Team Summit

All Staff Conference

SUBCOMMITTEES

  • Meet at self-directed pace

  • Weekly mega meeting between the leads

  • Open to all employees with their supervisor’s permission

  • Leads may also join any other Sub

Our subcommittees drive the conference’s success with the support of the Core Planning Team and executive leadership.

  • See, Hear & Connect

    Ensure all technology elements run smoothly from microphones to presentations to recording. 

    Key Responsibilities: 

    • Coordinate A/V setup across all spaces

    • Explore livestreaming and recording capabilities  

    • Manage presentation broadcast/projection and tech needs  

    • Troubleshoot day-of technical issues  

    Overall: Ensure every message lands clearly and effectively.

  • Buzz & Information

    Drive excitement and clarity through clear and compelling messaging. 

    Key Responsibilities: 

    • Create and send Save the Date, FAQs, and event updates  

    • Reinforce leadership messaging (including mandatory attendance)  

    • Develop clear, engaging event branding and tone  

    • Coordinate internal communication channels and timelines

    Overall: create and propagate the org-wide community energy that will make this a can’t miss event.

  • Impact & Future

    Measure success and help translate the event into long-term improvement. 

    Key Responsibilities: 

    • Develop and administer survey vehicles

    • Track engagement and participation metrics  

    • Analyze feedback and identify key insights  

    • Support reporting aligned with larger org priorities (e.g., council updates)  

    Overall: Create actionable learning for the future.

  • Joy & Connection

    Design the moments people remember. 

    Key Responsibilities: 

    • Create a welcoming, energetic atmosphere throughout the day  

    • Plan post-event activities (rodeo, games, biking, park-based fun)  

    • Coordinate swag, raffles, and staff appreciation touches  

    • Design interactive and team-building elements  

    • Swag package development and procurement

    Overall: Turn the event into a shared celebration of the organization.

  • Bring the conference to life.

    Key Responsibilities: 

    • Coordinate venue operations (rooms, flow, signage, setup)  

    • Manage food & beverage

    • Plan transportation & parking (shuttles, biking options, fleet use) 

    • Oversee day-of operations (registration flow, timing transitions)  

    • Support inclusive and equitable event design. 

    Overall: Create a seamless, welcoming environment that sets the tone for the entire day.

  • Connection & Inspiration

    Design a meaningful, engaging program rooted in your org identity, equity and industry trends.

    Key Responsibilities: 

    • Develop session content aligned with mission, vision, and values  

    • Coordinate breakout sessions and  facilitators  

    • Integrate and meaningfully elevate equity and org culture throughout programming  

    • Align content with larger org priorities (city level, corporate, etc.) and State of the Agency messaging  

    • Coordinate special guests/VIPs  

    • Ensure any necessary workshop materials/supplies are in spaces

    Overall: Ensure staff leave with insights they can apply and the event reflects org values.

  • 100% Participation

    Ensure we know who’s coming and create a smooth check in experience. 

    Key Responsibilities: 

    • Manage registration process (sign-ups, confirmations)  

    • Track attendance and participation across roles  

    • Coordinate check-in process (name tags, lanyards, materials, swag packages)  

    • Implement attendance checks throughout the day  

    Overall: Support goal of full staff participation and engagement.