Committees - Georgia Indian Dental Association

GIDA Tentative Committees & Responsibilities:

President

Create new committees or dissolve old committees as needs change.
Determine how often the Committee Meeting and select next meeting date (1/quarter, 3/year plus 1 Diwali Party).
Create organizational packets for committee.

Type up minutes of Committee Meetings and make available to all organizers promptly.
Maintain contact information of all organizers, along with which Committee they are serving on.

Responsible for maintaining accurate financial records.
Collecting money from members that attend CE and GIDA events.
Depositing monies / checks from members.
Reimbursing organizers for Committee-related purchases.
Communicate with Social Secretary to get number of RSVPs and follow up on payment in advance if possible.
Assign a member to be early at each event to staff the registration table.

Responsible for reserving the venue, ensure it has privacy and adequate capacity and ability to increase / decrease capacity as the RSVP count becomes clearer.
Maintain a list of possible backup venues along with pros and cons of each location.
Maintain a list of previously used venues along with the positives and negatives of the location and the event held there.
Is there a cash bar available within the CE room so members do not have to leave to go purchase beverages?
Sending invitations to the membership, developing the wording with a deadline date to RSVP and policy on refunds.
Determine how often invitations should be sent in the weeks prior to the meeting and by what media / methods.
Determine the menu, special emphasis on non-beef options and plenty of vegetarian options.
Arrange for any special AV requirements needed by the speaker, communicate through the CE Committee.
Maintain the RSVP count and report to the Committee as the event date draws closer.
Identify the date which the event location needs to know the final headcount.
Based on RSVPs, create name tags for attendees at each event.
Co-ordinate (with a member of the Treasury) a registration table at each event.
Assign a member to be early at each event to staff the registration table.

Maintain a list of future CE event dates and nature of it (lecture vs hands on).
Maintain a list of guest speakers who would appeal to our group.
Advise the Committee how many CE hours will be provided for each event / lecture.
Communicate with speaker / company to have CE certificates available at the event (hard copies) to hand out.
Determine what AV needs the speaker requires and communicate it to the social secretary.
Arrange for a guest speaker, and assign a host who will escort him to the facility, assist with AV setup / requirements, provide him with refreshments and food as needed, assist with his supplies / belongings to his/ her vehicle at conclusion of course).
Will be responsible for finding the right speakers, communicating with them and getting the CE certificate.
Secure a speaker biography from the speaker and forward to the Host Committee so they can introduce the speaker appropriately. If no biography is provided, please develop one based on your knowledge and experience with the speaker and forward that to the Host Committee.
Identify future CE / event ideas that would be a novel approach to attract greater participation or to present different themes for CE (scientific vs business vs hands on).
Print CE course evaluation forms to bring to meeting.
Collect and collate results of feedback.

Determine the number of sponsors needed for each meeting based on event expenses.
Identify the sponsoring companies and maintain information on how much they have committed.
Determine what the sponsors need in exchange for their sponsorship (tables / exhibit space, time to talk, a powerpoint presentation?) and communicate that to the Social Secretary and Host Committeees Communicate.
Maintain a list of which companies have indicated a desire to sponsor our event.
Maintain a list of which companies have previously sponsored our events (date of sponsorship, location of event and amount contributed).
Clarify with sponsors how contributions will be managed (pay directly to the event / facility or pay to GIDA?).
Communicate attendee list of the event to the sponsors following the meeting.
Identify and develop future revenue streams, seeking input from Committee at large where needed.

Manage the start time and transition at each event.
Introduction of speakers using bio supplied by CE committee.
Identify and assign a speaker host to escort him to the room, assist with AV setup / requirements, provide him with refreshments and food as needed, assist with his supplies / belongings to his/her vehicle at conclusion of course).
Develop an agenda for the evening’s events (socializing, introduction, sponsors, food service, introduce speaker, CE followed by questions, president’s / closing remarks, announcements, adjournment).
Identify the sponsors in their opening remarks and allocate time for the sponsors to talk to the attendees.
Introduce new members, if any.
Mingle during the social hour to break the ice… you would be the public face of GIDA.
Purchase / have available 1-2 ‘door prizes’ to be raffled off at end of event.

Work with Social Secretary to follow up on non-responders to determine attendance at meetings.
Identify and engage new members at meetings / events.
Reach out to and screen potential new members before adding to list servs / chat groups.
If budget allows, identify a ‘host’ / standby volunteer who will chat / mingle with new members and or first time attendees at events.
Work with CE Committee to collate results of the feedback and evaluation forms.
Make recommendations to the Committee based on feedback of the attendees.
Consider follow up calls for certain attendees who expressed hesitation in initially coming.
Solicit feedback from members who have left the group and or those not active to see how we can change to meet some of their needs.
Consider an invitation to senior dental students at MCG to our events.

Identify areas for our members to contribute to community service projects.
Identify and inform members of health screenings at local temples / community centers.
Serve as a resources for Indians who require dental assistance / referral within the community.
Serve as a resource for students wishing to pursue careers in dentistry.

Establish the governing articles of the association.
Advise on amendment protocols if the need arises.
Ensure adherence to the governing documents.
Advise on establishing the organization with various governmental departments and maintaining compliance.

Appointments at sole discretion of the President.
Advise of future goals / aspirations.
Arbitrate points of contention that Committee cannot resolve.
Identify areas of future growth and assist president in establishing conditions to reach / tap into those areas.

Responsible for putting together entertainment for Diwali party as needed.
With input from Committee identify the date of the annual Diwali Party.
Standby volunteers- These volunteers would help with anything and everything / wherever help is needed.

Communicate with the Georgia Dental Association regarding any needs, viewpoints of the organization.