Conference Advisory Group Chair

Conference Advisory Group Chair

Functional Description

The Conference Advisory Group (CAG) is composed of a voting group (the Chair, the Conference Chairs of the immediate past, current, and next three future conferences, and two Executive Committee representatives), and the Chief Staff Executive (CSE), who is a nonvoting member. Staff and invited guests participate in meetings and discussions as needed. The CAG manages conference issues that extend beyond individual conferences and have multi-year impact.

The Chair of the CAG is a volunteer who serves in two major capacities. First, the Chair leads the work of the CAG in carrying out multi-year functions; the CAG works as a peer body and the CAG Chair functions as the manager of the CAG project as defined in the 1998 conference management model report. Second, the Chair serves as a member of the SIGGRAPH Executive Committee (EC) and is the primary communications link between the conference and the EC.

The CAG Chair is nominated by the CAG and selected by the SIGGRAPH Executive Committee. The term of appointment to this position is three years (beginning in 2002) and one additional year as a non voting member as the Past CAG Chair. The term of office begins with the new calendar year. There is no limit to the number of terms one individual may hold. In the event the current CAG chair

is the only candidate there will still be an interview process with the CAG before a recommendation is made to the SIGGRAPH Executive Committee. Up until September 1st, the deadline for anyone interested in the position to apply, the current CAG Chair will be treated as a candidate even if he/she has not applied to be a candidate so that if he/she should decide to pursue the CAG Chair position there would not be any conflict of interest.

The responsibilities of the CAG Chair are:

1. Manages the work of the CAG

Works with the CSE and CAG to organize the agenda and provide backup for each CAG meeting, chairs the meeting, sees that the meeting notes are properly reviewed, archived, and distributed, and tracks meeting action items. The CAG Chair is a full participant in CAG meetings and may vote or make motions.


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o the RFP is developed and reviewed,

o the appropriate bid review group is assembled,

o the bid reviews are done appropriately, and

o the contract is awarded and written correctly.


2. Serves as a voting member of the SIGGRAPH EC and is the primary communications link between the conference and the EC.


Qualifications

In order to carry out these functions, the Chair needs to possess certain characteristics.


Selection Process

The CAG is responsible for identifying and recommending the CAG Chair for EC approval. It is important to note that it is an open process in which anyone can apply. However, all information concerning who applies, data collected, and all discussions of candidates is kept strictly confidential. The selection process is accomplished in three phases:

Phase 1: Identify and encourage potential CAG Chair candidates

Phase 2: Collect application information from candidates

Phase 3: Evaluate candidates and recommend CAG Chair to EC for approval

Phase 1: Identification of Candidates

In the year prior to the start of the new CAG Chair term, the CAG posts an open Call for Volunteers for the CAG Chair position via email and on the web site. In addition, the CAG discusses and identifies potential candidates to encourage their application. Potential candidates are identified from previous conference committees, personal knowledge, and recommendations. All individuals who express an interest are encouraged to apply and discuss the CAG Chair responsibilities with CAG members at the conference.

Phase 2: Applications

The CSE will request individuals who have expressed an interest in the CAG Chair position to submit the following information to the CSE for dissemination:

o Self evaluation against CAG Chair Qualifications (listed above)

o Why they would like to serve in this position

o What they would like to accomplish as CAG Chair



Applications or questions about the application process should be submitted electronically to Conference Management. Regular mail should be sent to:

SIGGRAPH Chief Staff Executive

19 Mantua Road

Mt. Royal, NJ 08061

All applications must be received by September 1, following the conference.

Phase 3: Selection

The CAG will evaluate the collected information using the qualifications listed above. Primary candidates will be identified and formally interviewed by the CAG or its designated group. Based on the evaluation and interviews, the CAG will identify a recommended Chair and submit it to the EC for approval in the fall. All candidates will receive timely feedback on the status of their application.

Activity Timeline:

Conference Week (July/August)

Stay at the headquarters hotel. All travel and hotel expenses are covered by the conference. Arrival Thursday prior to the conference and departure Thursday evening or Friday morning after the conference.

Throughout the week:


EC Responsibilities at the Conference:


September


October


November


December


January/February


March


April



May


June



Additionally, there are regular phone calls with the CSE as needed to discuss any ongoing issues - both conference specific and strategic. Regular email communication is essential, as is a basic familiarity with all issues surrounding the conference and future years. The CAG Chair is on all conference committee aliases. This means that they receive all email about the conferences. Additional conference calls and/or meetings are arranged as necessary.