event OPERATING PROCEDUREs

Thank you for providing meaningful programs that deliver clear benefit to ACCJ members and uphold the ACCJ’s four pillars. Please follow these guidelines for event planning.

 1. Select the speaker and a topic.

• Contact the speaker to confirm topic and availability.

• Speaker and topic should be timely, relevant to the committee, and provide meaningful and actionable takeaways.

Note: Hosting committee leaders must be approved by CEAC to speak at their own events.

Do not invite the same speaker more than once a year. (See the ACCJ Event Planning Guide for more details.).

2. Submit request 2–6 months in advance.

Use the online event submission form or PDF form to provide key event details, including but not limited:

• Event format

• Expected attendance

• Speaker details

• Topic description and title

• ON/OFF the record

• Hosting/co-hosting committees

• Sponsorship plans

• Interpretation needs

• Speakers from the USG/GOJ

See the Event Submission Form for a complete list. Please expect a response within 2–4 business days.

3. Coordinate with the ACCJ team to reserve a venue.

• After confirming the target number of attendees and format, the ACCJ staff will contact venues.

• If target attendee numbers are not met, the event may be canceled prior to the venue cancellation deadline.

Note: Only ACCJ staff may make venue/vendor arrangements and set event financials.

See the ACCJ Event Planning Guide for more details

4. Liaise with the speaker on content, coordinate logistics with the ACCJ team.

• Confirm registration progress with the ACCJ team, who will provide the final attendance list.

• Consult the ACCJ team to ensure that the event flyer is ready at least 1 month prior to event date.

• Event materials must be edited and distributed by the ACCJ office. Please plan 3–5 business days for review.

• See How to Promote ACCJ Events for guidelines.

• Allow external speaker and/or moderator to invite one guest at no charge; confirm the guest’s name, title, and email.

• Arrange the head table (ACCJ team drafts seating chart).

5. Prepare for your role.

Prior to event:

• Prepare the moderator/Q&A questions and confirm them with the speaker.

• Share presentation slides with the ACCJ team several days in advance (presentation equipment will be provided).

• Confirm event timeline and agenda (OOP) and clarify day-of responsibilities with the ACCJ staff.

Day of event:

• Greet guests, introduce the speaker, facilitate Q&A, thank the speaker, and close the session.

• See Speaker Internal Protocol for more details

Note: Hosting committee leaders are requested to attend and encouraged to help with introductions and networking.