Responsibilities of Co-chairs: The responsibilities for the retreat co-chairs can be split up into three main areas. We have assigned them as Person A, Person B, and Person C. If a fourth person has volunteered as a co-chair, s/he should help A, B and C with their duties. Please read the responsibilities closely and pick the area you would like to work on. You may delegate most of the tasks assigned to you but you are still responsible for making sure it gets done in a timely fashion. Request help from the rest of the Sc members as and when needed. It is also advisable that all chairs attend the regular SC meetings. Person A: S/he will be the point person. Typically, should be a senior member who has assisted in or at least attended one retreat. S/he will devote the most time and will be in charge of delegation of jobs and management of people. Persons B, C, and D should keep person A in the loop (cc on emails or phone call) on all the important communications so s/he will know everything that is going on. Will work closely with CCR-FYI- chair and prior retreat chairs. Person A will be in charge of:
- Inviting Keynote speakers.
- Abstract judging: Co-ordinate abstracts with Jean for judging. Appoint Sc members for judging abstracts to select for oral and poster abstracts eligible for travel award. Appoint one Sc member per Topic to compile results. Collect the names of oral/ poster presenters eligible for travel awards. Send letters to selected oral presenters letting them know that they will be presenting orally. If someone cannot do oral presentation then move to the list of poster presenters and select from that group the next person for oral presentation.
- Co-ordinates efforts to select Outstanding Fellow Speaker. Appointing a 3-4-member committee to invite nominations and judge the nominees. Person D will help.
- Appoint session moderators and judges for oral and poster sessions at the retreat.
- Prepare judging folders for retreat. Person D will help. Person B: Should be able to delegate and manage. Report to Person A. Person B is in charge of Workshops.
- Will decide by vote workshops topics.
- Appoint all workshop moderators.
- Follow up with moderators on invitations to work shop participants. Moderators will cc Person B on all communications with invitees.
- Work on retreat website and dissemination of retreat announcements (email and flyers) to NCI postdocs. Work with Palladian on abstract book and flyers to be distributed at the retreat.
- Will be in charge of the thank you cards and travel award certificates at the retreat.
Person C: Required to do detail oriented jobs. Is usually the busiest in the lab and will have less down time between experiments. Will be in charge of:
· Set up monthly teleconferences for retreat sub-committee. All chairs are required to attend. Sc chairs and prior retreat chairs are welcome to attend and advise.
- Will prepare meeting minutes and send to all Sc members one week prior to Sc meeting. Clearly state decisions already made vs. pending items.