IJJA VICE PRESIDENT
List of Duties

1. Poll board membership for topics & speaker ideas.

2. Set time and breakout room schedule for workshop times (coordinate with ICA counterpart).

3. Contact prospective speakers for availability/commitment. Make initial contact with date and time to check for availability (send last year's conference brochure). Contact speaker and negotiate fee, flight options etc. for board approval. Update board with information; request approval to confirm speaker commitment. Send letter confirming speaker, requesting resume, biography and a/v needs. Send letter confirming negotiated fee etc.

4. Schedule either opening speaker, or banquet speaker & closer, depending on year (ICA/IJJA swap from year to year).

5. Provide board with conference itinerary (speakers and schedule). Work closely with IJJA president and ICA counterpart concerning decisions regarding speakers, maintaining open communication regarding status of conference itinerary and continue to update the board each meeting

6. Provide conference itinerary to each speaker. Speakers should be confirmed by May. Remind speakers of any missing information, such as introductions or topic titles, and of any additional A/V needs.

7. Assist in scheduling travel for speakers. Discuss with speakers travel arrangements- whether they make there own arrangements and bill IJJA, OR bring invoice to conference. If the speaker requests IJJA to make arrangements, then utilize travel agency and direct bill to IJJA.

8. Request and assign moderators to each speaker. Create a list and schedule of moderators before the conference. Speak with moderators and provide them with copies of the schedule and speaker biography/introduction. Provide "door prize", if applicable, to moderator for their session. Work with the CEU committee to provide moderators with CEU and POST paperwork.

9. Provide list of speaker A/V needs to assigned committee. This list also goes to the hotel contact person for fee negotiations. Ensure the hotel, past president and A/V committee lead have received the A/V list and that all items will be provided.

10. Work with the President Elect to ensure each speaker has a room reserved at the conference hotel. Confirm arrival and departure dates with each speaker. Provide this schedule to the past president (hotel contact).

11. Assist in developing the conference program, which has an August deadline. Provide the final itinerary to ICA for program printing. Prepare and provide biographies for each speaker to ICA for program printing. Proof program received from ICA counterpart. Provide ICA with names of speakers for printing of name tags.

12. Prepare thank you notes and arrange speaker gift bags. Gift bags will be given to speakers when they check in at the conference. Have the notes ready to be signed by both IJJA and ICA executive boards during the August meeting. Make sure cards are printed on appropriate bond paper with matching envelopes. Thank you notes are given to each speaker and vendor. Thank you notes are given to the raffle committee to send out to prize donors.

13. Receive master copy of all hand outs from speakers. Ensure enough copies are made, if speaker has not brought them him/herself. Ensure handouts are received by moderators prior to applicable session.

14. Act as contact for all speakers at conference. Take care of speakers' needs and concerns.

15. Collect evaluations and give to Secretary to summarize and tabulate.