EV Assistant Manager

Job Title: EV Assistant Manager (Team Leader)

Job Purpose: Coordinates communication between Director of Conference Services and the local program team.

Duties:

  • Communicates with the EV Manager with the following and perfoms tasks as needed.
  • 1 month prior to the conference, receives software and hardware and installs software on both platforms
  • Assists in the setup of the EV
  • Prepare for move to EV Manager for next year.

Timeline:

During Convention beginning of year:

  • Get email address of Director of Conference Services (Bart Ecker: becker@tesol.org )
  • Get a team together
  • Try to find your replacement for two years hence
  • Meet with Bart Ecker, Director of Conference Services and EV team to plan for changes for next year’s conference.

Between Conventions:

  • Keep in touch with the EV Manager and Director of Conference Services for needs of the convention.
  • Acquire lists of software to be installed, and installers as needed
  • 2 months prior to convention, submit contact information, including mailing information for receipt of software and computers
  • Block out time in schedule before convention for installing software.
  • 1 month prior, receive clones and set them up with software.

General communication tips:

  • Set up a folder in your email client for EV mail. Use filters to send email from EV people there automatically.
  • Avoid attachments, especially in non-open (e.g., Word) formats.
  • If people on the conference planning committee do not reply to your email, they are not intentionally ignoring you; they’re just extremely busy. Send follow-up messages until you know that communication has occurred.

At the next Convention:

Assist in the set up of EV

Setup:

  • Start setup as early as possible (as early as 7 AM on Sunday). See EV Diagram.
  • Plan extra time if the convention center is a union shop.
  • Setup an additional small booth with tables, where EV staff and presenters can leave their conference bags, coats and other materials. (Get a coat rack too!)

Running the EV:

Signs:

  • Email/chatting or skyping: not allowed
  • Where to get email
  • No food & drink
  • PC and Mac station numbers (PC1-10, Mac 1-10)
  • EV schedule (could print out from web site)
  • Individual event schedules
  • Anything else that’s brilliant
  • “Presenters’ handouts only” on one table

Security:

  • Contact Bart before the conference to make sure you have badges that give permission to get in early to the building
  • Make sure the EV is locked securely at night
  • If possible, get set of keys for EV coordinator

Supplies:

  • Paper, scissors, tape (lots), push-pins (lots and lots)
  • blank CD-R’s, floppies
  • Note: Bart is supposed to get us a box with this stuff. Somehow we didn’t get it this yr.
  • Garbage can
  • Lost & found?

EV Office:

  • Location for copies to be made/ copies made (preferably a box or folder).
  • Curtains to block off
  • 1-2 main computers – server if needed.
  • “drops” so that Chairs and EV Committee members can plug in.
  • Tables and chairs as appropriate (3 tables/ 6 chairs?)

End of the Conference:

  • Get email address of Director of Conference Services (Bart Ecker: becker@tesol.org )
  • Get a team together
  • Try to find your replacement for two years hence
  • Meet with Bart Ecker, Director of Conference Services and EV team to plan for changes for next year’s conference.