Business Partner Liaison

Officer Duties and Descriptions: BUSINESS PARTNER LIAISON
I. Bylaws Duties
The Business Partner Liaison is appointed by and responsible to the President and serves as an ex-officio member of the Executive Board. The Liaison is responsible for promoting stronger ties between the Association and exhibitors and business partners. The Liaison develops a list of current and potential business partners and conference exhibitors and solicits financial support for the Association. The Business Partner Liaison attends the winter board meeting with the LAC Committee, the Program Committee, and the Executive Board; attends the summer board meeting; and submits board reports prior to each meeting. The Business Partner Liaison may be identified when the President-Elect starts his or her term so that the individual may shadow the current Liaison for a year and then be formally appointed by the Executive Board.
II. Specific Duties
  1. Prepare for Solicitation of Partners and Exhibitors for Annual Conference
    1. Maintain database of all past and potential business partners and their contact information.
    2. Update all exhibitor documents, including partner benefit packages. Review with Executive Board as needed.
    3. Create "save the date" cards for promotion at other conferences.
    4. Update the Partner/Exhibitor registration site on the PACRAO website with the assistance of the Vice President for Publications and Information Technology.
    5. Collect contact information from Executive Board and PACRAO members about potential new partners/exhibitors.
  2. Solicit Partners and Exhibitors
    1. Contact companies by email, phone, and mail. Assist partners and exhibitors with registration.
    2. Collect session descriptions, company descriptions, company logos, website banner files, program ads, etc., as required for conference business and provide to the Local Arrangements Chair, Program Chair, and Vice President for Publications and Information Technology for signage, printed program, website, etc.
  3. Arrange Drayage Services
    1. Work with Local Arrangements Committee exhibits coordinator to solicit bids and award contract for drayage services for the conference (pipe and drape, freight storage and transfer, additional services for exhibitors, etc.)
    2. Work with Local Arrangements Committee exhibits coordinator to obtain fire inspection permit.
    3. Assign booths according to Partner Benefits rules.
  4. Manage Exhibit Hall During the Conference
    1. Oversee drayage move-in and set-up with the assistance of the LAC exhibits coordinator.
    2. Check in with partners and exhibitors throughout the conference during exhibit hours. Resolve issues, manage relationships.
    3. Host the Exhibitors Reception on the designated evening of the conference.
    4. Assist with move-out.
  5. Executive Board Responsibilities
    1. Serve as a voting member of the Executive Board.
    2. Participate in all Executive Board meetings, in person and via telephone.
    3. Contribute newsletter articles to the PACRAO quarterly newsletters.
    4. Write and submit three reports (one for Winter Executive Board Meeting, one for Summer Executive Board Meeting, one year-end report for the Executive Board Meeting prior to the Annual Conference).
III. Required and Optional Meetings:
  1. Annual Conference while assuming Business Partner Liaison position (paid by your institution)
    1. Saturday afternoon-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
    5. Wednesday afternoon Executive Board Meeting following conference
  2. Winter Executive Board Meeting (paid by PACRAO)
    1. Late January/early February at upcoming conference location, usually Friday-Sunday
  3. AACRAO Annual Meeting (optional, paid by your institution)
    1. State and Regional Officers' Meeting (free pre-conference workshop)
    2. PACRAO Executive Board Meeting for those attending AACRAO if arranged by PACRAO President
  4. Summer Executive Board Meeting (paid by PACRAO)
    1. Late June to early August at conference location 18 months out, usually Friday-Sunday
  5. Annual Conference at end of term (paid by your institution)
    1. Saturday-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
28 Jan 2015