Responsibilities of Officers

Responsibilities of Officers

Chair

  1. Pre­side over all the meet­ings; in charge of all the affairs of the Club.
  2. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Wel­com­ing let­ter — August-Sep­tem­ber
    • List of new offi­cers with affil­i­a­tion and emails — June
    • Bio­graph­ies of the can­di­dates for the CCP Exec­u­tive Com­mit­tee — Feb­ru­ary-March
    • Elec­tion results — April

Chair-elect

Arrange the Spring Sym­po­sium (Sug­ges­tions for plan­ning)

  1. Iden­ti­fy speak­ers; nego­ti­ate trav­el arrange­ments; inden­ti­fy site and nego­ti­ate con­tract (9 months before the Sym­po­sium).
  2. Obtain speak­er talk titles; pre­pare pre­lim­i­nary pro­gram and announce­ment; dis­trib­ute Sym­po­sium announce­ment to mem­ber­ship (Sec­re­tary); post Sym­po­sium announce­ment on CCP web­site (Com­mu­ni­ca­tions); iden­ti­fy plat­inum spon­sors who may want a booth or oth­er spe­cial arrange­ments (3 months before the Sym­po­sium).
  3. Final­ize con­tract with loca­tion; obtain speak­er talk abstracts and bio­graph­i­cal sketch­es; pre­pare Pro­gram; post Sym­po­sium pro­gram with abstracts, bios on CCP web­site (Com­mu­ni­ca­tions); com­pile reg­is­tra­tions for atten­dance list; final­ize spe­cial arrange­ments with plat­inum spon­sors (1 month before the Sym­po­sium).
  4. Con­firm final head­count with site; give pre-reg­is­tra­tion list to Trea­sur­er; Print Sym­po­sium pro­gram and pre-reg­is­tra­tion list for atten­dees; obtain hold­ers for nametags; print and assem­ble nametags for atten­dees (1 week before the Sym­po­sium).
  5. Set up reg­is­tra­tion desk (with Trea­sur­er); pro­vide updat­ed lunch head­count to site (Day of Sym­po­sium).
  6. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Spring Sym­po­sium announce­ment — Jan­u­ary-Feb­ru­ary
    • Sym­po­sium advance reg­is­tra­tion — March
    • Spring Sym­po­sium pre­lim­i­nary pro­gram and abstracts — As soon as they become avail­able
    • Spring Sym­po­sium final pro­gram — As soon as they become avail­able

Past Chair

  1. Chairs the Nom­i­nat­ing Com­mit­tee for the Catal­y­sis Club of Philadel­phia Award.
  2. By-law IX out­lines the pro­ce­dures for the selec­tion of can­di­dates.
  3. Con­tri­bu­tions to web­site
    • Announce­ment request­ing nom­i­na­tions for the CCP Award — Jan­u­ary
    • Press release announc­ing the CCP Award win­ner, with pic­ture if avail­able — May

Treasurer

  1. Pre­pare nametags and col­lect dues at the gate for month­ly meet­ings.
  2. Pay the bills.
  3. Keep com­plete finan­cial records of all activ­i­ties.
  4. Send dues and the list of name, mail address and email address of the reg­is­tered mem­bers to the Nation­al Club.
  5. Main­tain the tax sta­tus of the club.

Secretary

  1. Min­utes of the Exec­u­tive Com­mit­tee meet­ing.
  2. Make the let­ter­head, send out meet­ing notices, and pub­li­cize the meet­ings.
  3. Keep track of the mem­ber­ship list and pass on to the Nation­al Newslet­ter Edi­tor.
  4. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Month­ly meet­ing announce­ments: include file in PDF and Microsoft Word for­mats; and speak­er pic­ture — As soon as they become avail­able

Arrangement Chair

(For month­ly meet­ings only)

  1. Nego­ti­ate price for the meet­ing place and din­ner menu.
  2. Book the meet­ing place.
  3. Select the menu and make din­ner reser­va­tions.
  4. Com­mu­ni­cate the menu to Sec­re­tary.
  5. Get the name of atten­dees to the Trea­sur­er 3 days in advance of the meet­ing.
  6. Arrange for the A/V equip­ments.
  7. Update and run the slide shows of the cur­rent spon­sors.
  8. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Din­ner menu — When avail­able

Program Chair

  1. Invite speak­ers for the sev­en meet­ings and get poten­tial spon­sors.
  2. Pro­vide this list (ASAP) to Sec­re­tary for his/her use.
  3. Get the abstracts of the talk and the bio-data of the speak­er six weeks in advance of the meet­ing and pass them to Sec­re­tary.
  4. Find out what A/V equip­ments are need­ed for the talk and inform Arrange­ment Chair in advance.
  5. Intro­duce the speak­ers and run the ques­tion and answer ses­sions.
  6. Invite stu­dents from local uni­ver­si­ties to give short pre­sen­ta­tions at some of the month­ly meet­ings. Meet­ing sched­uled for Sep­tem­ber, Novem­ber, Jan­u­ary and March are open to stu­dent pre­sen­ta­tions.
  7. Make trav­el arrange­ments and hotel book­ings for the speak­ers if need­ed.
  8. Find out the meal choice of the speak­ers and com­mu­ni­cate the info to Trea­sur­er.
  9. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Selec­tion of dates for Meet­ing Pro­gram — June-August
    • Meet­ing Pro­gram — As soon as it become avail­able

Director Membership

  1. Update the list of the com­pa­ny rep­re­sen­ta­tives.
  2. Come up with new ini­tia­tives to increase the mem­ber­ship.
  3. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Update con­tact infor­ma­tion for com­pa­ny rep­re­sen­ta­tives — June-August or as nec­es­sary

Director Sponsorship

  1. Arrange for the meet­ing spon­sors.
  2. Update Sec­re­tary and Arrange­ment Chair the cur­rent spon­sor­ship list.
  3. Obtain slide-show mate­ri­als from the spon­sors and pass them to Arrange­ment Chair.
  4. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Review web­site page on Spon­sor­ship — June-July
    • New spon­sors — When avail­able

Director Student Poster

  1. Arrange for the poster ses­sion and coor­di­nate selec­tion the top five posters and over­all poster con­test win­ner (over­all win­ner to speak at annu­al Spring Sym­po­sium).
  2. Bor­row easels from Uni­ver­si­ty of Delaware and Uni­ver­si­ty of Penn­syl­va­nia and arrange for the trans­porta­tion.
  3. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing
    • Poster com­pe­ti­tion announce­ment — July-August
    • List of par­tic­i­pants and abstracts — When avail­able
    • Press release with the win­ners of the poster com­pe­ti­tion — Octo­ber

Webmaster

  1. Update the domain name (catal​y​sis​clubphilly​.org) reg­is­tra­tion with Nex​cess​.net once a year
  2. Update Nex​cess​.net web-­host­ing ser­vice once a year
  3. Main­tain the inter­net pres­ence of the Club

Representative to NACS

  1. Con­tri­bu­tions to web­site and sug­gest­ed tim­ing