CHAIR:

• 1. Should have good relationship with host committee chairs, good people person and task/detials person

  2. can do all their work in the week of the gatehering - should arrive 1 day before participant

When conference has begun, you will realize that having made advance plans and people in place for how things should be going on site really is important.

Every evening committee meetings In 2011 we found it immensely valuable to meet as a Conference committee every evening after everything was done to trouble shoot and celebrate one another. It is an exhausting weekend and we needed all the support from one another we could get. These meetings helped to catch things that were headed the wrong direction and solve them and to prepare for the next day's needs.

It would have been helpful if we had kept a list of things each evening that we were learning as we went along to write up at the end. This was one of our greatest failings: not having a post conference de-brief/evaluation on how we did as a committee. However celebrating one another as we went along was well done.

Here are some areas to consider having someone or a group of people rotating in charge of:

Registration:

Having the actual person who did the registrations on site may not be necessary, but it is crucial to have a rotating group of people or one person who sacrifices going to workshops being at the "reg desk" all day. Having a place to sell T-shirts or mugs, to find out where the umptyump workshop is or Jazzy Jim, pulls together the whole sense of welcome of the conference.

Registration packets should be assembled in a two-pocket folder prior to the conference and often is done by a local group the week before. Materials needed for this are described below:

• • Annual Meeting Agenda and other information provided by President and printing paid for by AVP/USA

  • Annual Report supplied by CLARG chair, but may be brought to just pick up. Also paid for by AVPUSA

  • Map of property

  • Evaluation overall

  • Map of site with workshop rooms clearly marked and other places

  • A Transformer newsletter (could be just piled for the taking at the reg desk)

  • Welcome letter from committee

Needed by on-site registrars

• • Registration Book

  • Paper for attendees to take notes - a ream

  • Petty cash ($100)

  • Welcome packets all assembled and ready to handout (delegate this to someone else)

  • Receipt book or fat envelope

  • Cash Box (Decide who will be responsible for it at night)

  • Blank registration forms (10)

  • Nametags and holders - need to be printed out prior to arrival

• Flip chart with easel for bulletin and message boards.

• Extra meal pricing list

• FAQ sheet

• Instructions to on-site registrars

• Lists printed out by registrar:

  • 1. An overall list with everything on it for Coordinators

    2. “Linens, ” T-shirt list or other extra paid for items with a list of names of those ordering such to hand out and total count

• 1. Registrars' List of everyone for the registrars to include:Name, Adjective name, City, State, Linens, Semi-private, T-shirt payt, amount due or refund due and only the necessary general comments the reg. volunteers will need to check people in.

  2. Housing list

  3. Attendee list

  4. Indepth workshop registrants to give to the facilitators and hosts of those workshops.

• • 10d Reg table resp..doc10c reg set up.doc10c FAQ.doc

PROGRAM

The program committee creates a Program schedule prior to the printing of materials to be inserted in the packets, see sample below.Here are additional items needed by on-site program arrangements people:

• • One easel for each breakout and a couple for general session area, registration area and dining room

  • Firm backing for easels

  • Multiple flip chart pads: one for each breakout

  • Masking tape

  • Felt pens

  • 3x5 Bright colored Post-its for changing program or?

  • Lap top computer

  • Printer

  • Paper for printer

  • Large copies of schedule and breakouts to post

  • Evaluation forms

  • Roll of paper for Wall of Ideas, Evaluations and thin felt pens

  • Signs It is helpful to have workshop signs printed and organized by room prior to the conference. A walk through the site prior to the event is crucial for creating helpful direction signs and determining their location.

2011 Program Schedule.doc

Money

Request the following from the Treasurer:

• • Need petty cash for $100 to include $10 worth of quarters for the pay phones the rest miscellaneous with $10 the largest amount. Set up the petty cash with a sheet to enter what is paid out by whom, for what, with an envelope for receipts and cash.

  • We needed 20 - $10 bills to pay back those who overpaid for T-shirts. We had a sheet where they can sign that they received the money—for AVPUSA records.

  • Checks, of course to reimburse for conference expenses and to pay the balance of the invoice from the facility.

For expediency everyone who wants reimbursement should bring Receipts for the reimbursement of expenses to the conference and turn them in to the coordinator. Postponing this only makes for a longer time when a final report can be done.

See Financial wiki page for handling of reimbursements.

COORDINATOR

List of what rooms, phone numbers and cells of conference volunteers.

Expense folder/envelope

Snore stuff for others

Copy machine

Lap top computer

Additional Files - Jul 09, 2015 9:2:18 PM