Engage with one another, develop knowledge and skills, share expertise, and contribute to our community.

Call for Volunteers for the CBODN Annual Conference on May 18th, 2019 at American University. The Chesapeake Bay Organization Development Network (CBODN) is the premier DC Metro area network for those learning, practicing, and advancing Organization Development (OD). Founded in Chesapeake Bay, MD, our name still pays homage to our founders vision of thinking beyond the beltway, and we are grateful for their brilliant minds and vital contributions to the field of OD. 

We have several conference committees that need your expertise, including Program, Logistics, Vendor/Sponsor, and most importantly Marketing and Communications support! Please see the overview of each committee's function below, and email conference@CBODN.org for more information, details, and how to volunteer.

Mission:

To produce an outstanding one-day conference that is well-attended, well- received within the OD community, profitable, and considered a value-added event among our members.

Goals/Measures:

Support and advance the strategic direction of CBODN through alignment and development of the 2019 strategic priorities.

  • Increase awareness of CBODN’s Value Proposition through strategic programming (CoP’s, Evening Program’s, Conference, Happy Hours, etc.)
  • Expand Outreach & Engagement internally/externally to grow membership and form strategic partnerships
  • Develop effective institutional processes and resources to assist continuity of operations amongst frequent transitions in leadership

Key Activities by Committee/Role:


PROGRAM COMMITTEEResponsible for developing a relevant and valuable program that OD practitioners (both novice and veterans) would be drawn to attend.

  • Develop theme
  • Revise and distribute RFP materials to potential speakers
  • Secure KeyNote speaker(s)
  • Develop topics/tracks for break-out sessions
  • Evaluate speaker qualifications and select speakers
  • Develop program plan and schedule
  • Develop conference program
  • Work with Marketing to develop design of conference program
  • Work with Logistics to develop, produce, and distribute conference programs and freebies
  • Develop/Coordinate evaluations for break-out and general conference
  • Collaborate with other committees as needed


MARKETING & COMMUNICATIONS COMMITTEE – Responsible for promotion and creation of “buzz” around the Conference.

  • Develop marketing strategy, plan and schedule
  • Develop messaging based on conference theme
  • Coordinate with CBODN Communications & Marketing Directors to develop and provide marketing materials for CBODN website
  • Develop design of conference program, coordinate with Program Committee
  • Collect sponsor logos and ads
  • Collect letter from president (for program)
  • Collect letter from conference director (for program)
  • Coordinate with Logistics on conference program and other marketing materials
  • Coordinate with Logistics re: bios from keynotes and break-out speakers
  • Outreach to professional organizations
  • Outreach to OD graduation programs
  • Schedule and submit press releases
  • Get conference listed on BWPLC “Upcoming List” if applicable
  • Get conference literature into the offices of the sponsors
  • Collaborate with other committees as needed


VENDOR/SPONSOR COMMITTEE – Responsible for developing relationships with vendors and obtaining sponsorships for the Conference.

  • Develop vendor/sponsor strategy, plan and schedule
  • Develop levels of commitment/sponsorship & benefits; set vendor policies
  • Develop vendor and sponsor plans – pricings and offerings that includes opportunities outside the conference
  • Develop prospect list of OD and related vendors
  • Recruit vendors/sponsors
  • Secure sponsorship/vendors of interest to attendees and raise associated revenue. Sell ads for the program book
  • Secure vendors that offer actual tools and products
  • Get testimonials from last year’s vendors and include these in the vendor package
  • Greet vendors at conference
  • Manage Sponsor/Vendor care/communication once signed on
  • Collaborate with other committees as needed


LOGISTICS COMMITTEE – Responsible for the “details” – making sure we’ve dotted our i’s and crossed our t’s to ensure a smooth, seamlessly executed conference. Also responsible for food and reception.

  • Coordinate with Program, Marketing and Sponsor committees to understand, define and agree upon the Logistics role/responsibility within each committee
  • Based on the information above, develop a plan and schedule
  • Coordinate with Director on printed program development, capture of speaker bios/abstracts etc…
  • Coordinate signage, printed materials, decorations, supplies, freebies etc…
  • Coordinate materials/vendors/payment etc…
  • Solicit and coordinate folks who would like to volunteer the day of
  • Responsible for the oversight of a smooth flow to the day; ensure all day-of logistics are attended to including space setup, AV equipment, traffic flow, signage for rooms and vendors, room monitors, etc.
  • Develop site map with room assignments, vendor area, registration, etc. (Ensure vendors are in a prominent location next to the food -- coordinate with Vendor committee)
  • Establish and communicate procedures for handling AV problems, etc.
  • Food and beverage coordination with the Director given Budget
  • Hire and work with photographer and videographer if applicable
  • Handle registration
  • If Applicable, secure bookstore, provide suggested book list, coordinate author signings


ADMINISTRATIVE – DIRECTOR AND COMMITTEES (as applicable)

  • Determine and post registration deadlines
  • Coordinate with Marketing to develop cover artwork and put in JPG format
  • Coordinate with Logistics re: bags and stuffers – who to use and what to stuff inside
  • Speaker/Sponsor/Vendor relations
  • Stipulate policy on speaker handouts (bring handouts or go paperless; access online following conference)
  • Gather speaker forms, requirements, and program information. Main POC with speakers
  • Coordinate logistics and communications with speakers
  • Determine AV needs
  • Get program write ups and bios for all break-out speakers by deadline

Who We Are

Chesapeake Bay Organization Development Network (CBODN) - is the premier DC Metro area network and community of practice of Organization Development (OD) practitioners. Founded in Chesapeake Bay, MD, our name still pays homage to our founders, and we are grateful for their brilliant minds and vital contributions to the field of OD.

Connect with CBODN

  • 1325 G Street NW, Suite 500, Washington, DC 20005
  • (202) 630-6663
  • admin@cbodn.org

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