Support HOBY
Use GoodSearch!

The PA-West Seminar Committee is responsible for planning and implementing all facets of the annual Leadership Seminar, held each June. The Seminar Committee is responsible for programming, speakers, recruitment and ambassador relations. We are actively soliciting new committee members. If interested, please contact Monica Shields, Corporate President.

The following is a list of areas where we require volunteer support in.

• Oversee all aspects of the seminar
• Work with college staff to affirm dates, costs, and facilities in contract with college
• Recruit a Seminar Planning Team utilizing past members and increasing with new volunteers
• Conduct at least four meetings, mail notices, create agendas, etc.
• Write and disseminate letter to principals and ambassadors by October
• Motivate Seminar Team through regular communications and feedback
• Serve as a mentor to volunteer leaders
• Work with volunteer leaders to establish written, detailed roles and responsibilities
• Compile and complete all necessary monthly documentation and submit to HOBY International as needed. File copies for future use.
• Speak to cooperating organizations, corporate sponsors, and other interested parties as requested

• Create guidelines for school contact
• Assist Alumni Team with contacting schools
• Oversee recruitment teams by region
• Coordinate with Chair letter to Principals in October
• Coordinate with Chair letter (with picture) to Ambassadors in October
• Call schools and send information/nomination packets, as needed
• Verify accuracy of all nomination lists from HOBY International
• Monitor web registration process regularly
• Assist at registration table at seminar

• Coordinate all seminar logistics and arrangements (e.g., check-in and out, room assignments, meals, office, hospitality suite, seminar room set up, religious services, audio-visuals, etc.)
• Meal count with special dietary requests (e.g., vegetarian & Kosher)
• Call "no show" students Thursday by evening
• Arrange for last minute changes affecting logistics
• Coordinate and support registration table with Registration Director and volunteers

• Oversee all external PR related activities
• Design and distribute PR release for new alumni
• Produce and disseminate county-wide announcements in targeted public school districts
• Design media kit
• Secure and coordinate TV spotlights on current and past ambassadors
• Send press releases to all relevant TV stations to tape event
• Oversee the staff producing the seminar newsletter
• Oversee junior staff member responsible for seminar blog

• Update and print Facilitator Handbook
• Distribute and collect facilitators applications and resumes
• Select an appropriate number of facilitators depending upon the size of the proposed group of ambassadors
• Set up training session 2-3 weeks prior to seminar
• Divide students into facilitator groups, recognizing need to mix counties and male/female ratios
• Assign bed check and wake-up teams
• Coordinate the assignment of junior staff to facilitators with the assistance of the Director of Junior Staff
• Identify with help from facilitators and Operations Director, ambassadors celebrating birthdays over seminar weekend

• Direct Program Team
• Coordinate with the Seminar Chairperson to develop and plan the seminar program, incorporating the required number of panels and speaker format, including keynote speakers
• Maintain phone and letter contact to confirm speakers
• Greet and direct speakers at the seminar
• Update, copy, distribute, and compile seminar evaluations
• Apply for State and County proclamations for inclusion in the program booklet
• Plan and coordinate interactive leadership activities
• Work with Director of Service Learning to plan and coordinate Saturday volunteer activities
• Coordinate all program logistics with Operations Director to insure efficiency
• Report program status at each committee meeting
• Perform additional duties directed from the Chair

• Coordinate service learning activity with Program Director and local organization(s) (i.e, Habitat for Humanity, Food Bank, etc.)
• Work with Program Director to develop learning objectives for project
• Work with Seminar Chairperson to coordinate travel to/from service project site (as required)
• Work with Operations Director to coordinate logistics for service project (i.e., departure/return time, meal(s), special instructions or precautions)

• Develop program, including speakers, subjects, and format
• Secure speakers for the parents program
• Coordinate meal with Director of Facilities
• Prepare all necessary materials for mailings to parents and handouts at program

• Coordinate alumni recruitment team with the Director of Recruitment
• Select junior staff from among past Ambassadors (junior facilitators, office staff, and Cheer team)
• Coordinate staff activities and training with Director of Facilitators 3-4 weeks before seminar
• Coordinate "icebreaker activities" and energizers
• Nightly seminar newsletter distribution
• Coordinate talent show
• Assign a junior staff member to the seminar blog

• Upgrade, update and maintain HOBY PA-West website
• Coordinate publication of important communications (internal and external) on web site
• Develop and publish on web site key seminar materials and forms