Convention Committees

The individuals who help make each convention successful

YJA conventions are organized and hosted every two years for over 600 Jain youths, aged 14–29, from across the globe. Each convention is organized by a team of 30-35 individuals – students and young professionals – from across North America who are a part of different committees.

Convention Committee applications for the 2018 convention will release in early fall 2017. Each of the Committees is headed by 1-3 individuals selected from these applications. The descriptions below are from the 2016 convention - a full list of Committees and positions available for YJA 2018 will be released in the fall as well.

Committee Descriptions

  • Recruit adult volunteers from the local sangh. Volunteer duties include, but are not limited to, making and distributing snacks, directing attendees to transportation at the airport upon arrival, security detail, and staffing the information booth.
  • Train all volunteers on tasks at least 1 week prior to the convention, including a walk through of the hotel.
  • Create a master schedule of all positions and tasks, and communicate the plan to all volunteers daily.
  • Prepare an FAQ packet, in conjunction with each convention subcommittee, to aid volunteers at the information booth and social events during the convention.
  • Compile the finalized list of adult volunteers to thank in the souvenir book.
  • Responsible for daytime programming for high school/college youth, which includes confirming speakers, developing and implementing about 60 sessions total (topics include but are not limited toeducational, social, and school/career-oriented sessions).
  • Select two keynote speakers for all attendees, and work with them to relate their speech to convention theme.
  • Convey speakers’ requirements to Site and Hospitality, as appropriate (including but not limited to AV needs, dietary restrictions, travel information, etc).
  • Collect biographies, photos, and session descriptions from all speakers for the souvenir book, and collaborate with Souvenirs to ensure the information is accurate.
  • Create the Speaker Packet for each of the speakers which includes hotel information, convention schedule, and transportation details.
  • Ensure every speaker has a speaker liaison throughout their stay at the convention.
  • Coordinate with Souvenirs to research and purchase speaker thank-you gifts.
  • Collaborate with Site, Social, and JNF teams to create the master convention schedule.
  • Create individual and business Sponsorship Packets for potential donors. Sponsorship Packet includes, but is not limited to, convention information, sponsorship recognition opportunities, and pledge forms.
  • Create Jain Sangh Sponsorship Packet, and reach out to local and national sanghs for donations.
  • Reach out to local and national businesses for monetary and non-monetary donations (e.g., food donations from local grocery stores).
  • Sell individual and business advertisement space in the souvenir book.
  • Coordinate with Souvenirs to ensure all names, businesses and/or advertisements are properly included in the souvenir book.
  • Coordinate with Site to ensure sponsorship banners and booths are set up during the convention.
  • Procure American and Indian snacks for the convention at a discounted rate by working with local vendors, and in conjunction with Fundraising.
  • Coordinate with Adult Volunteer Coordinator (AVC) team to staff the hospitality booth whenever necessary during the convention, and ensure that all snacks are delivered, transferred, and restocked as needed.
  • Organize timely travel to and from the airport for all attendees, speakers, and dignitaries - tasks include, but are not limited to, collecting arrival and departure information, coordinating with the shuttle service, and working with AVC team to secure volunteers for airport and transportation duty.
  • Develop and implement creative strategies to make attendees, speakers, and dignitaries feel welcome throughout the convention.
  • Must be between ages 23-29 and preferably have had some exposure to JNF at a previous YJA Convention before.
  • Responsible for JNF daytime programming, which includes confirming speakers, developing and implementing 45-50 sessions total (topics include but are not limited to career panels, networking sessions and educational sessions).
  • Select and confirm a keynote speaker for JNF attendees only.
  • Coordinate speakers’ requirements with Site and Hospitality, as appropriate (including but not limited to AV needs, dietary restrictions, travel information, etc).
  • Responsible for JNF social programming, including daytime icebreakers, evening mixers, and creative nighttime activities (such as a themed event).
  • Collect speaker biographies, photos, and session descriptions from all JNF speakers for the souvenir book, and collaborate with Souvenirs to ensure information is accurate.
  • Collaborate with Daytime Programming, Social, and Site teams to create the master convention schedule.
  • Create convention logo for all promotional materials.
  • Draft and send email blasts using MailChimp (strong written skills are preferred).
  • Create fliers and other promotional materials, including but not limited to, multiple marketing videos to drive registration (video editing skills are preferred).
  • Provide support to individual committees (e.g., Daytime Programming, Social, JNF) to draft and send targeted email blasts, fliers, and/or promotional videos.
  • Create unique Facebook posts for individual regional groups to drive registration (e.g., “Hey West Region! Let’s be the region with the most attendees at the YJA Convention. Register today!”).
  • Create and maintain registration website, including making bi-weekly to weekly updates on content (e.g., schedules, updated graphics, and speaker information).
  • Update the registration website to include session registration.
  • Design and order wristbands and lanyards for all attendees, volunteers, speakers, vendors, and board members.
  • Assign hotel guest rooms to all attendees, volunteers, speakers, and board members including roommate assignments.
  • Responsible for attendee check-in on first day of convention - tasks include, but are not limited to, check-in procedures, organizing hotel room key distribution, managing overflow bag storage, etc.
  • Research and decide on the security team to hire.
  • Create security plan for entire convention including weekend rules, gender separation plans, and staffing for entrance/exit points.
  • Coordinate hired security team and adult volunteers to have security in place at all times throughout the convention.
  • Recruit and manage Resident Advisors (RAs) - tasks include, but are not limited to, creating an RA informational packet, conducting RA training at least 1 week prior to convention, and holding RA meetings each night of the convention.
  • Form Adjudication Committee to handle disciplinary issues, and update Adjudication Committee Policy & Procedures, if necessary.
  • Site Lead should preferably be local to the convention location (informal visits to the hotel may be required).
  • Act as main point of contact between the hotel meeting coordinator, YJA Board, and Convention Committee.
  • Communicate with hotel staff to ensure facilities, decorations, meeting rooms, A/V, and food are organized as per the convention requirements (strong attention to detail preferred).
  • Work with hotel kitchen staff and outside catering to ensure food is prepared properly, served on time, and that there is enough food.
  • Coordinate with Security to create efficient and easily accessible traffic patterns for sessions, night events, and registration.
  • Collaborate with Daytime Programming, Social, and JNF teams to create the master convention schedule.
  • Plan and host afternoon activities for high school/college, including icebreakers and recreation hour activities (e.g., bhangra aerobics).
  • Plan and host the nighttime social activities, including garba, networking mixers, and formal - tasks include, but are not limited to, selecting themes, working with vendors to secure entertainment (i.e., a garba band/DJ) and light snacks, and renting or purchasing decorations.
  • Plan the dance competition/talent show - tasks include, but are not limited to, preparing marketing materials to solicit participants, choreographing the production of the event, selecting hosts and selecting awards to be given to winning participants.
  • Manage social committee volunteers - tasks include, but are not limited to, having status update calls, and assigning and delegating various responsibilities.
  • Research and decide on souvenir giveaways that are provided to attendees (including convention t-shirts).
  • Design, edit, and research/find printer for the souvenir book (InDesign or other publishing software experience preferred).
  • Collect content for the souvenir book, including the master schedule for the weekend, from Daytime Programming, JNF, Social, session descriptions, speaker biographies, ads/donor lists from Fundraising, and articles from Jain youth.