Interested in joining the Women in Camp Summit planning team?
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Keep reading for more details about what committees are working behind the scenes to keep WICS leading the way as the Best Summit Ever!

  • Work with criteria for selecting speakers that align with the event's mission.

  • Create a transparent and fair selection process, possibly including application reviews, interviews, or referrals.

  • Ensure diversity and representation among speakers in terms of expertise, background, and perspectives.

  • Identify potential speakers through research, networking, and recommendations.

  • Reach out to prospective speakers with personalized invitations, outlining the benefits of participating.

  • Maintain ongoing communication to address questions, provide necessary information, and confirm participation.

  • Collaborate with other committee members to design a well-rounded program that appeals to the target audience.

  • Arrange speakers in a cohesive sequence that builds momentum and maintains audience interest.

  • Incorporate diverse formats such as keynotes, panel discussions, workshops, and Q&A sessions to cater to different learning styles.

  • Provide support and resources to help speakers prepare their presentations and materials.

  • Meeting monthly for 1 hour as a whole committee

  • Meeting monthly for 1 hour with Online/In-Person groups

  • May add short meetings getting closer to each event

VILLAGES

  • Meet regularly online monthly through the Fall and Winter, every 2 weeks through the Spring with task force

  • Ensure all plans follow are DEI guidelines

  • Create Village names (ensure they are not repeated from previous years)

  • Coordinate with ACA Illinois office to create Village groups and sizes

  • Find Village leaders (plus a spare or two just in case)

  • Create curriculum for our Village Square (should the Summit have this in the schedule)

  • Coordinate an online meeting with all Village leaders approx. 1 month prior to the Summit to go over roles and expectations and any questions

  • Create Village Leader folders with curriculum, list of Village members, etc.

  • Meet with Village Leaders at Summit to welcome them and ensure they are comfortable

  • Send thank you cards to all Village leaders

COMMUNITY TOUCHES

  • Meet regularly online monthly through Winter and Spring, every 2 weeks through the Fall leading up to the Event (May-August no meetings)

  • Ensure all plans follow are DEI guidelines

  • Plan with committee all the ways in which we can make the participants feel seen and heard and valued throughout the experience and build a sense of belonging and community

  • Divide up the tasks between task force members and do own individual projects

  • Be present at event to welcome participants and answer questions throughout the Summit (be on the lookout for those who may be lonely or not feeling comfortable)

  • Work with allotted budget

  • Ensure all ideas will work with hotel or online experience - check with ACA Illinois staff to confirm permissions

SOCIALS

  • Meet regularly online monthly through Winter and Spring, every 2 weeks through the Fall leading up to the Event (May-August no meetings)

  • Plan 2 evening programs (approx. 2 hours in length each)

  • Ensure all plans follow are DEI guidelines

  • Work to ensure there are program opportunities for all participants (including options for "introverts", etc.)

  • Get approval of programs from ACA Illinois to ensure they fit with hotel guidelines and accommodations, insurance, etc.

  • Stay within the budget allotted

  • Find hosts for the evening programs

  • Coordinate an online meeting with all hosts and those responsible for programs to go over roles and expectations

  • Prep evening programs and clean up afterwards

FRONTLOADERS

  • Meet regularly online monthly through Winter and Spring, every 2 weeks through the Fall leading up to the Event (May-August no meetings)

  • Together, decide what you want things to look like, sound like, feel like when the event is over and then work backwards to determine what steps are needed to make it a successful event for everyone

  • Ensure all plans follow are DEI guidelines

  • Determine what information needs to be disseminated, in what fashion, in what order, in the proper timing to ensure all participants are aware of all the necessary information they require to feel welcome, a part of the Summit, and ready to get the most from their experience

  • Think about all different abilities, sensitivities, learning styles, needs, etc.

  • Work with Marketing as well as the team responsible for the program book to ensure necessary tidbits are in as many places as possible

  • Send out an email with complete list of necessary information 1 month prior to the event and a shortened version 1 week prior and an even shorter version the day before

  • Look at last Summit's frontloading for a framework and to see what was included and why

REMEMBER:

We are looking for volunteers to assist with planning both ONLINE and IN-PERSON events. We may need separate sub-committees focusing on the two different events, with regular meetings of the committee chairs to ensure that we aren’t stepping on each other’s toes with things like speaker/topic selection, themes, and social events. Depending on your own bandwidth, you may be able to participate in the planning of BOTH events!