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• Site & Logistics Subcommittee

  • Start
    October 01, 2025
  •  
  • End
    February 04, 2026
  •  
  • Schedule
    5 sessions
  • Location
    TEAMS

  Register

  Site & Logistics Subcommittee

  Meets once a month on the first Wednesday from 10:00 a.m. to 11:00 a.m.
  

  This committee handles the conference's core operational needs—everything from hotel room blocks and meal planning to vendor setup and the daily run-of-show. As most of our key planning happens upfront, your involvement now is critical.

  Please join us to meet and review our full mandate and establish initial planning teams for key areas like F&B and Accommodations.

  We'll be reviewing the full scope of work, which includes:

  • Room block confirmation and tracking.
  • All food and beverage planning (menus, timing, headcounts).
  • Vendor layout and logistical support.
  • Developing the session run-of-show and managing A/V needs.

  Site & Logistics Subcommittee | Meeting-Join | Microsoft Teams

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• Marketing and Social Media Subcommittee

  • Start
    October 02, 2025
  •  
  • End
    March 05, 2026
  •  
  • Schedule
    8 sessions
  • Location
    TEAMS

  Register

  Marketing and Social Media Subcommittee

  Committee meets once a month on the first Thursday from 9:30 a.m. - 10:00 a.m. 

  This subcommittee is the creative engine and voice of the entire conference. This team is responsible for developing the conference theme and tagline, ensuring a consistent brand message across all platforms, and designing engaging promotional materials (digital flyers, social graphics).

  They manage all social media content and engagement leading up to and during the event, including drafting content for the website, newsletters, and email campaigns.

  If you have a passion for marketing, graphic design, and driving buzz, this is your team!

  

  At the first few meetings, we will discuss the following:

  Committee Roles: Reviewing all core responsibilities and assigning leads for major areas (e.g., Social Media, Content Creation, Design).

  Brand Strategy Kick-Off: Brainstorming potential conference themes and taglines.

  Visual Assets: Reviewing current brand standards and discussing needs for new promotional materials (e.g., banners, social templates).

  Content Calendar: Outlining key promotional dates (e.g., registration opening, speaker announcements) to start building our social media and email calendar.

  Immediate Next Steps: Assigning initial action items, such as developing the first draft of the theme and gathering past conference content (testimonials, photos).

  Marketing and Social Media Subcommittee | Meeting-Join | Microsoft Teams
  

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• Registration and Check-in Subcommittee

  • Start
    October 06, 2025
  •  
  • End
    March 02, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Registration and Check-in Subcommittee

  Committee meets once a month on the first Monday from 9:30 a.m. - 10:30 a.m. 

  The Registration Committee is the critical first point of contact for all attendees. This team is responsible for developing a user-friendly registration process, coordinating all form fields (including accommodations, dietary restrictions, and add-ons), and establishing clear payment and refund policies. The work begins well before the conference by tracking submissions and payments, and culminates in the meticulous onsite management of the registration table. This includes preparing all attendee materials (badges, bags, agendas) and coordinating a full schedule of volunteers to ensure a smooth, welcoming check-in experience for everyone.

  We are holding our first meeting to review the complete scope of work, coordinate with other subcommittees, and begin laying the groundwork for our registration system.

  

  At this initial meeting, we will discuss and align on the following:

  Process Development: Reviewing current registration form options (online vs. PDF) and determining the final required data fields (e.g., membership status, meal preferences, add-ons).

  Name Badge Design: Establishing the design, necessary information (titles, agency), and color-coding system for different attendee roles (e.g., Speakers, Vendors).

  Swag Bag Logistics: Finalizing a list of items to collect (including sponsor giveaways) and confirming the inclusion of key printed materials (agendas, maps, contact lists).

  Onsite Materials Plan: Discussing the design and logistics for essential check-in materials, including name badges and swag bag contents.

  Volunteer Strategy: Developing a plan for staffing the onsite registration table, including peak coverage times and recruitment of volunteers/subcommittee members.

  Immediate Next Steps: Assigning initial action items, such as drafting the preliminary registration form and creating a timeline for all deadlines.

  Registration and Check-in Subcommittee | Meeting-Join | Microsoft Teams
  

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• Raffles Subcommittee

  • Start
    October 09, 2025
  •  
  • End
    March 12, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Raffles Subcommittee

  Committee meets once a month on the second Thursday from 9:00 a.m. - 10:00 a.m. 

  The Raffle Committee manages the entire lifecycle of this exciting fundraiser. This starts with prize procurement, which involves reaching out to vendors and partners, purchasing high-value items, and ensuring a balanced, diverse prize selection (including regional items). The team is then responsible for the ticket sales plan, setting up pricing (e.g., bundle deals), coordinating logistics with the Treasurer, and promoting the raffle through signage and communications with the Marketing Subcommittee. 

  

  At this initial meeting, we will discuss and align on the following:

  Prize Procurement Strategy: Finalizing a target list for soliciting prize donations (products, gift cards, services) from sponsors and partners, and discussing the budget for purchasing supplemental prizes.

  Donor Management: Setting up the system for tracking confirmed prizes and establishing a clear plan for public acknowledgment and thank-you follow-up for all donors.

  Ticket Sales Plan: Determining the pricing structure (e.g., bundles) and the method of sale (onsite booth vs. registration table vs. app pre-sales).

  Logistics & Setup: Coordinating initial needs with Site & Logistics for prize display tables and secure storage at the venue.

  Promotion Schedule: Planning out key moments to promote the raffle (email, social media, onsite reminders) and coordinating needs with the Marketing Subcommittee.

  Immediate Next Steps: Assigning initial action items, such as drafting a prize solicitation letter and beginning the donor outreach list.

  Raffles Subcommittee | Meeting-Join | Microsoft Teams
  

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• Program and Training Subcommittee

  • Start
    October 09, 2025
  •  
  • End
    March 12, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Program and Training Subcommittee

  Committee meets once a month on the Second Thursday from 9:30 a.m. - 10:30 a.m. 

  The Program & Training Committee serves as the central hub for the conference's educational offerings. This team drives the entire curriculum by collaborating with the Training Committee and AFSS members to identify high-demand training topics and vetting trainers to ensure quality and relevance. Your primary function is to build the comprehensive conference agenda, coordinating speakers, defining time slots, and ensuring logistical needs (AV, materials, accessibility) are met for every session. Finally, the committee oversees session flow and support during the event, managing moderator assignments, troubleshooting issues, and collecting attendee feedback to ensure a seamless and valuable learning experience.

  We are holding our first meeting to review the vast scope of our work, establish a timeline for content development, and begin the crucial process of building the agenda.

  

  At this initial meeting, we will discuss and align on the following:

  Scope and Subgroup Assignments: Reviewing the full mandate and establishing working groups for key areas (e.g., Content Curation/Topic Identification, Speaker Logistics, Onsite Session Management).

  Training Topic Brainstorm: Utilizing past conference feedback and member suggestions to finalize a list of high-priority training topics for the current year.

  Speaker Outreach Timeline: Developing a clear process and timeline for confirming speakers, sending formal invitations, and collecting speaker bios and session abstracts.

  Agenda Structure: Review the preliminary conference schedule, including defining standard session lengths, room allocation based on expected attendance, and coordination of breaks/mealtimes with the Site & Logistics Committee.

  Quality Control: Discussing the process for vetting trainer qualifications and reviewing all session materials to ensure alignment with conference themes.

  Immediate Next Steps: Assigning initial action items, such as reviewing post-conference survey data and drafting the speaker invitation template.

  Program and Training Subcommittee | Meeting-Join | Microsoft Teams
  

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• Vendor and Sponsor Subcommittee

  • Start
    October 13, 2025
  •  
  • End
    March 09, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Vendor and Sponsor Subcommittee

  Committee meets once a month on the second Monday from 9:00 a.m. - 10:00 a.m. 

  The Sponsor Committee is the primary driver of non-registration revenue for the conference. This committee manages the entire partnership process, starting with identifying and recruiting aligned vendors and sponsors. This involves creating tiered sponsorship packages and an informative packet outlining all benefits, from logo placement to speaking opportunities. Furthermore, the committee coordinates all vendor logistics, including booth layout, setup/teardown instructions, and serving as the primary point of contact for all inquiries. You will also ensure all financial documentation is handled correctly with the Treasurer and execute a thorough post-event follow-up to guarantee sponsor satisfaction and future retention.

  We are holding our first meeting to establish our outreach strategy, finalize sponsorship levels, and begin the critical process of vendor recruitment.

  

  At this initial meeting, we will discuss and align on the following:

  Outreach Strategy & Targets: Brainstorming and finalizing a list of ideal vendors and sponsors that align with the conference's mission and attendee interests.

  Sponsorship Package Review: Reviewing and approving the tiered sponsorship levels (e.g., Gold, Silver, Bronze) and confirming the associated benefits and pricing.

  Vendor Packet Development: Outlining the essential content for the vendor/sponsor packet, including conference details, benefits, pricing, and deadlines.

  Tracking & Finance: Establishing a reliable tracking log for outreach, commitments, and payments, and coordinating initial financial documentation needs with the Treasurer.

  Logistics Coordination: Discussing the high-level needs for the vendor layout plan and initial requirements for power, Wi-Fi, and signage.

  Immediate Next Steps: Assigning initial action items, such as finalizing the sponsor packet and starting the first round of targeted outreach.

  Vendor and Sponsor Subcommittee | Meeting-Join | Microsoft Teams
  

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• Banquet Subcommittee

  • Start
    October 14, 2025
  •  
  • End
    March 10, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Banquet Subcommittee

  Committee meets once a month on the second Tuesday from 9:00 a.m. - 10:00 a.m. 

  The Banquet Committee is responsible for designing and executing the entire conference closing event. This includes selecting a cohesive banquet theme and developing the decor (centerpieces, lighting, ambiance) to match. A major part of the work is Food and Beverage Coordination, where you'll select the final menu, confirm dietary accommodations, and manage the final headcount with the caterer. You will also be in charge of Entertainment and Programming, booking all acts, speakers, and developing a detailed run-of-show that includes any awards or special recognitions coordinated with the Executive Board.

  We are holding our first meeting to brainstorm themes, establish our timeline, and begin coordinating with our venue partners.

  

  At this initial meeting, we will discuss and align on the following:

  Theme Brainstorm: Generating ideas for the banquet theme and setting a decision deadline to guide décor and programming choices.

  Menu Selection Timeline: Coordinating with the Site & Logistics team to understand venue capabilities and establish a process for finalizing the menu and dietary accommodation protocols.

  Entertainment Strategy: Discussing the type of entertainment we want (DJ, band, speaker) and setting a budget for research and booking.

  Awards & Programming: Coordinating with the Executive Board to confirm any awards or recognitions that need to be incorporated into the banquet run-of-show.

  Logistics Overview: Reviewing initial needs for the floor plan (seating, stage setup) and volunteer roles for guest check-in/seating on the night of the event.

  Immediate Next Steps: Assigning initial action items, such as developing a few theme concepts with accompanying decor ideas and researching local entertainment options.

  Banquet Subcommittee | Meeting-Join | Microsoft Teams
  

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• Welcome Reception Subcommittee

  • Start
    October 15, 2025
  •  
  • End
    March 18, 2026
  •  
  • Schedule
    6 sessions
  • Location
    TEAMS

  Register

  Welcome Reception Subcommittee

  Committee meets once a month on the third Wednesday from 9:00 a.m. - 10:00 a.m. 

  The Welcome Committee is responsible for creating a warm, casual environment that encourages early networking and connection for all attendees. This involves establishing a casual theme for our opening reception (e.g., a meet-and-greet or mixer) and coordinating light refreshments and beverages that ensure basic dietary needs are met. You will also manage on-site logistics like seating, signage, and background music, while ensuring guests are greeted by friendly faces. Working closely with the Marketing Subcommittee, you will promote the reception to ensure a high turnout, making it a memorable kickoff to the event.

  We are holding our first meeting to brainstorm themes, lock down the location and time, and begin planning the atmosphere for this critical opening event.

  

  At this initial meeting, we will discuss and align on the following:

  Event Theme & Tone: Brainstorming ideas for a casual reception theme and atmosphere (e.g., sunset social, networking mixer) and discussing minor decor elements.

  Location and Timing: Confirming the optimal location and time for the reception to maximize attendee convenience and flow.

  Food & Beverage Selection: Outlining the approach for light refreshments and beverage options, prioritizing simplicity and including basic dietary accommodations.

  Guest Experience: Discussing the strategy for guest check-in (name tags, program distribution) and coordinating the greeter schedule for the event.

  Logistics & Setup: Reviewing needs for seating arrangements (e.g., high tops, comfortable seating areas) and background music options.

  Immediate Next Steps: Assigning initial action items, such as developing 2-3 theme proposals and reaching out to the Site & Logistics team regarding venue capabilities.

  Welcome Reception Subcommittee | Meeting-Join | Microsoft Teams
  

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• AFSS-North Quarterly Training - December 2025

  • When
    December 05, 2025
  •  
    9:00 AM - 3:30 PM
  • Location
    Modesto Fire Department: Regional Fire Training Center 1220 Fire Science Lane Modesto, CA

  Register

  
  

  Location: Modesto Fire Department 

  Address: Regional Fire Training Center 
  1220 Fire Science Lane 
  Modesto, CA 
  

  

  SCHEDULE OF EVENTS 

  0900-10:00 - Welcoming /Member Introductions/Ice Breaker 

  10:00-11:30 - Threat Assessment  

  11:30-1:00 - Lunch, Raffle, & Networking 

  1:00-3:30 - General Membership Meeting & Incoming board swearing-in  

  

  ANNOUNCEMENTS 

  At our December meeting, we get to recognize and celebrate our members a little extra! Please consider making a nomination or applying for a scholarship below. 

  We will be announcing our Member of the Year at the December meeting. Please submit your nominations here by December 1st. 

  We will also be awarding our First-Time Attendee and General Membership Carol Abraham Conference Scholarships. Applications are due by December 1st. 

  If you are a first-time attendee, apply here. 

  If you would like to nominate yourself or someone else for a Lifetime Membership, please submit your nominations here by December 1^st, as we will be honoring our new Lifetime Members at the Conference! 

  

  ADDITIONAL TRAINING DAY DETAILS 

  During lunch, we’ll have a raffle and Christmas ornament exchange (white elephant style)! Please bring an unwrapped ornament if you’d like to participate ($10 limit)

  Please attend in casual Friday attire or festive wear with your department polo or T-shirt

  Lunch will be provided

  *Please attend in your favorite ugly sweater or holiday gear for a chance to win a special raffle 

  *We will also be holding our annual Ornament exchange- Bring an unwrapped ornament to participate 

  

  Hotels Nearby:  

  Doubletree – 1150 Ninth Street, Modesto (2 miles) 

  Best Western – 2001 West Orangeburg, Modesto (1 mile) 

  Comfort Inn – 2025 West Orangeburg, Modesto (1mile) 

  Holiday Inn Express – 4300 Bangs Avenue, Modesto (4 miles)

  

  LINKS & FORMS 

  View the Meeting Agenda & Supporting Documents Here 

  Member of the Year Nomination Form 

  Lifetime Member Nomination Form 

  First-Time Attendee Scholarship Application 

  September 17 2025 Draft AFSS General Membership Meeting Minutes.pdf

  December 5 2025_ AFSS Quarterly Training Agenda.pdf
  

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• 2026 AFSS Educational Forum

  • Start
    May 05, 2026
  • End
    May 07, 2026
  • Location
    Crown Plaza (1221 Chess Dr, Foster City, CA 94404)

  Register

  
  

  
  

  Hotel Information
  

  Crowne Plaza Hotel Foster City

  Address: 1221 Chess Dr, Foster City, CA 94404

  Phone: 650-295-6129

  Pricing

  Room Code: Click Here 

  King: $239 per night (Breakfast included)

  Double Queen: $279 per Night (Breakfast included for two guests)

  Conference Room rate is available from May 4- May 8, 2026

  Travel Information

  Flying: Fly into San Francisco International Airport (SFO)

  Ride Share: SFO is a 15 minute drive to hotel

  Driving: Parking available on site at hotel

  Meals

  Breakfast: Is included in all hotel guest stays

  Lunch: Is included with conference registration for May 6 and May 7

  Dinner: Is included with conference registration for May 5 and May 7

  (Additional May 7 Banquet Guest tickets are available for purchase)

  Conference Schedule

  Timeline for the schedule is confirmed. As we get closer the schedule will be updated with the session details. 

  Questions

  If you have any questions please don't hesitate to reach out!

  Conference Logistics: Brita Geiger or Sofia Ortiz

  Hotel and Conference Registration: Sam Corral or Mari Suarez

  AFSS Conference Flyer 2025.pdf
  

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