COMMITTEE FUNCTIONS

Functions of the Committees

 

General Chair and Co-Chair

The General Chair and Co-Chair are central figures in the organization and execution of the conference, overseeing its strategic direction and high-level management. Their responsibilities include:

·         Develop the conference's vision, scope, and overarching goals in alignment with the conference theme.

·         Establish the strategic direction to ensure the conference achieves its intended impact and objectives.

·         Provide leadership and guide the organizing committee in making critical decisions about the conference's organization and implementation.

·         Resolve escalated issues and conflicts within the organizing team.

·         Represent the conference to external stakeholders, including sponsors, partnering organizations, and the academic community.

·         Build and maintain relationships with key individuals and organizations to enhance the conference's prestige and influence.

·         Serve as the primary spokesperson for the conference, interacting with the media, attendees, and the public.

·         Participate in interviews, press releases, and promotional events to enhance the conference's visibility.

 

Technical Programme Committee

The Conference Technical Committee is responsible for shaping the academic content and structure of the conference. Their duties encompass:

·         Develop the conference program, including keynote sessions, technical sessions, workshops, and special panels.

·         Collaborate with committees to select relevant and high-quality presentations that align with the conference theme.

·         Invite and coordinate with keynote speakers and session chairs, ensuring a diverse and engaging program.

·         Facilitate speaker communications and address any concerns or inquiries.

·         Oversee the review process for conference submissions to ensure academic rigor, relevance, and adherence to guidelines.

·         Work with reviewers to provide feedback and ensure the overall quality of accepted contributions.

 

Publication Committee

The Publication Committee manages the dissemination of research and knowledge presented at the conference:

·         Develop and implement the publication strategy, including conference proceedings, journals, or digital repositories for conference papers.

·         Ensure compliance with publication standards and guidelines.

·         Oversee the preparation and editing of the conference proceedings, liaising with authors and editors to ensure accuracy and consistency.

·         Coordinate with publishers or editorial teams to facilitate the publication process.

 

Editorial Committee

The Editorial Committee focuses on editorial aspects related to the conference's publications:

·         Assemble and manage the editorial team responsible for reviewing and editing conference papers and materials.

·         Assign roles and responsibilities within the editorial team, ensuring smooth operations.

·         Supervise the editing of conference papers, ensuring adherence to style guidelines, language correctness, and overall readability.

·         Collaborate with authors and reviewers to address any editorial concerns or feedback.

 

Fundraising Committee

The Fundraising Committee typically oversees the development and implementation of the Fundraising Plan and identifies external sources of support for the conference, e.g. sponsors, grants, etc. The committee is responsible for:

·         Creating a fundraising plan to meet the financial goals of the organization.

·         Developing and overseeing corporate sponsor campaign drive.

·         Working with third parties who offer to fundraise on behalf of friends through an event, donation drive, etc.

·         Monitoring fundraising efforts to be sure that ethical practices are in place, donors are acknowledged appropriately, and that fundraising efforts are cost-effective.

·         Creating a communication plan to ensure consent messaging on social media, website, email blasts, and/or direct mail.

·         Building and marketing online fundraising campaigns and tracking donations using Network for good application.

 

Publicity Committee

The Publicity committee takes the responsibility for promoting the conference to potential authors, delegates, and wider media. The committee is responsible for

·         developing media releases and communicating key messages about the conference.

·         managing the conference’s branding, social media accounts, websites, digital flyers, and

·         collaborate with the technical programme committee to develop the call for papers.

 

ICT Committee

The ICT committee is responsible for managing the ICT-related components of the conference. Specifically, the committee is responsible for creating and managing a hybrid (both in-person and virtual) conference platform to provide captivating sessions that support and improve all sessions’ formats. Such a hybrid conference platform should provide

·         highly produced studio feeds to deliver dynamic keynotes to all virtual conference attendees

·         panel discussions with moderators on the live Q&A for on-point audience engagement

·         Collaborative sessions supporting roundtable discussions for small groups

·         Make use preferred video conferencing provider via RTMP

·         Stream live, simu-live, and/or recorded session content based on your speaker availability

·         Leverage production tools or have our experts produce professional session feeds for conference participants

·         Connect attendees with sponsors and exhibitors by providing opportunities for brand awareness and lead generation.

·         Maximize virtual attendee networking opportunities, community building, and engagement.

In addition, the ICT committee will create and maintain an official conference website to serve as the primary source of information for participants. The website will feature:

·         Detailed information about the conference, including themes, subtopics, and important dates.

·         Online registration and payment portals for smooth participant enrollment.

·         Access to conference proceedings, keynote speaker profiles, and other pertinent details.

·         A platform for abstract and paper submissions, as well as guidelines for authors.

 

Finance Committee

The Finance Committee is responsible for managing the financial transactions of the conference.

·         The committee approves receipts of revenue and payment of expenses; and balances the conference budget as deposits and expenditures occur.

·         The committee works in liaison with the University Finance Office to complete banking functions such as opening accounts, balancing accounts, closing accounts, and providing information during audits

 

Organizing Committee

The Organizing Committee is fully committed to providing a suitable and well-equipped venue for the conference. Their responsibility includes:

·         Securing and managing ample space to accommodate all sessions, workshops, and activities.

·         Auditoriums and breakout rooms equipped with audio-visual facilities for presentations and discussions.

·         Networking areas to facilitate interactions and collaborations among participants.

·         Facilities for exhibitors to showcase products and services, if applicable.

 

Logistics Committee

The Logistics Committee will efficiently manage conference logistics to ensure a seamless and enjoyable experience for all attendees. Logistics services will include:

·         Coordination of transportation for conference participants, if needed.

·         Assistance with accommodation arrangements and reservations for out-of-town attendees.

·         On-site support to address any logistical inquiries and concerns during the event.

·         Organization of social and networking events to enhance participant interactions.