Hosting institution checklist 

At your site

• • Check your campus calendar for events and schedule date ASAP

  • Book the room for the meeting (check with chairs to see if breakout rooms will be needed)

  • Schedule welcome from Vice President for Instruction or campus President

  • Poll the LLC group about dietary limitations (typically provide a vegetarian option and a gluten-free option; always provide protein.) 

  • Check with the caterer on coffee, light breakfast and lunch options for both days. Keep to state per diem per person, including napkins, utensils.

Communication with LLC (email to chair at least 3 weeks before)

• • Email directions, campus maps

  • Email parking permits if necessary

  • Email information about lodging (see below)

  • Email information about dinner arrangements

  • Send catering invoice to LLC treasurer campus accounts payable. LLC Treasurer creates a requisition in ctcLink with an estimate of total cost of food.

Info about Hotel Arrangements

Usually, the hosting institution makes a recommendation for lodging. May reserve a block of rooms at the government lodging rate.

Attendance Logistics

Normally the host will create a poll and share this with the LLC in order to determine a) number planning on attending, b) dinner attendees, c) any dietary restrictions needed for on-site refreshments.

Info about Refreshments

Traditionally light refreshments and drinks are provided for both days. We generally have a light lunch the first day and a light breakfast selection for the morning of the second day. This is often catered. LLC reimburses expenses. (Typically assume at least one vegetarian option and one gluten-free option are good.) Always try to have a protein for breakfast; we have some people on diabetic or low carb diets who cannot have bagels or pastries. 

Info about Dinner Arrangements

LLC does not reimburse expenses. Usually, the hosting institution selects a restaurant for us to meet as a group, making reservations for however many say they will attend. See "Attendance Logistics above".

Technical Setup

Ideally, wireless access will be available for LLC members. Four to five power strips on or near the seating areas is recommended.

Zoom (online collaboration tool) needs

For best results, the equipment needed includes a system to project Zoom to the group, and a system for the moderator to use to control the session.

Ideally, the host institution would provide the projection system:

• an internet-connected computer attached to a data projector

• speakers/amplifier that can be connected to the moderator's laptop

The moderator will bring:

• a laptop to run the Zoom session

• a microphone system and web camera (Owl)