CONFERENCE OF METALLURGISTS ORGANIZING COMMITTEE JOB DESCRIPTIONS

Transcription

1 CONFERENCE OF METALLURGISTS ORGANIZING COMMITTEE JOB DESCRIPTIONS COM Organizing committee consists of: Conference Chairman Co-Chair Secretary Technical Chair- whom all symposium Chairs report to Industrial Tour Chairs Guest Program Chair Publicity Chair Sponsorship Chair The following positions are held by the staff at the MetSoc head office: Treasurer Proceedings Registration Arrangements Conference Chairman 1. Responsible for the overall organization and running of a successful conference. 2. Appoint Conference Committee and assign responsibilities. 3. Coordinate the activities of the Conference Committee through planning meetings and follow-up to ensure implementation of responsibilities. 4. Submit conference budget to Metallurgy and Materials Society Executive Committee for approval. 5. Report on progress to Metallurgy and Materials Society Executive Committee and Board of Directors. 6. Solicit special financial contributions, if necessary. 7. Invite special guests and award winners to Banquet; plan head table. 8. Act as Host at the Conference. Co-Chairman 1. Act as Co-Chairman of planning meetings. 2. Coordinate on-site activities. 3. Act as Co-Host at the Conference. 4. Assist the Chairman as required. Secretary 1. Keep an up-to-date list of the Organizing Committee. November

2 2. Coordinate all Organizing Committee Meetings (i.e. book rooms, order food and coffee) 3. Write and distribute minutes and agenda for all meetings. Technical Program Chairman (Chairmen) GENERAL 1. Organize Conference technical program and coordinate activities of sections; i.e.: create a Technical Program Committee. 2. Coordinate the various themes developed by the Sections. 3. Coordinate/advise sections in planning technical sessions. 4. Consider plenary session and poster seminars. 5. Hold regular meetings with symposia chairs to develop and monitor technical program, submit regular status reports to COM Organizing Committee chair, MetSoc office and appropriate section chairs 6. Liaise with session chairmen and editors of symposia volumes. WEB AND ONSITE PROGRAM DETAILS General Conference details: Symposium descriptions Symposium organizers (with affiliation and country), Symposium organizer photos. Technical Program details: Symposium session titles, Symposium session chair(s) (with affiliation and country), Presentation dates, location and times, Paper titles (with authors names, affiliations and country). ONSITE AT CONFERENCE 1. Check meeting room facilities with the MetSoc staff 2. Convey program changes with MetSoc staff 3. Ensure that session chairpersons receive session evaluation forms 4. Attend Authors Coffee each morning of the technical program; visit meeting rooms and communicate program changes (if applicable) to the session chairpersons November

3 TIMETABLE YEAR X IS YOUR COM YEAR Item Due Date / Deadline Action Comments 1 1 Oct 201X-2 Receive final details of technical sessions from Sections 2 1 Dec 201X-2 Issue Call for Papers with the Publicity Chairman and Metallurgy and Materials Society Publicity Coordinator 3 1 Jun 31 Jan 201X-1 Hold regular meetings with symposium chairs to review technical program deadlines, program review, notifications and follow-up on their implementation in relation to the activities below. 4 1 Oct 201X-1 31 Jan 201X Provide Conference chair with monthly updates on abstract submission Nov 201X-1 Be familiar with structure and operation of on-line abstract submission system 6 31 Jan 201X-1 Paper abstracts due. Ensure the symposium Chairs have the no-show list and that they consider this list before accepting author abstracts 7 1 Jan 1 July 201X Work with symposium chairs to finalize technical program 8 Jan 1 March 201X Notification of Acceptance to Authors. Send Author s Guidelines to Symposium Chairs and authors Sent from MetSoc office after receiving confirmation from symposium organizers (done within the on-line submission system) November

4 9 1 March 201X Speakers List posted on web With the assistance of MetSoc staff 10 1 April 201X Receipt of all Manuscripts for editing Manuscripts submitted on-line 11 1 April 201X Ensure all authors have received registration material (including distribution of registration waiver forms) With the assistance of MetSoc staff 12 1 May 201X Presenter s registration deadline 13 1 June 201X Submission to MetSoc of final Manuscripts for Proceedings With the assistance of MetSoc staff June 201X Submission of Technical Program to post online With the assistance of MetSoc staff July 201X All changes for final Program Guide July 201X Ensure all authors have received presenter guidelines sent by MetSoc in Feb July 201X Notification to Authors with Final Presentation Details July 201X Ensure all session chairs have received session chair guidelines 19 1 August 201X Final Program printed and posted on the website done by MetSoc November

5 Sponsorship Chairman (In conjunction with MetSoc Meeting planner) 1. Work with head office to develop a sponsorship plan 2. Determine with COM Chair goal of sponsorship 3. Prepare a marketing plan i.e.: list of who to contact. 4. Built in Fund Base of $100K- companies involved in the primary production of metals or in the case of large mining companies from their smelting and refining divisions 5. Expanding the List of Potential Sponsors- get personal contacts from those involved in the COM organization 6. Follow up with personal phone calls. This is key to success. 7. Invoice, letters and benefits established by MetSoc head office. Trade Show Chairman (In conjunction with MetSoc Meeting planner) 8. Work with Metallurgy and Materials Society Meeting Planner to coordinate Trade Show. 9. Negotiate with suppliers (of booths and electricity). MetSoc planner 10. Prepare a floor plan with the official supplier. MetSoc planner 11. Prepare a marketing plan i.e.: list of who to contact. 12. Once brochure sent, follow up with personal phone calls. 13. Visit Trade Shows in industry if possible and network 14. Hire a security guard for Sunday and Monday nights if required. MetSoc planner 15. Ensure that exhibitors are happy at the Conference. 16. Encourage exhibitors to give feedback and sign up for next year at the end of the Conference. Short Course Chairman 1. Arrange and coordinate short courses. 2. Budget for a least full cost recovery. Prices for short courses and honoraria are pre-set (see short course guidelines) 3. Organize and publish course notes 4. Coordinate the shipping of the notes to the Conference centre for distribution. 5. Coordinate AV needs with AV Chair, Arrangements with MetSoc Meeting Planner. 6. Ensure honoraria are paid to instructors, approve course invoices with the assistance of the MetSoc Meeting Planner. Short Course Notes: 1. The Short Course chair may outsource within the budget for photocopying of the notes and binding (or do them him/herself) 2. For each course: binder with table of contents, cover on the binder with COM logo and any sponsor logo. Each presentation should be separated by tab or by coloured paper. November

6 TIMETABLE YEAR X IS YOUR COM YEAR Item Due Date / Deadline Detail Comment 1 1 Dec 201X-2 Short course applications should be included in the Symposium application deadline 2 30 Apr 201X -1 Send the short course guidelines to organizers 3 31 Aug 201X-1 All short course proposal received 4 31 Oct 201X-1 Final decisions on short course program 5 1 Dec 201X-1 Short course description for TMS promo (description, number of days, presenters if known) 6 1 Jan 201X 31 Jul 201X Hold regular meetings with Short Course organizers to issue deadlines, program review, notifications and follow-up on their implementation 7 1 May Aug 201X Review the COM website on a regular basis and notify the MetSoc office of any changes that are required 8 15 Jul 201X Receive all course handout in final order in PDF format from organizers 9 15 Jul 1 Aug 201X Prepare course outline and organize the collection of handouts Aug 201X Collection and posting of digital short course handouts 11 Aug 201X Set up short course survey(s) 11 Aug 201X (Fri) Be present to set-up short course rooms, ensure digital hand outs are posted online 12 Aug 201X (Sat) Be present at the start of short courses November

7 Industrial Tour Chairman 1. Arrange and coordinate conference industrial tours. 2. Develop the tour program and establish contacts are each site. 3. Work with the contacts to set the tour schedule, including meals if applicable. 4. For each tour also obtain information on: security requirements, any special dress code, photography, health issues (e.g. pacemakers), minimum and maximum people allowed. 5. Organize transportation (and accommodations/meals if required), obtain pricing and send quotes to the MetSoc office for approval. 6. Arrange for tour guides if necessary. 7. Budget for at least full cost recovery. 8. At the conference, be present to see each tour bus leaves on time 9. Follow-up with contacts to thank them for hosting the tour, and collect comments on their evaluation of the tour. TIMETABLE YEAR X IS YOUR COM YEAR Item Due Date / Deadline Detail Comment 1 31 Aug 201X-1 List of proposed tours 2 31 Oct 201X-1 Decision on which tours to hold 3 15 Nov 201X-1 Complete individual tour programs and itineraries 4 15 Nov 201X-1 Send contracts to MetSoc office for approval along with pricing and itineraries 5 1 Jan 201X Send full description of tour to MetSoc office for promo at TMS 6 1 May 201X Re-confirm with all company contacts the tour itineraries 7 1 Aug 201X Send to each company a list of registered participants. 8 Aug 201X Be present at send off for each bus on the tour day(s) November

8 Publicity Chairman 1. Work with Committee members to generate publicity for the Conference in Canada and abroad. 2. COM Web Site identify items that need to be put on web site review web site items to ensure they are up-to-date 3. International technical societies arrange for announcement of Conference to these organizations solicit non-financial co-sponsors for the conference arrange for announcements in their journals and check for follow through 4. Place advertising in appropriate other magazines and web sites. 5. Coordinate production of symposia brochures in consultation with symposia chairs assist in arrangements to send brochures to the appropriate conferences 6. Collect head and shoulder pictures of all Symposium Organizers and the Conference Organizing Committee. 7. Send announcements of Conference to local news media if considered useful. Poster Session Chairman 1. Coordinate activities with Technical Program Chairmen and Arrangements Chairman. 2. Arrange for poster boards and their set-up in a suitable location; a one-day poster session is traditional. 3. Via the Sections and personal contacts, obtain poster presentations. 4. Try to obtain poster abstracts in time for printing August, COMX 5. Locate and coordinate judges for the student poster competition. 6. Arrange through MetSoc for certificates for the best poster and runner-up ensure that the official photographer is present. 7. Organize poster session, host any associated social events and see to dismantling of poster boards at the completion of the program. 8. Obtain sponsorships for Industry-Student Mixer through letter campaign and personal contacts/references. ALL CHAIRMEN WILL BE EXPECTED TO PREPARE A WRAP-UP REPORT ON THEIR ACTIVITIES AFTER THE CONFERENCE WITH SUGGESTIONS AND RECOMMENDATIONS FOR FUTURE COMMITTEES. ALL CHAIRMEN SHOULD ACKNOWLEDGE THE SUPPORT AND HELP OF THEIR COMMITTEE MEMBERS. November