The Southern California Writing Centers Association hosts three Writing Center Professionals’ (WCP) Meetings each year:
one in the fall,
one during the tutor conference,
and one later in the spring semester.
Registration: 2025 FALL WCP Meeting!
How to Host a WCP Meeting:
Interested in hosting our next Writing Centers Professionals’ Meeting? Please check out the information below for all the details you need to host!
If you are interested in hosting, please email Debbie Goss at dgoss@soka.edu.
Preparation timeline
Generally spans 3 weeks
Attendance
Historically, attendance at a WCP Meeting averages around 30 people, but we have had as few as 14 and as many as 50.
Action items:
Coordinate with SoCal WCA Board
Obtain meeting agenda
Obtain any readings/meeting materials
Obtain dietary restriction, access accommodation, and parking information from RSVP list. Provide campus map
Communicate if you have any questions or concerns
Reserve venue
Some institutions provide the space for free, and some institutions require a reservation fee
One larger space for the main meeting is needed
If necessary, smaller rooms for breakout sessions may be needed
Request/arrange for equipment
Venue furniture (podium, tables, tablecloths, chairs, check-in desks)
Tables and tablecloths for the food may also be needed if not provided by catering option
Audio/visual (microphone, camera if doing remote accommodation, projector, speakers)
Wifi for guests
Check in area furniture, near parking (tent, table, chair)
Signage if campus is on the larger end from parking to venue
Arrange for catering
Keep in mind that the meeting typically has (1) food/drinks served for a morning coffee/tea table and (2) food/drinks for lunch.
An additional option is keeping the coffee/tea table for after lunch if possible or requesting another one if not. Definitely omittable if costs need to be monitored
Decide what vendor you would like to work with (institution’s catering or food vendor outside institution).
Institution catering may be more convenient but also more expensive. Depending on what your institution has, you may be able to negotiate what’s provided and/or prices.
If you decide to work with outside food vendor, you may have to pick up the food yourself or have it delivered, set it up, etc. However, it may be more affordable/more appetizing than what your institution has to offer,
Make sure to take dietary restrictions into consideration when choosing food and drinks.
If food is buffet-style, small signs in front of each dish stating its name and possible dietary precautions is good.
An alternative is to provide a food menu with the same info, plus ingredients, for guests to have prior to the meeting day.
Make sure to arrange for the food to be ready at lunchtime according to the meeting agenda.
Again, institution’s catering would make keeping the food warm and preparing it easy. Extra effort is required if choosing from an outside vendor.
Identify guest parking info
Where do guests park?
Consider: distance from venue, accessibility
Are there any fees associated with parking or permits required? If so, provide that information to guests
Prepare any other materials
A welcome packet may be a nice touch
A folder with the meeting agenda, campus map, etc. can be provided at check-in near parking or at the venue
Optional: can include a goodie bag with whatever you’d like to include
Name tags at check-in
Pens or markers at check-in
If you’re keeping track of guests, you may want to have a paper copy of the RSVP list or a digital one via a laptop, tablet, etc.
Prepare staff
Your admin team may be busy with the meeting itself or other tasks. Having extra staff is helpful for the following:
Working check-in stations
Taking pictures of event
Troubleshooting any technical issues
Assisting with small tasks
Customarily, an admin gives a very brief welcome address to attendees. This is not a requirement, but is always a nice touch for the host to add
If a Dean, Provost, VP etc. is no available, the hosting director/WCP hosting lead can also prepare opening remarks to deliver for themselves
High ranking admins have calendars that book out far in advance. It is recommended to seek someone for the welcome address as soon as you begin planning