November 21st, 6pm CT Meeting Schedule

1. Fill out the Google Form ahead of the meeting.
2. Each candidate will 2-3 minutes to present, followed by a timed Q&A.
3. The board will use an anonymous polling website with results tracked for each position.
4. Results will be announced immediately or a timeline will be provided if needed.

Board Roles and Responsibilities

President

• Leads all board operations and ensures compliance with state and federal nonprofit requirements.
• Manages access to key accounts, including the Google Account and file structures.
• Organizes and delegates conference planning tasks to board members and volunteers.
• Acts as the primary contact for outreach and community engagement.
• Oversees the Call for Papers (CFP) process:
• Assembles the CFP review board and maintains the integrity of blind CFP reviews.
• Manages all CFP communications, including acceptance and rejection notices.
• Organizes scheduling for speakers, manages backups, and handles any scheduling adjustments.
• Sets up and manages ticket sales through Eventbrite, handling refunds and attendee inquiries.
• Oversees t-shirt orders, including color selection, order placement, and pickups.
• Ensures all board actions align with the organization’s educational mission.
• Prepares agendas, leads board meetings, and ensures all critical topics are addressed.

Vice President

• Provides coverage and support for the President when needed.
• Coordinates venue arrangements, including booking and troubleshooting any venue issues.
• Manages booking and coordination of technical services for the event.
• Arranges catering services and oversees logistics for meals and refreshments.
• Handles speaker dinner and after-party logistics.
• Secures sponsors, coordinating booth arrangements and sponsorship communications.
• Assists with overall event planning and other logistical requirements.

Treasurer

• Manages the budget, keeping track of expenditures and financial commitments.
• Maintains the checking account balance and monitors transactions for any discrepancies.
• Prepares and presents financial reports at board meetings.
• Files federal and state tax returns as required by nonprofit regulations.
• Obtains and manages liability insurance for events and board members.
• Collects receipts and invoices, keeping organized records in the shared drive.
• Monitors ticket sales and provides regular updates to the board on revenue status.

Secretary

• Keeps accurate, timely minutes of all board meetings and organizes them for easy reference.
• Sends out all necessary meeting notices to ensure compliance with bylaws.
• Maintains and safeguards official records, including member directories.
• Tracks upcoming deadlines for filings and compliance requirements, alerting the board as necessary.
• Acts as the custodian of corporate records, preserving digital and physical copies as needed.
• Ensures that board members remain aware of ongoing compliance and record-keeping requirements.

Get Involved

If you're interested in joining the BSides Nashville board, please add your name and preferred position to our Google Form.