Local Arrangements Chair

Working with and under the direction of the Conference Chair, the Local Arrangements Chair will make all arrangements needed with the hotel/school.  This person will be chosen from the North, Central, or South area.  The Local Arrangements Chair attends Executive Board meetings as needed.  Service ends after Annual Conference.

A. Prior to Conference:
 1. Under direction of Conference Chair and/or Co-chair receive dates of Annual Conference.
 2. Contact hotel/school to schedule dates
     (both 1 & 2 approximately 10-11 months in advance).
 3. If deposit needed for hotel, obtain from President and Treasurer.
  (May be requested through Conference Chair.)
 4. Attend Executive Board meeting as needed.
 5. Form Local Arrangements Committee (LAC) 8-9 months in advance according to your needs.
 6. Discuss time slots that need to be scheduled for rooms, breaks, lunch, etc. with the hotel/school.
 7. Registration Packet, i.e.:
  a. maps
  b. parking information
  c. lunch ideas
  d. pencil/pen
  e. area/county information
  f. folder
  g. blank paper
 8. Room signs need to be made up to display session titles.
 9. Send sign-up sheets to presenters or Track Chairs for audio/visual equipment.  Should   be collected 2-3 weeks prior to conference.
 10. Arrange for entertainment at the banquet (under direction of the Conference Chair).
 11. Make arrangements for a campus tour (if requested).
 12. Meet with hotel/school personnel 2-3 months prior to conference to begin scheduling rooms and discuss menus for breaks, Executive Board's lunch, attendees' brunch and an evening banquet (also check on parking validations).

B. During the Conference:
 1. Make sure all signs are properly posted.
 2. Keep in contact with the catering personnel for all needs.
 3. Keep in contact with facility personnel for all audio/visual, room temperature, and other  needs.
 4. Make any "housekeeping" announcements needed at any general gathering.

C. After the Conference:
 1. Work with Conference Chair, President and Treasurer to complete payment of all bills.
 2. Evaluate conference happenings with Conference Chair for report to Executive Board at their next meeting.