The Forums & Socials Program Manager is esponsible for the overall planning and execution of  WIT Forums and social events in alignment with the Strategic and Annual plan. Reports directly to WIT’s Executive Director.  Overall responsibilities include:

• Participating in monthly Program Manager meetings facilitated by the Executive Director
• Attending the WIT Leadership Team Workshop (February 2010)
• Compiling and monitoring the Annual Plan for the Forums & Socials program area
• Serving as the principal guidance resource for the Chairperson(s) of WIT Forums & Socials
• Attending monthly Program Manager meetings and providing report on program area including information gathered by the program area team
• Disseminating information to all members of the Forums & Socials program area as requested by the WIT Executive Team
• Tracking metrics appropriate for the Forums & Socials program area including expenses and revenues for each committee in relation to the budget
• Submitting draft budgets for each Forums & Socials program as requested for the WIT Finance Committee budget process
• Coordinating with the Forums & Socials Chair(s) to develop plans and timeline for each committee
• Ensuring that all members of the Forums & Socials program area are completing their assigned responsibilities providing training and guidance as needed

Various topics on leadership in the technology sector held 10 times per year; calendar of events; commitment to attend events

Primary Benefits: exposure to influential members of the technology community including the participants, speakers, and advisors involved in the program

Chair

The responsibility of the WIT Forums Chair is to set the overall direction and execution of the program, working with the Leadership & Development Program Manager to ensure program consistency and fit within the Leadership & Development programs and the WIT Strategic and Annual Plan.

Additional responsibilities include:

• Ensure processes and procedures are documented, implemented and followed by all program volunteers
• Attending each of the WIT meetings as scheduled
• Working with WIT leadership to determine theme or direction for WIT meetings for the year
• Identifying potential speakers or topics of interest
• Contacting speakers to gauge interest in participating
• Confirmation and distribution of meetings schedule
• Working with speaker or assistant to get bio, photo, and description of talk as soon as speaker is scheduled
• Sending the above information to WIT’s Marketing team for publication as soon as it comes in
• Sending all contact information for speakers to Meeting Logistics volunteer
• Following up with Meeting Logistics volunteer to make sure we know the type of set up the speaker needs and to get a PowerPoint presentation, if applicable at least 2 weeks prior to the meeting
• Work with Executive Director to place volunteers and direct their efforts
• Attending the WIT Leadership Team Workshop (February 2010)

Day of Meeting Responsibilities:

• Arriving early to make sure room is set up correctly if Logistics Volunteer is unavailable
• Welcoming speaker and make sure he/she has everything needed
• Making introductions to WIT leadership team
• Ensuring that the meeting logistics for timing occur on time (meeting start time, Q&A, and ending)

Post Meeting Responsibilities:

• Sending hand written thank you note to speaker
• Sending summary of meeting surveys to speaker once they are prepared

Forum Facilitator

Overall Responsibilities:

• Working with committee chair to identify potential speakers
• Participate in conference call prior to each WIT Forum to prepare panelists for the event and to collate potential discussion questions
• Serve to present “common thread” of learning throughout the year’s forum sessions

Logistics

• Post meetings on TAG community website and other community/networking calendars as appropriate
• Reach out to speakers to get meeting logistics (microphone preference, extra tables needed, set up of room, giveaways, etc.) and presentations
• Serve as point of contact for speakers or their assistants to answer their meeting questions regarding logistics and set up of room
• Secure speaker bios
• Guarantee any presentation slides work properly and are given to AV ahead of the meeting
• Work with vendors to confirm meeting set up logistics
• Write Chicken Fingers reports (work with Marketing team)
• Track attendees to determine new/returning individuals
• Proofread all info that was sent out or posted
• Attend Forums and assist with audience Q&A portion of the event

Welcome Team

Members of the Welcome Team attend the 10 Forum & Social events and serve as the hospitality agent for WIT.

Responsibilities include:

• Arriving early to greet attendees
• Answering any questions they may have about WIT
• Introducing first time visitors to at least one person before you leave them to greet others
• Ensuring Welcome Team members sit at different tables and meet everyone at your table
• Encouraging tablemates to fill out and turn in surveys
• Thanking  attendees for coming and answer any questions they may have about WIT
• Putting attendees in touch with the Executive Director if they are interested in volunteering with WIT and the Outreach Chair if they are interested in specific programs or sponsorship opportunities
• Be familiar with WIT programs, events, and upcoming opportunities for participation