community through social media, print and word of mouth. -­‐ Responsible for creating the vision for the marketing and promotional goals set by the exec team -­‐ Coordinates all marketing, promotions and outreach of the leadership conference brand -­‐ Creates the branding for the conference along with the promotion of information to delegates -­‐ Liaises with the planning committee in order to ensure that information and content is being delivered -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with project manager to ensure that timelines are being met -­‐ Dedicates 10 – 15 hours a week towards the marketing and promotions for the conference Vice President Public Relations: one student skilled in relationship building both with organizations internal and external to Ryerson University. The VP public relations will liaise with the Ryerson community, other universities and colleges and community partners. This person will be working closely with marketing team in creating and implementing a strong campaign that targets the public and will help gain the support and interest for the leadership conference. -­‐ Acts as the liaison between external and internal organizations sending delegates to the conference -­‐ Help coordinate volunteers for the conference as required by the various committees -­‐ Communicate with media and organizations around the vision of the conference -­‐ Responsible for overseeing a sub-­‐committee as needed -­‐ Works with the project manager to ensure that timelines are being met -­‐ Dedicate 10 – 15 hours a week towards the building value of the conference with different communities Staff Advisors Staff Advisors will consist of one Mentoring Officer and one Program Facilitator from the Tri-­‐
Mentoring Program. They will become an instrumental component in creating an environment that encourages, supports, and guides all positions to successfully achieve their goals, and the goals of the leadership conference. Staff Advisors will also serve in the recruitment and selection of the planning committee for ensuring that all positions are filled accordingly. -­‐ Act as advisors to the Chair and Project manager -­‐ Helps guide the planning committee in the coordination of the conference -­‐ Liaises between the planning committee and university administration for conference logistics -­‐ Signs off on all documentation and requests that requires full time staffing personnel