ISA Rocky Mountain Chapter

COMMITTEE DESCRIPTIONS

OUTREACH COMMITTEE

Outreach Committee Chair and Co-Chair:

    • Oversee committee, develop and implement processes for information sharing, manage ISA RMC communications plan and editorial calendar, ensure that all sub-committees are aligned with communication needs to achieve ISA RMC communication objectives.

Outreach Sub-Committees:

    • Social Media: Oversee strategy and utilize association social media channels to promote ISA RMC events, programs, thought leadership, members and opportunities.
    • Newsletter: Oversee newsletter content creation, strategize to effectively promote ISA RMC events, programs, members and opportunities with currently subscribed members.
    • Content Coordinator: Oversee content creation for ISA RMC’s existing channels, research events, programs, member news and industry related topics. Work with ISA RMC board and members to develop creative content.

EDUCATION COMMITTEE

Annual Conference:

·    Hotel/Decorator/On-site Administration:

o   Assist with venue, decorator contract

o   Assist with all registration (ie: exhibitors/attendees/sponsorships)

o   Coordinate all food/beverage selections with venue leading up to event

o   Negotiate the best room rates and comps with the host hotel

·    Exhibitor Registration Administration:

o   Update exhibitor contracts, distribute following the trade show through the date of the next scheduled show

o   Prepare exhibitor packet (included but not limited to: cover letter, registration materials, booth assignment, booth layout, decorator packet, etc)

o   Coordinate all move-in/out times with decorator

·    Sponsorship Administration:

o   Solicit ads and sponsorships to underwrite the conference expenses

o   Collect all sponsor company logos for signage.

·    Attendee Registration Administration:

o   Create & distribute all promotional & registration materials.

o   Continually promote via email, mail etc. (3-4 emails per month).

·    Additional Administration:

o   Coordinate content for the conference guide and assist with design and production.

o   Prepare and send confirmation letters to speakers. Collect speaker bios, handouts and audio-visual requirements.

o   Manage speaker reimbursements and honorariums.

o   Prepare and manage conference evaluations; provide board results

o   Prepare and mail thank-you letters to sponsors, exhibitors and speakers.

Awards:

·         Solicit Nominations from the membership.

·         Coordinate judging of nominations.

·         Coordinate with ED ordering of all awards.

·         Adhere to annual budget allowance/goal.

Climbing Competition:

·         Site Selection

·         Obtaining a park permit.

·         Work with the ED to obtain event insurance (submit to ISA 4 weeks prior to event)

·         Recruit Judges

·         Work with the ED to prepare climber registration.

·         Solicit for sponsorships

·         Coordinate ordering shirts for Climber/Officials. (1-month prior to event)

·         Coordinate food and beverage.

·         Work with the ED to create a schedule of events, event signage, and rotation schedule.

·         Ensure that the venue has restrooms on site. If not coordinate with an outside contractor (2 months prior)

·         Conduct a site walk-through, tree inspection, tree risk assessment as well as an EMT/Ambulance service coordination.

·         On-site needs: Provide current rules, score sheets and scoring program, signed waiver forms, protect forms, climber equipment inspection form as well as accident forms.

·         Adhere to annual budget allowance/goal.

Pesticide Workshop:

·  Hotel/Decorator/On-site Administration:

o   Assist with venue, decorator contract

o   Assist with all registration (ie: exhibitors/attendees/sponsorships)

o   Coordinate all food/beverage selections with venue leading up to event

o   Negotiate the best room rates and comps with the host hotel

·    Exhibitor Registration Administration:

o   Update exhibitor contracts, distribute following the trade show through the date of the next scheduled show

o   Prepare exhibitor packet (included but not limited to: cover letter, registration materials, booth assignment, booth layout, decorator packet, etc)

o   Coordinate all move-in/out times with decorator

·  Sponsorship Administration:

o   Solicit ads and sponsorships to underwrite the conference expenses

o   Collect all sponsor company logos for signage.

·  Attendee Registration Administration:

o   Create & distribute all promotional & registration materials.

o   Continually promote via email, mail etc. (3-4 emails per month).

·   Additional Administration:

o   Coordinate content for the conference guide and assist with design and production.

Other Educational Events:

·         Solicit speakers/presenters

·         Coordinate venue space/food and beverage

·         Coordinate with ED on administering registration.

·         Adhere to annual budget allowance/goal.

MEMBER SERVICES

Certification:

·         Serve as the liaison between ISA RMC and ISA.

·         Work with the various committees to acquire approval of credits.

·         Coordinate with various committee chairs to ensure that sign-in sheets are getting to the appropriate place and people.

·         Ensure that all forms are signed off on and submitted back to ISA.

Membership Recruitment/Retention: The goal of this committee is to earn new members, while also helping to support a positive member experience within the Chapter. The committee is led by a chair and supported by a team of two to four committee members. Ideally, members of this committee are comfortable with discussing our chapter, the benefits of membership, sharing their positive experience within the chapter and having conversations with people interested in learning more about ISA RMC. This committee provides a great opportunity to learn more about how to keep a member organization strong, while gaining a greater knowledge of what ISA and our chapter offer to members. Typically, there is one meeting in person, per quarter, with monthly conference calls in-between those meetings. Event attendance is not required, but helpful in carrying out the following tactics. Generally, outside of the 30-60 minute monthly calls and event attendance, committee members spend about 2-4 hours/month to help achieve the committee’s goals.

·         Identify eligible and qualified candidates within the chapter area, to assist them in becoming members.  

·         Support the chapter’s member retention program.

·         Be familiar with the membership and eligibility information in the international and chapter bylaws.

·         Submit annual membership recruitment/retention plan for board approval.

·         Promote friendly relations among members, welcome new members into the chapter and make certain that guests who attend chapter functions meet members.

·         Formally follow up with guests to all ISA RMC functions, done via phone and email.

·         Ensure each new member is accompanied and properly introduced when attending the first meeting.

·         Adhere to annual budget allowance/goal.

·         Solicit board support as needed.

COMMUNITY OUTREACH

Day of Service:

·         Plan and execute annual event that provides assistance to area nonprofits.

·         Adhere to annual budget allowance/goal.

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