National Society of Black Engineers
Prospective Region IV CPC Member,
It is my distinct honor to address you as your 2011 Fall Regional Conference
Planning Chairperson. The conference will take place November 3-6, 2011 at the
Wyndham Hotel in Milwaukee, WI. I implore those of you that have the heart,
willingness and passion to serve NSBE to step up and give our Society the best Fall
Conference we’ve ever experienced!
Serving on the Conference Planning Committee (CPC) is a rewarding responsibility
within NSBE. Fall Conference is our Region’s premier event and as a member of the
CPC, you will aid in its successful execution.
Please be mindful that planning this event requires the attention of proactive and
organized individuals dedicated to fulfilling the mission of NSBE. A CPC position
requires a great amount of dedication and as a result; applicants are encouraged to
be mindful of obligations to school, work and their personal lives before submitting
the application.
I encourage you to highlight your personal leadership and organizational diversity
to ensure selection of the premier candidate. There are limited positions available;
as a result applicants may be selected to serve as a volunteer.
Thank you for your continued participation and dedication to the National Society of
Black Engineers and the Mother Region-Region IV!!!!
NSBE LUV,
Amanda Cooper
Amanda Cooper
2011 Region IV Fall Regional Conference Planning Chairperson
Fall Regional Conference Planning Committee
Member Characteristics and Qualifications
• Must arrive to the conference on Wednesday, November 2, 2011
• Must provide your own transportation to and lodging arrangements for the
conference
• Must participate in weekly committee conference calls
• Must check e-mail regularly and respond to e-mails/phone calls within 24
hours
• Must be dedicated to advancing the mission and vision of the Society
• Must demonstrate knowledge of the Society’s operating policies and
procedures
• Must be able and willing to devote sufficient time to consistently fulfill the
position duties
• Must maintain contact with the Chairperson and staff to ensure viability and
productivity
• Must be able to allow others space for leadership and decision-making
• Must perform assigned tasks in a timely manner to facilitate conference
planning
• Must be dependable and dedicated
• Must be self-motivated and an independent worker
• Must be a strategic thinker while being both detail and result oriented
• Must be able to work with various demographic levels and needs
• Must be aware of own personal limitations
• Must strive to possess and maintain a positive perspective with the goal to
initiate change
• It is desired for all committee members to attend the Regional Leadership
Conference, August 13-15, 2010 in Region IV (Location is to be determined).
• Positions and their titles are subject to change per the approval of the Fall
Regional Conference Chairperson
POSITION DESCRIPTIONS
The following may be used to obtain a generic snapshot of the various positions on
the Convention Planning Committee (CPC). Please review these descriptions prior to
selecting your prospective position and submitting your application for review.
Understand that the descriptions are not a complete representation of the true
nature of each position and additional duties may be required as conference plans
become solidified to ensure success.
The CPC as a whole will be responsible for informing the REB of their work. The FRC
Chair will be the main liaison to the REB; however, individual committee positions
may need to communicate with the REB on their own.
VICE CHAIRPERSON
The FRC Vice Chairperson serves as the Facilities and Audio/Visual and Signage
Manager. This person is responsible for maintaining the Fall Conference Agenda.
This person is responsible for developing and maintaining a system of high service
quality for conference attendees through audio and visual equipment such as
projectors and microphones. This individual is responsible for conference signage
and audio/visual equipment for all of the workshop presenters and sessions and
entertainment activities. This person will also manage the Cyber Café. The following
REB positions should be informed of your work: FRC Chair, Chair, Vice Chair,
Secretary, and Treasurer. Persons with experience with a hotel audio/visual
company, college audio/visual media department or related audio/visual
department are encouraged to apply.
EXECUTIVE ASSISTANT & REGISTRATION MANAGER
The Executive Assistant & Registration Manager is responsible for keeping accurate
and up-to-date records of meeting minutes, action items, registration materials and
all relevant documents. The Executive Assistant must document all decisions made
by the CPC. This individual is also responsible for distributing meeting minutes and
action items to CPC members after the subsequent meeting. This individual is
responsible for setting up conference calls, and maintaining the CPC roster, contact
list, and birthday list. The Executive Assistant & Registration Manager’s duties also
include managing the CPC Headquarters Office on-site throughout the duration of
the convention and managing the conference registration area. He/she will be
responsible for getting quotes for conference supplies, bags/lanyards, programs
books, awards, etc. This person also serves as the assistant to the Fall Conference
Planning Chairperson. The following REB positions should be informed of your
work: FRC Chair, Chair, Vice Chair, Secretary, and Treasurer. Individuals with a keen
sense of detail are encouraged to apply.
ENTERTAINMENT & SPECIAL PROJECTS COORDINATOR
The Special Events and Entertainment Coordinator is responsible for coordinating
all NSBE Jr. and Collegiate entertainment-related events for the Conference,
including spiritual enrichment, study rooms and physical fitness activities. The
Coordinator must develop events that meet the needs and suitability of the students
and professionals of the conference. The following REB members should be
informed of your work in order to coordinate and promote these events: FRC
Chairperson, Secretary, Programs, Treasurer, Membership, Telecommunications
Chair, and Publications/Public Relations Chairperson. Candidates should be
articulate and possess strong written and verbal skills.
WORKSHOPS & VOLUNTEERS COORDINATOR
The Volunteers and Workshops Coordinator is responsible for soliciting volunteers
for the entire conference and workshop presenters for the Pre-Collegiate and
Collegiate workshop attendees. This person will send out the call for workshops,
and call for volunteers and coordinate with the REB and CPC to offer quality
workshops during the conference. This person will also coordinate with the REB
and CPC to come up with a list of volunteer needs. Other duties will be given under
the discretion of the FRC Chair. The following REB positions should be informed of
your work: FRC Chair, Chair, Vice Chair, Programs Chair, PCI Chair, and Alumni PDC
Chair. Candidates should be articulate and possess strong written and verbal skills.
TRANSPORTATION & MARKETPLACE COORDINATOR
The Transportation and Marketplace Coordinator is responsible for coordinating all
transportation amongst the airport, Convention Center, and hotels and soliciting
vendors for the NSBE Marketplace during conference. The coordinator is
responsible for running the NSBE Marketplace during the conference as well. This
person is encouraged to solicit vendors within the host city. Other duties are
outlined at the discretion of the FRC Chairperson. This individual is responsible for
maintaining any CPC complimentary rental vehicles and for coordinating all VIP
ground transportation including VIP travel to and from the airport. The Coordinator
is also responsible for choreographing on-site parking for the Convention, which
includes bus parking. The following REB positions should be informed of your work:
FRC Chair, Chair, Vice Chair, Secretary, Treasurer, PCI Chair, and Alumni PDC Chair.
Individuals seeking to obtain more in-depth knowledge about NSBE operations with
a strong willingness to learn but are without significant NSBE leadership experience
may wish to apply. Individuals in this role should be highly detail-oriented and
personable, as they will work to create the first impression of Convention and the
host city.
BANQUET & MEALS COORDINATOR
The Banquet and Meals Coordinator is responsible for coordinating ALL meal
functions for Conference. This individual also provides catering information to
corporate sponsors upon request. It is important to note that this individual is
ultimately responsible for all Conference meal functions, whether sponsored, paid
directly by the sponsor, or funded by the organization. Collaboration between the
Pre-College Initiative and Professional Development Conference Chairpersons and
the Banquet and Meals Coordinator is necessary. The following REB positions
should also be informed of your work: FRC Chair, Chair, Vice Chair, and Treasurer.
Individuals who have innovative ideas regarding the meal aspect of event planning
are encouraged to apply. Individuals seeking to obtain more in-depth knowledge
about NSBE operations with a strong willingness to learn but are without significant
NSBE leadership experience may wish to apply.
HOSPITALITY CHAIR
The Hospitality Chair is responsible for welcoming and catering to the membership,
corporate sponsors, workshop presenters, speakers, and career fair workers. This
individual will coordinate a customer service booth for the conference in order to
provide information about the host city, agenda changes, give directions around the
hotel, keep a lost and found, etc... This person will need to work closely with the
communication zone to ensure that signs, banners, and programs are ready for the
conference. The hospitality chair will also help manage volunteers on site during the
conference. Other duties will be given under the discretion of the FRC Chair. The
following REB positions should be informed of your work: FRC Chair, Chair, Vice
Chair, Secretary, Treasurer, Publications/Public Relations Chair, and PDC Chair.
Individuals seeking to learn more about NSBE operations but are without significant
NSBE leadership experience may wish to apply.
The National Society of Black Engineers
Fall Regional Conference
CPC Application – Region IV
Please type in blue ink.
I. GENERAL INFORMATION
Name:
Membership # (if available):
Member Type:
Chapter:
Address: City/State/Zip:
Phone (preferably cell):
Email:
II. LEADERSHIP INTEREST/EXPERIENCE
1. Please indicate your Position of interest (rank 1st, 2nd, and 3rd choice):
*Available positions are in black text. Filled positions are in gray text*
___Vice Chairperson
___Executive Assistant & Registration Manager
___Entertainment & Special Projects Coordinator
___Workshops & Volunteers Coordinator
___Transportation & Marketplace Coordinator
___Banquets & Meals Coordinator
___Hospitality Chair
For the responses below, please limit your answers to 25 words or less where
applicable.
1. Please list your past NSBE involvement.
2. Describe why you are best suited for the selected position given the
information provided.
3. Provide a current overall evaluation of Fall Regional Conference and
potential enhancements.
4. What personal contributions have you made to enhance NSBE?
5. What encouraged you to apply for this position?
6. What motivates you to become a leader within NSBE?
7. If you were selecting applicants for this role, which qualities would you look
for?
8. When situations are difficult, what are you most likely to do?
9. If not selected for your committee of interest, would you be interested in
serving as a volunteer?
Yes No
Please utilize this opportunity to highlight any qualities or characteristics not
brought forth through the questionnaire.
You are encouraged to submit your applications as soon as possible.
Please send application via email by Sunday April 24th, 2011 at 11:59 pm
Eastern Standard Time.
2011 Fall Regional Conference Planning Chairperson
r4frcchair@gmail.com