December 2024 - VRA Board Buzz 🐝
Happy Holidays!
As the year draws to a close, let's take a moment to congratulate ourselves on a job well done in 2024! It's also the perfect time to reflect on the past year, and to look ahead to a new year and fresh perspectives.
Let's begin with the conference. This year's event was fantastic, and we received positive feedback on aspects like the hotel accommodations and the programming, as well as suggestions of how we can do better in certain areas next year. For the next conference, the Board and the Conference Planning group will certainly strive to maintain the high standards we've set while addressing the areas that need improvement. Meanwhile, the Board is also considering a larger question: does our conference model ensure the sustainable growth of the organization?
Since resuming in-person conferences, VRA has provided a hybrid model to accommodate members with varying circumstances and preferences. However, the hybrid format requires significant coordination and resources. As highlighted in the August entry of the Board Buzz, the annual conference remains VRA's largest expense, and the virtual portion of the conference accounts for the majority of our AV bill.
Budget aside, to continue offering a hybrid conference that meets the needs of both in-person and virtual attendees, we urgently need volunteers to help plan and run the hybrid portion of the event. Without strong volunteer support, we will not be able to offer a hybrid option in 2025. If you’re passionate about ensuring the accessibility and inclusivity of VRA’s conferences, we encourage you to step forward now to help make the hybrid experience possible. We will have a separate call for volunteers in early January, but feel free to reach out to the conference planning team at initiatives@vraweb.org before then if you are interested in supporting the hybrid option.
Since the disruption of the COVID-19 pandemic, a variety of new conference models have emerged across our field. Some organizations now hold two conferences annually: one in person and one completely virtual. Within these organizations, some opt for differing content between the virtual and in-person conferences, while others maintain similar content for both. Additionally, some organizations experiment by alternating between in-person and virtual conferences each year. What insights can VRA gain from these examples?
Much has changed in the past four years. Many institutions have reduced travel budgets, and some members have become accustomed to meeting virtually. However, we have all experienced the ways in which virtual meetings can not fully replace in-person interactions. Moreover, the spontaneous networking opportunities and camaraderie that arise during in-person conferences are invaluable. How can VRA effectively support both virtual and in-person communications while ensuring the long-term sustainability of the organization? We welcome any thoughts you may have.
Next, let’s discuss membership management. Under the leadership of Ann McShane, the former VRA Treasurer, and with contributions from Lise Hawkos, our long-term Membership Coordinator; Emily Smith, the current Public Relations and Communication Officer; and Wen Nie Ng, a VRA member since 2022, the Task Force has completed its goal and identified more cost-effective solutions for platforms to manage VRA's membership. You can read their report here. The Board extends its deep appreciation for their efforts, which have established a solid foundation for planning the transition from the current platform to the new one. Stay tuned for more information about this transition.
Indeed, there is a lot happening within VRA, including awarding scholarships and grants, and holding our ever-successful Summer Educational Institute and Regional Workshop Program. Behind the scenes in every area of our organization, there are passionate individuals dedicated to keeping VRA running smoothly. We invite you to consider joining us and becoming part of this dynamic team. Below is the current self-nomination call for Board positions.
As always, please don’t hesitate to share ideas or thoughts with the Board. We can be reached at board@vraweb.org
We love hearing from you!
Relish the wonderful holiday season,
Xiaoli
VRA Call for Self-Nomination
The VRA is still seeking volunteers for two Board positions. Terms of office will begin in Spring 2025 following a period of shadowing the current officers. Benefits of serving on the Board include complimentary membership, conference registration, as well as reimbursement for VRA-related travel. Hour-long board meetings currently occur on a monthly basis, with longer meetings at mid-year and the annual conference. Please find descriptions of the open roles below and see if one of them might be right for you! Self-nomination is encouraged.
President-Elect - The President-Elect serves one year as President-Elect, followed by a two-year term as President of VRA. During their term as President-Elect, they learn from the current President, work on special projects, and become familiar with the non-profit structure of VRA. The President sets the tone for VRA’s activities during their term, leading board meetings and adjudicating votes on issues.
Officer - The Officer is a special board appointment made to run projects outside the general duties of named board roles. This role is explicitly defined loosely, meant to be given a responsibility to fit the current moment. For the 2025–2026 term, we envision this role as primarily working with the Directors for Events and Initiatives to help plan the annual VRA conference. This might entail coordinating tours and events, researching local attractions, and other projects as needed.
This is a great opportunity to practice leadership skills while working with a remarkable team to support a global community. If you are interested, please contact board@vraweb.org for more information by Friday, January 10th.