CYFAM 7th Annual Conference · San Diego 2027

An Introduction to the 2027 Conference Planning Committee

CYFAM conference volunteers play a key role in bringing our conference theme to life and sharing it with the community. This experience offers a meaningful opportunity for leadership development, allowing volunteers to take on leading and learning roles while gaining insight into CYFAM’s work at a national level. Volunteers make the event a reality by being timely, communicative, and collaborative across all conference needs and by joining biweekly meetings or checking in asynchronously when needed. Above all, we hope volunteers not only contribute to the conference’s success but also enjoy their time, build lasting connections, and feel their involvement adds personal and professional value to their own journeys.

About these descriptions: The committee descriptions that follow are a high-level overview of each committee’s scope, collaborators, and key deliverables. They may not capture everything you will do, and responsibilities can shift as planning evolves. Your Conference Chair will share more detail at onboarding, and we welcome your ideas along the way.

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At a Glance

Conference: February 13 to 14, 2027, in San Diego, CA
Possible Pre-Conference Activities on February 12, 2027
Application deadline: Applications are reviewed on a rolling basis.
The next priority deadline is Friday, October 9, 2026, at 11:59 PM PT / 2:59 AM ET (next day).
Onboarding: Virtual meeting on Saturday, October 17, or Sunday, October 18, 2026, at 5 PM PT / 8 PM ET.
Select the date(s) that work for you on the application.
Time commitment: 1 to 3 hours per week for most committees
Term: Volunteer onboarding through March 31, 2027
Planning timeline: Shared at onboarding as a Gantt chart with due dates for each deliverable
Format: Mostly virtual and asynchronous; Logistics and Safety and Security include on-site support
Questions: conference@cyfam.org
cyfam.org/2027-conference

Expectations for all volunteers

While in-person attendance at the conference is highly recommended to maximize your experience, it is not required for most roles. Many committee tasks can be completed virtually and asynchronously, so we encourage you to apply even if you cannot attend in person. The exceptions are the Logistics and Safety and Security committees, which require on-site support during the event.

All volunteers, regardless of committee, are expected to attend a virtual onboarding meeting: Saturday, October 17, or Sunday, October 18, 2026, at 5 PM PT / 8 PM ET; date to be confirmed by the Conference Chairs. If neither date works, please email the Conference Chairs at conference@cyfam.org after submitting your application.

Time commitment and term

Most committees ask for 1 to 3 hours per week. Terms run from volunteer onboarding through March 31, 2027, leaving time to wrap up after the conference on February 13 to 14, 2027. Expect a lighter pace in late November and December and the busiest stretch in January and February.

Timeline and deliverables

Each committee description lists its key deliverables. Due dates for each one live in the conference planning timeline, a Gantt chart you will receive at your planning subcommittee onboarding. Your Conference Chair will walk through it with you, so you know what is due when and how your work connects to other committees.

How committees work together

Each committee reports to the responsible Conference Chair, and the Senior Conference Chair supports all chairs with planning, coordination, and supervision. Your Conference Director and the Board of Governors (BOG) oversee all functions, including conflict resolution that cannot be mediated by your Chair or Senior Chair. Each description lists key collaborators within the Planning Committee and outside it.

All external-facing materials, such as flyers, outreach or offer emails, and social posts, go through the Conference and National Publicity Committees for review. Please allow two weeks.

Confidentiality and conduct

All committee members handle participant and program information confidentially and uphold CYFAM’s Code of Conduct and Volunteer Agreement.

10 planning committees

Find your committee

Each committee focuses on a key area of planning, from logistics and programming to outreach and engagement, and works closely with other teams to ensure a cohesive, seamless conference experience.

Committee 01 of 10

Cultural Committee

Mostly virtual

Reports to: Conference Chair overseeing this committee
Scope: Celebrate Filipino and Filipinx American culture through one external lunchtime cultural performance.

Key collaborators

Within the Planning Committee

Program Committee: Performance time slot
Logistics Committee: Performance space, tech needs, and audience participation feasibility
Publicity Committee: Performance promotion
Finance: Performer honorarium or fees

Outside the Planning Committee

National Cultural Committee (CYFAM): Cultural guidance and community connections
Performance groups (external partners): Booking, rehearsal, and day-of performance

Expectations

Organize one cultural performance that celebrates Filipino and Filipinx American culture as part of the conference program
Secure the performance group early, since booking takes time
Choose groups based on quality and fit with the conference, not just availability

Key workstreams and deliverables

1. Performer selection and booking

Identify and compare performance groups; past examples include tinikling and other traditional and cultural dance

DeliverableConfirmed performance group

2. Performance planning

Plan a single performance that fits its program slot and keeps the schedule on track
Explore audience participation, a past attendee highlight, and confirm feasibility with Logistics and Program

DeliverablePerformance run sheet

Committee 02 of 10

Engagement & Evaluation Committee

Mostly virtualBusiest before and after the conference

Reports to: Conference Chair overseeing this committee
Scope: Measure the attendee experience and impact of the conference, then turn that data into recommendations for future conferences. This committee is CYFAM’s source of annual attendee data. Work is busiest before and after the conference.

Key collaborators

Within the Planning Committee

All conference committees: Define the metrics each committee wants measured, early in the planning cycle
Program Committee: Build survey moments into the agenda
Publicity Committee: Promote surveys through attendee communications
Logistics Committee: Place survey QR codes and prompts on site

Outside the Planning Committee

Board of Governors, Strategy (CYFAM): Align metrics with organizational priorities and share findings

Expectations

Analyze past conference data to recommend targeted improvements for this year’s programming
Design quantitative and qualitative measures of attendee experience and impact
Co-author the official CYFAM Conference Report and translate data into actionable recommendations for future conferences

Key workstreams and deliverables

1. Metrics and survey design

Meet with each committee early to identify the metrics that matter to them
Build pre- and post-conference surveys, starting from past surveys and refining questions where needed, especially for workshops

DeliverableMetrics plan and finalized surveys

2. Survey distribution and response rates

Lead distribution of all surveys before, during, and after the conference
Design incentives and reminders that raise response rates, an area with room to grow from past years

DeliverableResponse-rate plan; closed post-conference survey

3. Analysis and reporting

Analyze results and compare them with past conference data

DeliverableConference Report draft by March 31, 2027

Committee 03 of 10

Exhibition Committee

Mostly virtualWeekly tracking updates

Reports to: Conference Chair overseeing this committee
Scope: Recruit and support the organizations that table at the conference, and shape the Exhibition into an interactive space attendees want to visit.

Key collaborators

Within the Planning Committee

Logistics Committee: Booth layout, setup timing, and day-of support
Program Committee: Schedule Exhibition time so it complements the Research Symposium and other sessions
Finance: Exhibitor fees, budget, and invoicing
Publicity Committee: Exhibitor promotion and signage

Outside the Planning Committee

Community Engagement Committee (CYFAM): Community partner relationships and past outreach contacts
Exhibitors (external partners): Vendors, admissions programs, non-partisan and community-based organizations, public health departments, and nonprofits

Expectations

Secure exhibitors that reinforce the conference vision and goals as well as CYFAM’s mission and vision
Represent CYFAM professionally in all exhibitor communication
Expand outreach beyond CYFAM’s usual network to new organizations and partners
Share tracking updates with your Conference Chair weekly, at minimum

Key workstreams and deliverables

1. Exhibitor outreach

Reach out to vendors, admissions programs, and community-based organizations
Approach government-funded organizations and nonprofits thoughtfully, keeping their budget limits in mind and drawing on connections such as local public health departments

DeliverableExhibitor tracker updated weekly; confirmed exhibitor list

2. Exhibitor support

Share the agenda, booth location, setup timing, and other details with selected exhibitors
Hold calls with exhibitors ahead of time to walk through conference details and setup questions

DeliverableExhibitor information packet

3. Exhibition experience

Design the Exhibition as an interactive space, such as a community-fair format
Invite attendees into the space and check in with exhibitors throughout the day

DeliverableExhibition layout and engagement plan

Committee 04 of 10

Logistics Committee

On-site requiredNo prior experience necessary

Reports to: Conference Chair overseeing this committee
Scope: Plan and run the venue, food, and day-of operations that make the conference work. No prior experience necessary. This committee includes on-site shifts during conference weekend, so in-person attendance is required.

Key collaborators

Within the Planning Committee

Safety and Security Committee: Venue safety plan, crowd control, and emergency procedures
Workshop Committee: Speaker room assignments and tech needs
Publicity Committee: On-site registration and signage
Research Committee: Research Symposium and Poster Session layout
Program Committee: Room schedule that matches the agenda
Finance: Bookings within budget

Outside the Planning Committee

Board of Governors, Operations (CYFAM): Operational standards and planning carried over from prior years
Host site administration and host-site student organizations (host site): Venue access, rooms, and floor maps
Vendors (external partners): Catering, tech support, security, and rentals

Expectations

Commit to your full assigned shift and arrive early enough to check in before it starts. If plans change, please let us know as soon as possible so we can arrange coverage.
Stay reachable by phone or text on conference days
Follow the point-of-contact chain for any issues during your shift, escalating to your shift lead or Conference Chair

Key workstreams and deliverables

1. Venue and vendors

Manage rooms, attendee and speaker housing, food and catering, decorations, security, and tech support
Anticipate attendee flows to optimize placement of conference sessions, vendors, and exhibitors
Share dietary and accessibility needs with caterers and confirm they can accommodate them
Keep all bookings within budget, working with Finance

DeliverableConfirmed venue and vendor bookings

2. Day-of operations

Build the on-site registration and check-in plan with Publicity
Recruit, train, and schedule day-of volunteers for registration, wayfinding, tech support, timekeeping, session management, and floating support
Coordinate moving parts and resolve issues during the conference

DeliverableDay-of volunteer schedule and floor maps

3. Speaker and vendor communication

Share logistical procedures with keynote, workshop, and exhibition participants by email and answer questions leading up to the conference

DeliverableLogistics guide for speakers and vendors

Committee 05 of 10

Mentorship Committee

Mostly virtualIncludes year-round mentorship program

Reports to: Conference Chair overseeing this committee
Scope: This committee supports mentorship at the CYFAM 7th Annual Conference and contributes to CYFAM’s year-round mentorship program.

Key collaborators

Within the Planning Committee

Program Committee: Session timing, including extended time for mentorship activities
Logistics Committee: Space and materials for day-of activities
Social Committee: Networking activities that cross over with social events
Engagement & Evaluation Committee: Mentorship questions in conference surveys

Outside the Planning Committee

National Mentorship Committee and CYFAMilya Mentorship Program leads (CYFAM): Cohort coordination, matching, and program data
Physician mentors (external partners): Recruitment, scheduling, and day-of sessions

Expectations

Build mentorship programming for Filipinx American pre-medical, medical, and postgraduate trainees
Support CYFAM’s national mentorship program and mentor database
Contribute to CYFAM’s scholarship and data on mentorship across the medical training pipeline

Key workstreams and deliverables

1. Mentor recruitment

Identify and recruit Filipinx American physician mentors for the conference and longitudinal programming
Provide administrative support to mentors

DeliverableConfirmed conference mentor roster

2. Conference mentorship activities

Design and prepare day-of activities, such as speed networking and passport-style networking trackers, with extended time built into the schedule
Co-facilitate mentorship sessions on site

DeliverableActivity plan, finalized materials, and mentorship run-of-show

3. CYFAMilya Mentorship Program

Coordinate current and future cohorts: curriculum, relationship tracking, and troubleshooting
Guide participants from intake through matching, then support them in reaching their mentorship goals
Co-facilitate workshops and mentor meetings that build mentee self-efficacy

DeliverableCohort tracker kept current throughout the term

4. Assessment, resources, and scholarship

Conduct needs assessments and analyze survey data to shape future offerings and inform CYFAM scholarship
Help plan the mentorship speaker series and virtual webinars
Curate and share mentorship resources

DeliverablePost-conference mentorship survey summary; curated resources posted throughout the term

Committee 06 of 10

Program Committee

Mostly virtualIncludes session moderation

Reports to: Conference Chair overseeing this committee
Scope: Build the conference agenda and written program, and keep every session running on time.

Key collaborators

Within the Planning Committee

Workshop Committee: Session content, speakers, and workshop themes
Research Committee: Abstract review, Poster Session timing, and the book of proceedings
Cultural Committee: Time slot for the cultural performance
Mentorship Committee: Timing for mentorship activities
Publicity Committee: Program design and printing
Safety and Security Committee: Program contingencies in the risk management plan

Outside the Planning Committee

National Education Committee (CYFAM): Morning Report session, typically on the morning of Day 2
IMG and Resident Special Interest Groups (CYFAM): Sessions for international medical graduate and resident audiences

Expectations

Build a high-quality, well-balanced agenda that honors the conference vision and goals
Give every committee’s sessions adequate time, including workshops, the Research Symposium, mentorship activities, and the cultural performance
Keep sessions on schedule throughout the conference

Key workstreams and deliverables

1. Agenda and written program

Draft and produce the written program for the full conference, plus the attendee guide
Set content with the Workshop and Research committees, and join the abstract review process with Research
Coordinate design and printing with Publicity

DeliverableDraft agenda; print-ready program and attendee guide

2. Session moderation

Train and serve as session moderators
Before each session: review the session plan, confirm presenter attendance, collect presenter bios and photos from the committee that recruited them, and track late changes on the Session Report Form
During each session: introduce the topic and speakers, keep time, coordinate with performance liaisons, and adapt to the unexpected

DeliverableModerator guide; completed Session Report Forms returned to Registration

3. Contingency planning

Contribute program contingencies to the conference risk management plan led by Safety and Security

DeliverableProgram section of the risk management plan

Committee 07 of 10

Publicity Committee

Mostly virtualCanva or equivalent experience required

Reports to: Conference Chair overseeing this committee
Scope: Promote the conference, manage the website and online registration, and produce all conference design and print materials. Canva or equivalent experience is required.

Key collaborators

Within the Planning Committee

All conference committees: Review of external-facing materials (please allow two weeks)
Logistics Committee: On-site registration handoff and signage
Program Committee: Printed program and attendee guide
Workshop Committee: Speaker bios and headshots for the website
Engagement & Evaluation Committee: Survey promotion

Outside the Planning Committee

Media & Communications Committee (CYFAM): Brand standards and CYFAM social channels
National Cultural Committee (CYFAM): Guidance on cultural motifs in design
Campus partners and influencers (external partners): On-campus recruitment and med and college influencer outreach

Expectations

Create and run a social media strategy that promotes the conference
Share key messages and time-sensitive updates, including serving as ambassadors for on-campus recruitment
Represent CYFAM professionally in all correspondence with attendees, speakers, sponsors, and stakeholders
Produce all printed conference materials within the set budget
Bring working Canva experience (required)

Key workstreams and deliverables

1. Brand and design

Develop the conference logo and all promotional design, following CYFAM brand standards
Design flyers, signage, and swag bag materials
Review external-facing materials from other committees

DeliverableConference logo and design kit

2. Website, registration, and attendee communication

Manage the conference website, including the RSVP link and bios of committee members and speakers, and answer attendee questions
Build and manage online registration (on-site registration is managed by Logistics)
Send regular updates to registered attendees

DeliverableLive online registration; attendee update schedule

3. Outreach and promotion

Reach physicians and physician trainees through phone, email, and in-person outreach
Partner with med and college influencers, and find creative ways to get community members excited

DeliverableSocial media calendar

4. Print production

Print programs, flyers, signs, and other day-of materials with the Program Committee

DeliverableAll print materials ordered

Committee 08 of 10

Research Committee

Mostly virtualSteady pace across the planning cycle

Reports to: Conference Chair overseeing this committee
Scope: Run the abstract submission and review process and host the Research Symposium and Poster Session. Much of the process is already established, so this role centers on steady execution and thoughtful improvements. Expect steady work throughout the planning cycle rather than a rush at the end.

Key collaborators

Within the Planning Committee

Program Committee: Abstract review, session timing, and the book of proceedings
Logistics Committee: Research Symposium and Poster Session layout and supplies
Publicity Committee: Call for abstracts promotion
Finance: Prizes and session costs

Outside the Planning Committee

National Research Committee (CYFAM): Research Symposium standards and reviewer network
Reviewers, judges, and presenters (external partners): Abstract review, judging, and presentations

Expectations

Secure abstracts for oral and poster presentations aligned with the conference theme
Advance research achievement within the Filipinx American medical community
Promote current research pertinent to the needs of the Filipinx American community
Keep submissions confidential, including when a board or committee member submits an abstract
Apply deadlines and extensions consistently with fellow reviewers, and check with your Conference Chair before granting any extension
Share tracking updates with your Conference Chair weekly

Key workstreams and deliverables

1. Call for abstracts and review

Announce the call for abstracts for the Research Symposium (oral presentations) and Poster Session
Set review dates, build the reviewer panel, and assign submissions, allowing about four weeks for review
Compile scores and comments, and request revisions from authors when another round is needed

DeliverableAcceptance notifications sent by December 11, 2026 (at least two months before the conference)

2. Presenter support

Send acceptance letters and share day-of logistics
Follow up so all presentation materials arrive at least two weeks before the conference

DeliverablePresenter tracker; all materials received by January 29, 2027 (at least two weeks before the conference)

3. Research Symposium and Poster Session

Manage easels, food, judges, and prizes, and plan the session layout with Logistics
Create the book of proceedings with the Program Committee

DeliverableBook of proceedings

Committee 09 of 10

Mostly virtualIncludes Gala support

Reports to: Conference Chair overseeing this committee
Scope: Create spaces for connection across the medical pipeline during conference weekend, including pre- and post-conference events. The committee also supports planning for the Gala.

Key collaborators

Within the Planning Committee

Logistics Committee: Venue capacity, transportation, and lodging information for attendees
Mentorship Committee: Networking activities that complement mentorship sessions
Safety and Security Committee: Plans for under-21 guests at events
Publicity Committee: Event and Gala promotion
Finance: Event budgets, venue deposits, and Gala sponsorship tracking

Outside the Planning Committee

National Culture Committee (CYFAM): Gala planning, guest experience, and cultural programming
Development Committee (CYFAM): Annual appeal and sponsorships connected to the Gala
Local CYFAM members and host-site student organizations (CYFAM and host site): Local knowledge of venues and the area
Venues (external partners): Bars, restaurants, and other spaces hosting events

Expectations

Foster social networking among individuals at all stages of the medical pipeline, from premedical students to attending physicians
Plan pre- and post-conference events, since many attendees travel in and value time beyond the main program
Confirm venue details, including deposits and cancellation policies, in writing
Share dietary and accessibility needs with venues directly and confirm they can accommodate them
Ask for help early, especially from local CYFAM members who know the area best
Represent CYFAM professionally with sponsors, donors, and Gala guests

Key workstreams and deliverables

1. Social events

Reach out to bars, restaurants, and other spaces willing to host conference attendees

DeliverableConfirmed venues for pre- and post-conference events

2. Event registration

Set up and manage RSVPs for social events

DeliverableLive RSVP system

3. Networking activities

Create icebreakers and games that encourage mixing across the pipeline

DeliverableNetworking activity plan

4. Gala support

Help the National Culture Committee plan the Gala, including guest experience, run-of-show support, and volunteer staffing
Work with the Development Committee to connect the Gala with CYFAM’s annual appeal and sponsorships, such as sponsor recognition and giving moments during the evening
Align Gala timing and details with other conference-weekend social events so the weekend flows as one experience

DeliverableGala support plan covering volunteer roles, guest experience, and sponsor recognition, coordinated with the National Culture and Development committees

Committee 10 of 10

Workshop Committee

Mostly virtualIncludes keynote speakers

Reports to: Conference Chair overseeing this committee
Scope: Design the conference workshops and recruit and support the speakers who lead them, including keynote speakers.

Key collaborators

Within the Planning Committee

Program Committee: Agenda, workshop themes, and session timing
Logistics Committee: Speaker rooms and tech needs
Publicity Committee: Speaker bios, headshots, and promotion
Engagement & Evaluation Committee: Workshop questions in conference surveys

Outside the Planning Committee

National Education Committee (CYFAM): Morning Report session, typically on the morning of Day 2
IMG and Resident Special Interest Groups (CYFAM): Workshops for international medical graduate and resident audiences
Speakers (external partners): Physicians and professionals presenting at the conference

Expectations

Build high-quality, well-balanced workshops that honor the conference vision and goals
Keep programming focused on the conference vision, which may mean choosing carefully among the many ideas suggested
Reach out to physicians and professionals with confidence, since most are genuinely glad to give back to the pipeline
Keep speaker communication professional, timely, and respectful

Key workstreams and deliverables

1. Workshop design

Set workshop themes aligned with the program agenda
Design workshops (panel, speaker, interactive, and more) that engage all attendees
Start from existing CYFAM resources, such as past outreach lists and prior speaker contacts, before building new outreach

DeliverableWorkshop slate

2. Speaker recruitment

Invite speakers, including keynote speakers
Once speakers confirm, collect bios, headshots, workshop titles and descriptions, presentations, and other documents

DeliverableConfirmed speaker roster and materials

3. Speaker logistics

Map the full speaker workflow: outreach timing, material deadlines, and plans for schedule delays
Consider use of a speaker group chat for last-minute updates rather than individual texts
Build out the speaker handout guide, with room to make it more detailed and useful than in past years

DeliverableSpeaker handout guide

Ready to join the Planning Committee?

Applications are reviewed on a rolling basis. The next priority deadline is Friday, October 9, 2026, at 11:59 PM PT. Questions? Email conference@cyfam.org.

Apply to volunteer Back to the 2027 Conference page