7th Annual Bay Area Biomedical Device Conference

Biomedical Device Conference features
7th Annual
Bay Area Biomedical Device
Conference - 2016
❖ Biomedical Device Conference:
❖ What is it?
❖How does it work?
❖Fully run and organized by students
❖ Includes freshmen all the way to graduate students
Medical Innovations in Silicon Valley
❖ Committee Presentations
❖ Top industry Speakers
❖ Benefits of becoming a volunteer
❖ Student poster sessions
❖ How to sign up for your favorite committee
❖ Networking!!!
Wednesday March 30, 2016
Volunteer Informational &
Recruitment Meeting
Meeting Agenda
❖ 6 successful conferences hosted and organized by SJSU BMES
❖ Questions & Answers (Q&A)
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012
www.biomedconference.org
Objectives
2016 Conference
Meeting Agenda
❖ Scheduled for Wednesday, March 30th, 2016
❖ Event time: 8:30am – 5:30pm
❖ Volunteers: 6:00am – 9:00pm (from breakfast to dinner)
❖ Student Union Ball Room (SJSU Campus)
❖ Biomedical Devices Conference:
❖ What is it?
❖ Why should you get involved?
❖ How does it work?
❖ Renowned speakers from Biomedical and Medical professions
❖ Committee Presentations
❖ Student Volunteers
❖ Pre-conference volunteers: Sept 15’ – March 16’
❖ Day-of conference volunteers: Jan – March 16’
❖ Benefits of becoming a volunteer
Registration Committee
Lead: Neda Nasr
Co-lead: Angelica Polo
❖ How to sign up for your favorite committee
❖ Questions & Answers (Q&A)
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012
OUR RESPONSIBILITIES
RESPONSIBILITIES
❖ Be good leaders
❖ Confirmation emails
❖ Master guest list
Day-of-Conference Volunteers
❖ Can wake up early
❖ Customer Service
❖ Ability to adapt to changes
❖ Duties won’t start till Spring 2016
❖ Monthly preparation meetings in
Spring
❖ Name tags/Name plates
❖ Responding to email questions
❖ Post conference emails
www.biomedconference.org
Pre-Conference Volunteers
❖ Responding to Emails
❖ Monitoring email accounts
❖ Questions and Concerns
❖ Make Name Tags
❖ Make Name Plates (Sponsors)
❖ More tasks will come in Spring 2016
www.biomedconference.org
Website Committee
Lead: Megan Gilmore
Co-lead: Farah Rahhal
SKILLS
Pre-Conference Volunteers
❖ Organized
❖ Detail Oriented
❖ Good Communication Skills
❖ Nice & Fun ☺
Day-of-Conference Volunteers
❖ Organized
❖ Detail Oriented
❖ Outgoing/Social
❖ Ability to smile for a long time
www.biomedconference.org
RESPONSIBILITIES
FUTURE PLANS
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Ensure that the layout and design of the website looks appealing
Constantly check each page for grammar, spelling, or link errors
Keep the website updated as soon as new information is provided
Optimize a mobile version of the website
Be responsible for working on certain days of the week
www.biomedconference.org
Upload speaker photos and bios
Organize sponsor logos based on rank
Fill in the 2016 program
Create a photo gallery of past conferences
Keep the mobile version optimized
www.biomedconference.org
SEEKING PEOPLE WHO ARE:
OUR MAIN GOAL
❖ Patient
❖ Detail Oriented
Marketing Committee
❖ Pre-conference volunteers only
Spread the word!
❖ Increase record of attendees!
❖ Obtain sponsors
❖ Represent SJSU BMES
Lead: Diana Valenzuela
Co-lead: Hazim Amir
❖ No coding necessary (Wix will be used)
❖ Have an eye for design
www.biomedconference.org
2015 SPONSORS
www.biomedconference.org
Social Media
www.biomedconference.org
WHOM DO WE NEED
WHERE WE ARE
www.biomedconference.org
Other Universities
With Industry
Professionals
SJSU Representative
❖ Excited
❖ Self motivated
❖ Outgoing
Designer
❖ Design software
❖ Save the dates
❖ Fliers
❖ Business cards
Creative Personality
❖ Radio blurbs
❖ Print Ads
❖ Engaging announcements
www.biomedconference.org
RESPONSIBILITIES
OVERVIEW / WHOM DO WE NEED
Co-Lead
Food Committee
Lead: Bradley Los
Co-lead: [available]
❖ Plan all the meal options.
❖ Coordinate with caterers to
arrange food.
❖ Arrange the after
Conference dinner.
❖ Arrange food for the
committee meetings or any
conference related
meetings.
www.biomedconference.org
Finance Committee
Lead:
Ricky Dhanota
❖ Collaborate in planning
the catered / Costco
food.
❖ Assist in choosing the
dinner location.
❖ Help coordinate the
volunteers on day of
conference.
Volunteers (Day of
Conference)
❖ Assist in organizing the
snack break / wine &
cheese reception.
❖ Re-fill water/
refreshment containers,
along with food layouts.
❖ Clean spills and other
unfortunate events.
www.biomedconference.org
RESPONSIBILITIES
WHOM WE WANT
❖ Manage Conference expenses
❖ People who are reliable and trustworthy
❖ Maintain Conference finance spreadsheet
❖ Conscious of deadlines
❖ Handle Conference Reimbursements
❖ Excel savvy and good with numbers
❖ Who love to deal with money
www.biomedconference.org
www.biomedconference.org
TASKS, PRE-CONFERENCE
❖ Welcome Packets
❖ Digital Resume Booklet
Materials / Handouts Committee
Lead: Madiha Shah
Co-lead: Michelle To
❖ BMES formal Shirts for
Volunteers
❖ 5-years Sponsors Gifts
❖ Speakers’ Gifts & Appreciation
Certificates
www.biomedconference.org
TASKS, DAY OF CONFERENCE
❖ Set-up sponsor tables
❖ Set-up posters for presentations
❖ Check with registration desk
» i.e. - ensure they have enough
welcome booklets, lanyards,
and other supplies
www.biomedconference.org
❖ Save-the-date flyers
www.biomedconference.org
EXPECTATIONS & QUALIFICATIONS
❖ Detail-oriented
❖ Interest in typography/graphic design
❖ Interest in vendor communication
❖ Ability to attend monthly meetings
www.biomedconference.org
Logistics Committee
Lead:
John La
Objectives
Our awesome volunteers from past Conferences
DAY-OF CONFERENCE LOGISTICS
Tasks & Responsibilities
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AV arrangements
Set up mics – presenters / Q&A
Tables and chairs for ~350 people
Parking lot permission
Parking direction guides
Set up parking signs
Signs for the parallel session
Registration desks, table covers,
and signs
❖ Arranging poster easels
❖ Sponsor tables and chairs
❖ And much, much more…
www.biomedconference.org
Meeting Agenda
❖ Biomedical Devices Conference:
❖ What is it?
❖ Why should you get involved?
❖ How does it work?
2015
❖ Committee Presentations
2014
❖ Benefits of becoming a volunteer
❖ How to sign up for your favorite committee
❖ Questions & Answers (Q&A)
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012
www.biomedconference.org
www.biomedconference.org
Objectives
V 1.0 GS Aug 1 2012
Objectives
BENEFITS FOR ONLY THE VOLUNTEERS
❖ Free registration
❖Chance to network with the biomedical industry
professionals.
❖ Student poster session
❖ Chance to share your resume (with the speakers and sponsors)
❖ Get to know your BME peers and classmates.
You can sign up for your favorite committee this
week!
❖ Share your contact information with us so that we can send you the
link to the sign up form.
❖ Contact the committee leads if you want to know more.
❖ Biomedical Devices Conference:
❖ What is it?
❖ Why should you get involved?
❖ How does it work?
❖ Committee Presentations
❖You can send me an email on [email protected] if you
have any questions.
❖ Benefits of becoming a volunteer
❖ How to sign up for your favorite committee
❖ 2016 National BMES conference
benefits.
www.biomedconference.org
Meeting Agenda
❖ Questions & Answers (Q&A)
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012
www.biomedconference.org
www.biomedconference.org
V 1.0 GS Aug 1 2012