The Women in Camp Summit planning team is always ready to welcome new volunteers! Below you’ll find details about the different committees you can join, as well as our Volunteer Form and Mailing List.

Volunteers are the people power and heart behind making the Summit happen, and we’d love to have you join us!

Volunteer Qualities & Commitment

  • Collaborate with other committee members to design a well-rounded program that appeals to our audience;

    Arrange speakers in a cohesive sequence that builds momentum and maintains audience interest;

    Incorporate diverse formats such as keynotes, panel discussions, workshops, and Q&A sessions to cater to different learning styles;

  • Provide support & resources to help speakers prepare their presentations & materials;

  • Able to meet monthly for 1 hour as a whole committee;

  • Able to meet monthly for 1 hour with Online/In-Person groups; and

  • Able to meet for additional meetings as we get closer to the event.

  • Can work with our criteria for selecting speakers, aligning with our mission;

  • Continue growing a transparent and fair selection process, considering application reviews, interviews, and/or referrals;

  • Ensure diversity & representation among speakers in terms of expertise, background, & perspectives;

  • Identify potential speakers through research, networking, & recommendations;

  • Reach out to prospective speakers with personalized invitations, outlining the benefits of participating;

  • Maintain ongoing communication to address questions, provide necessary information, & confirm participation;

VILLAGES

  • Meet regularly online monthly through the Fall and Winter, every 2 weeks through the Spring, with the task force;

  • Ensure all plans follow DEI guidelines;

  • Create Village names (ensure they are not repeated from previous years);

  • Coordinate with the ACA Illinois office to create Village groups & sizes;

  • Find Village leaders (plus a spare or two just in case);

  • Create a curriculum for our Village Square (should the Summit have this in the schedule);

  • Coordinate an online meeting with all Village leaders about 1 month before the Summit, to go over roles and expectations & any questions;

  • Create Village Leader folders with curriculum, list of Village members, etc.;

  • Meet with Village Leaders at the Summit to welcome them and ensure they are comfortable; and

  • Send thank-you cards to all Village leaders.

COMMUNITY TOUCHES

  • Meet regularly online monthly through Winter & Spring, every 2 weeks through the Fall, leading up to the Event (May-August, no meetings);

  • Ensure all plans follow DEI guidelines;

  • Plan with the committee all that we can to make the participants feel seen and heard & valued throughout the experience & build a sense of belonging and community;

  • Divide up the tasks between task force members & do their projects;

  • Be present at the event to welcome participants and answer questions throughout the Summit (be on the lookout for those who may be lonely or not feeling comfortable);

  • Work with the allotted budget; and

  • Ensure all ideas will work with the hotel or online experience - check with ACA Illinois staff to confirm permissions.

SOCIALS

  • Meet regularly online monthly through Winter and Spring, every 2 weeks through the Fall, leading up to the Event (May-August, no meetings);

  • Plan 2 evening programs (approx. 2 hours in length each);

  • Ensure all plans follow DEI guidelines;

  • Work to ensure there are program opportunities for all participants (including options for "introverts", etc.);

  • Get approval of programs from ACA Illinois to ensure they fit with hotel guidelines & accommodations, insurance, etc.;

  • Stay within the budget allotted;

  • Find hosts for the evening programs;

  • Coordinate an online meeting with all hosts and those responsible for programs to go over roles and expectations; and

  • Prep evening programs & clean up afterwards.

FRONTLOADERS

  • Meet regularly online monthly through Winter & Spring, every 2 weeks through the Fall, leading up to the Event (May-August, no meetings);

  • Together, decide what you want things to look like, sound like, & feel like when the event is over, and then work backwards to determine what steps are needed to make it a successful event for everyone;

  • Ensure all plans follow DEI guidelines;

  • Determine what information needs to be disseminated, in what fashion, in what order, at the proper timing to ensure all participants are aware of all the necessary information they require to feel welcome, a part of the Summit, and ready to get the most from their experience;

  • Think about all different abilities, sensitivities, learning styles, needs, etc.;

  • Work with Marketing as well as the team responsible for the program book to ensure necessary tidbits are in as many places as possible;

  • Send out an email with a complete list of necessary information 1 month before the event and a shortened version 1 week prior & an even shorter version the day before; and

  • Review the last Summit's frontloading for a framework & to see what was included and why.

REMEMBER:

We are looking for volunteers to assist with planning both ONLINE and IN-PERSON events. We may need separate sub-committees focusing on the two different events, with regular meetings of the committee chairs to ensure that we aren’t stepping on each other’s toes with things like speaker/topic selection, themes, and social events. Depending on your own bandwidth, you may be able to participate in the planning of BOTH events!