Main Committee to oversee the planning and organization of the Conference
High level overview of Conference logistics and scientific program development ensuring that faculty selection follows established diversity criteria
Serve as ambassadors to help with marketing efforts
Final decision rights on any Conference related items including but not limited to: Registration fees, sponsorship & exhibit fees, budget and other financial decisions, marketing & promotion, onsite materials
Track Chairs are part of the Scientific Committee of the Conference and lead the track in its deliberations and communications with the Scientific Committee. Attend virtual scientific committee meetings.
Select and invite scientific track members. Ideally, each track will have 5 members: 2-3 should represent diverse geographic areas of Africa, and one should be an early career researcher.
Propose, with track members, keynote speakers, symposia (with speakers), debating topics and speakers.
Select Review Committee to review abstracts within their track and select abstracts for oral and poster sessions.
The aim of the Local Organising Committee (LOC) is to oversee and coordinate all logistical, administrative, and on-the-ground arrangements for a successful Conference.
Planning and Coordination – Ensuring smooth organisation of the event in line with the broader goals set by the main organising or steering committee.
Venue and Logistics Management – Managing venue selection, setup, catering, transport, accommodation, registration, and all practical arrangements.
Local Partnerships and Support – Engaging with local institutions, authorities, service providers, and sponsors.
Recruiting and managing volunteers or local staff involved in the Conference.
Incorporating local context, customs, and hospitality into the event (e.g. welcome events, cultural experiences).
Crisis and Contingency Planning – Preparing for and responding to any local challenges or emergencies.
Advise, review, and assist in the implementation of fundraising plan for the Conference, including revenue sponsorship goals and fundraising assistance for activities in support of the organization. One of the major fundraising activities will be funding for scholarships for those attending the Conference. The Fundraising Committee will liaise with the Scholarship Committee through its chairperson.
Provide reports to the International Organizing Committee regarding funds raised and organizations and companies contacted.
Participate in the cultivation and solicitation of donations from prospects.
Assist in the identification of others with fundraising skills and experience.
Help identify and ultimately approach prospective donors.
Providing insight into ways that other activities (i.e. communications, special events) may support the Conference’ fundraising activities.
Provide a final report after completion of the Conference to the International Organizing Committee
Outreach and Networking: In conjunction with the Promotion and Fundraising Committee, identifying and reaching out to relevant community organizations, advocacy groups, and stakeholders to promote the Conference and encourage participation.
Feedback Collection: Gathering and integrating feedback from community members and stakeholders to ensure their concerns and suggestions are considered in the present and future Conference planning process.
Collect attendee demographics: Working with Conference organizers to collect demographic and self-identification data of participants.
Program Development: Assisting in developing the Conference sessions, workshops, and networking activities that address community needs and interests, suggesting speakers to the Scientific Co-Chairs and the Conference Chair.
Community Engagement: Encourage community groups to develop workshops and other group sessions and participate actively in various networking opportunities provided at the conference.
Sponsorship: Promote fundraising to ensure the participation of community representatives in the Conference.
Evaluation and Reporting: Assessing the effectiveness of community engagement efforts and providing recommendations for improvement and for future Conference meetings. Reporting on engagement activities and outcomes to the Conference organizing committee.
