Program and Professional Development Committee
If you are interested in joining the Program and Professional Development Committee to help us plan professional development events, then indicate on your membership profile. Otherwise, we are always in need of adhoc volunteers for specific aspects of every event we host. If you are interested email the Program and Professional Development Committee Co-chairs events AT atl-eval.org
Food and Beverage Volunteer: The food and beverage volunteer is responsible for acquiring and purchasing refreshments for AaEA monthly events that are held outside of events where food or beverages are sold. The volunteer will have to pay out of pocket and later seek reimbursement from the finance committee. Unless specified otherwise, the budget should not exceed $50, so labels that are more expensive are avoided. The menu should include a fruit and cheese tray (est. 10-$15, best prices at Costco or Kroger), 3 bottles of wine (20, two reds and white-usually around $3-See Trader Joes, DeKalb Farmers Market, or Whole Foods), 2 six packs of beer (10), and a canister of mixed nuts.(5) A cooler may be necessary to store beers but if the volunteer does not have access to cooler or ice then the program committee will assist with obtaining these items. If needed, the volunteer should also request assistance from the program committee if additional trays or pitchers are needed. The volunteer will receive logistics information from the program committee to ensure that food is dropped off at least 30 minutes to event’s official start. The volunteer is allowed to keep extra opened perishable beverages. Unopened nonperishable snacks or beverages should be given to a representative of the program committee for the next event. If event is cancelled and the perishable items cannot be returned, the volunteer will get full reimbursement. Gas is not reimbursed. If a volunteer is not able to fulfill responsibility, the volunteer should contact the program team at least 48 hours ahead when possible. Additionally, the volunteer will have access to contact information of the program team when they are assigned to this duty.
Transportation Volunteer: On occasion, speakers and other high profile guest may need transportation assistance. The program team will try to secure members who live within a 5-10 mile radius of the guest. If beyond 10 miles, mileage will be reimbursed. The contact information for the guest/speaker will be sent at least 48 hours before pick up is needed. Both parties (driver and rider) will have each other’s contact information in case there are last minute changes. Request for volunteers will be placed in mass email to membership.
Announcement Volunteer: An announcement has to be written describing the content of a speaker lead AAEA meeting. This announcement should detail if members need to bring certain materials to the event, such as handouts or writing materials. The announcement draft will be created after a speaker has been secured. A generic summary should be sent to the speaker to refine. A final draft should be uploaded to Google Docs ideally at least one week before the event to allow the Communications team to include in the marketing. However, this posting may be delayed if the speaker is not secured until later. Request for volunteers will be placed in mass email to membership.
Location Scout Volunteer: There are two types of AaEA events: socials and speaker lead events. Socials are held at centrally located restaurants with meeting rooms when possible. Venues have included Manuels Tavern and the Wrecking Bar. Speaker led events are held at venues where parking is available at no cost and will hold at least 30 attendees, AND will allow outside food. Current venues include ICF Macro, Little 5 Points Recreation Center. A step for ICF Macro is to send request to ICF representative to schedule a room. After receiving email confirmation, the volunteer will notify the program committee. Steps for securing Little 5 points include the following: a) confirm speaker, b) pay $50 reservation fee, c) confirm room, d) clarify that we will not be “bumped” from room, e) apply for reimbursement-see Google Docs. When securing a new venue, please update the location spreadsheet under program committee folder in Google Docs. Request for volunteers will be placed in mass email to membership.
Photography Volunteer: This volunteer would take pictures during event. The photographer will need access to a camera or a phone with camera. The pictures should be uploaded to Google Docs within 48 hours. Request for volunteers will be placed in mass email to membership.
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