Purpose:

Unspecified

  • Agenda Designer

    Purpose:

    Meetings are productive and flow logically; Attendees have ample time to network and make useful connections

    Accountabilities:

    • Designing overall meeting agenda

    • Identifying and implementing creative strategies to engage attendees

  • ESIP Ambassador Manager

    Purpose:

    Unspecified

    Accountabilities:

    • Running Ambassador Coordinator program

    • Working with Meeting Committee and ambassadors to improve the ambassador program

    • Enlisting ambassadors at the meeting

    • Informing ambassadors about meeting specifics

    • Maintaining up-to-date ESIP 101 slide deck on the ESIP Website, as well as for use at the ESIP Meeting ESIP 101 Sessions.

    • Maintaining an up-to-date slide template for ESIP Ambassadors, including Collaboration Area Chairs, to highlight ESIP in other settings.

    • Working with Lab Manager, Collaboration Area Manager, Lead Link, and other roles as needed to ensure that ESIP 101 slide deck content is up-to-date and best encompasses ESIP activities.

  • Food & Beverage Coordinator

    for ESDSWG, ESIP and EDM. Others as they arise

    Purpose:

    Food & beverage service at meetings needs to be coordinated and contracted

    Accountabilities:

    • Negotiating, coordinating, and contracting with venue for food & beverage services

  • In-Person Meeting Supporter

    Purpose:

    Provide in-person meeting support

    Accountabilities:

    • Assembling information and printing participant badges

    • Working with vendors & sponsors for badges & lanyards, in coordination with Fund Development Administrator

    • Managing the registration table at in-person meetings

    • Printing venue maps, agenda & room locations for registration desk

    • Printing & distributing drink tickets & special dietary meal tickets

  • Meeting Content Wrangler - Posters

    Purpose:

    Unspecified

    Accountabilities:

    • Offering capabilities for leads to upload posters

    • Gathering and displaying posters at meetings

    • Working with ESIP Repository Curator to ensure that meeting content is archived post-meeting

  • Meeting Sponsor Manager

    Purpose:

    Unspecified

    Accountabilities:

    • Managing meeting sponsorships - Soliciting and contracting sponsorships at various levels for upcoming ESIP meetings

    • Documenting and communicating sponsorship contracts to meeting support staff, and bookkeeper for billing and contract recording

  • Paid Travel Coordinator

    Purpose:

    Provide transportation information and travel reimbursement support

    Accountabilities:

    • Connecting with ESIP members who receive paid transportation to help arrange their travel plans

    • Connecting with paid guests (plenary speakers and committee travelers identified by committees, etc.) to help arrange travel plans

    • Providing information and assistance for travel reimbursement

    • Creating and maintaining travel reimbursement guidance

    • Following up with ESIP paid travelers on their reimbursement processes

    • Reviewing and approving ESIP paid traveler documentation

    • Connecting with budget implementers to identify potential travel funding

    • Negotiating & coordinating with local hotels for room blocks and (if needed) local transportation

    • Sending travel survey for travelers going to meetings other than ESIP meetings

  • Plenary Implementor

    Purpose:

    Catches presentations from plenary presenters

    Accountabilities:

    • Coordinating with plenary speakers to get their presentations

    • Assisting plenary speakers to upload content to figshare

    • Meeting plenary speakers at podium day of in case their presentation has to be changed

    • Testing videos or other media ahead of time with plenary speakers

    • Communicating with plenary presenters ahead of time for materials like bio, pictures, etc.

  • Registration Chief

    Purpose:

    Coordinate all things related to meeting registration and member badges

    Accountabilities:

    • Answering questions about registration and payments

  • Registration design

    Purpose:

    Unspecified

    Accountabilities:

    • Designing & building meeting registration forms

    • Opening up registration to public

  • Research as Art Coordinator

    Purpose:

    Facilitate the annual Research as Art or similar event at the summer meeting

    Accountabilities:

    • Working with volunteers to get the call for entries, and other communication out to ESIP community members

    • Writing descriptions and links to help stimulate artistic production instead of poster production

    • Working with meeting staff to select location

    • Working with meeting staff to describe all necessary location needs, including food and drink

    • Working with meeting staff to get easels, foam core boards, and monitors to location

    • Coordinating set-up and tear-down for event

    • Coordinating communication capabilities during the event

    • Photographing at the event

    • Working with the Agenda Designer to determine the overall goals and format of the Research as Art - type event for each meeting.

  • Swag and Supplies Wrangler

    Purpose:

    Manages all swag and supplies needed for the meeting

    Accountabilities:

    • Working with Meetings Committee to get member input into swag decision

    • Identifying swag suppliers and ordering swag

    • Maintaining inventory of office and meeting support supplies for meetings

    • Purchasing supplies, restocking inventory as necessary

    • Coordinating shipping of swag and supplies to and from meetings and conferences

  • Unconference Session Coordinator

    Purpose:

    Coordinates unconference sessions at ESIP in-person meetings.

    Accountabilities:

    • Designing and sharing process(es) for proposing, selecting, and holding unconference sessions.

    • Holding unconference wrap-up session to conclude and capturing key takeaways for continued improvement.

  • Venue Communications Lead

    Purpose:

    Single point of contact with venue for communications and contracting

    Accountabilities:

    • Assigning communication authority to others including Food & Beverage Coordinator, Hotel Accommodations Wrangler, and others as needed

    • Gathering information about local restaurants, parking, and airport transportation

    • Contacting 3rd party suppliers and coordinating with venue re. timing and placement of poster boards

    • Coordinating with venue for meeting rooms & spaces

  • Venue Investigator

    Purpose:

    Proper selection of a venue for ESIP meetings and events is critical to success. This role researches possibilities and advises as to their appropriateness.

    Accountabilities:

    • Researching and recommending venues that qualify as potential meeting sites, based on past experience, knowledge of current needs, and knowledge of what works and what doesn't

    • Identifying venue for Ignite@AGU with AGU Ignite Wrangler

    • Contracting venue space

    • Identifying local host interested in having ESIP near them

    • Working with the meetings committee on venue rotation

    • Reviewing survey data for meeting venue specific issues and for suggestions on where to go next

    • Identifying venues for special events colocated with meeting