- Marketing & Fundraising Committee
- Publicity Committee
- Food & Facilities Committee
- Creativity & Decorations Committee
- Hospitality
- Reception Committee
- Registration Committee
- Business / Career Forum
- Continuing Medical Education (CME)
- Women’s Forum
- Sports Committee
- Young Adults Committee
- Magazine Committee
- Awards & Recognitions Committee
- Volunteer Committee
- Entertainment Committee
| Marketing & Fundraising Committee | • Develop marketing collaterals (brochures, flyers etc.) • Lead fundraising activities • Coordinate with regional chapters to socialize/publicize the convention • Solicit advertisements for the conference souvenir • Solicit sponsorships for programs, food, artists, etc. • Coordinate with Regional chapters for fund raising activities • Work with the Treasurer to keep the accounts on track |
| Publicity Committee |
• Use different modes of publicity/communication viz. VPA Website, social media, e-mail, physical mail etc. to socialize/publicize the convention and attract participation. • Coordinate with regional Chapters to socialize/publicize the convention |
| Food & Facilities Committee | Prior to the Convention • Develop food budget • Draw up the menu for the 3-day event • Drive the chef selection process (Note: Get quotes from at least 2 different chefs for the selected menu) • Arrange for tasting prior to the conference, provide feedback to Chef to ensure taste and quality • Coordinate with the Hotel staff to meet chef’s requirements • Coordinate with Hotel staff to understand all state compliance requirements and ensure there are no violations During the Convention • Recruit volunteers for food serving • Supervise and ensure table set-up and seamless supply and service of food |
| Creativity & Decorations Committee | • Establish a theme in line with the Logo & Slogan • Design & Display VPA Convention Banners through the facility • Arrange flowers, plants, ornaments, and other paraphernalia to decorate following areas: ◦ Stage ◦ Registration desk, Reception area ◦ Hall entrance, Breakout rooms ◦ Dining tables • Make the place look pretty, welcoming and cozy with the given budget |
| Hospitality Committee |
Prior to Conference • Prepare a brochure/flyer including but not limited to the following and publish using traditional methods and social media 1. Directions and pertinent details 2. Hotel facilities/amenities, parking 3. Closest Hospital, ER, First aid 4. Attractions close-by for sight-seeing 5. All important/critical info for a comfortable stay • Work with Registration Committee to generate a list of sponsors (Gold & Platinum) • Allocate rooms (reserved under VPA) for sponsors • If necessary, coordinate lodging and transportation logistics for guests & dignitaries During the Conference • Set up first aid kits at the venue and have information brochures handy • Provide assistance to guests to check into their rooms, provide an overview of facility, amenities, parking etc. • In case of natural disaster, work with Registration Committee to take remedial actions |
| Reception Committee | • Establish a theme and dress code for the reception desk on the event days • Work with Registration Committee for clarity of tasks, roles and transition points • Welcome guests and transition them over to hospitality committee/volunteers |
| Registration Committee | Prior to Convention • Develop registration form • Coordinate with Website committee to set up online registration • Coordinate with Publicity Committee to mail the Registration forms • Maintain database of the registrants • Develop FAQs pertaining to registrations, cancellations, etc.& have it published on the web • Prepare registration Packages containing Name badge, Souvenir, goodies, etc. • Establish dress code for Registration Committee On the day of the Convention • Coordinate with Stage & Décor Committee to decorate the Registration Booths • Check in the Registrants and distribute the registration Packages • Direct them to Hospitality area for further information |
| Continuing Medical Education (CME) | |
| Business / Career Forum | • Develop a theme • Compile & Publish the profiles of successful VPA Professionals in all fields • Arrange a 2-hour session for professional networking |
| Women’s Forum |
• Develop a theme • Compile & Publish the profiles of successful VPA Women Professionals in all fields • Arrange a 2-hour session for professional networking |
| Sports Committee | • Promote goodwill through sports & games using the hotel facilities |
| Young Adults Committee | • Coordinate with Registration Committee in getting contact information of youth members attending the conference • Set up e-mail list of all VPA youth members • Coordinate with Website & Publicity committees in publicizing the youth activities • Arrange separate youth activities / room (if needs be) to meet the interest of the VPA youths • Compile list things & places in the Bay Area suitable for youth to go to |
| Magazine Committee |
• Have a memoir – record everything in the year into a memorable magazine • Attract articles/write-ups, stories etc. from VPA members and include • Work with the Marketing & Fundraising committee to publish the pictures of the sponsors per package rules |
| Awards & Recognitions Committee | • Prepare a list to recognize VPA members for their community services • Arrange trophies & Certificates for the conference participants and Committee members • Assist convention chair in preparing vote of thanks to recognize all people involved making the conference successful • Assist convention chair in organizing post-convention get-together to thank local VPA members involved in the convention |
| Volunteer Committee | • Get volunteer requirements from all committees • Recruit volunteers • Communicate and coordinate with volunteers during: ◦ Registration process ◦ Accommodation ◦ Food serving ◦ Transportation ◦ Information on local attractions / site seeing activities ◦ Compile things & places in the Bay Area suitable for trips after the convention |
| Entertainment Committee | • Work with the core committee to finalize the entertainment schedules/duration for the 3-day event • Work with the core committee to finalize on the artistes from India • Work with the core committee to determine the entertainment budget • Allocate time slots to regions equally and fairly • Set up a process/structure to invite participation and audition of the cultural programs from all regions • Coordinate with the MC team once the line up of the programs are decided • Design fewer, but high quality programs at local level by directors collaborating • Design local programs involving large number of members • Stay on top of the budget and ensure entertainment is delivered on budget |