manualforgeneralchairsofthesummerconference.docVIP

Planning Manual for Summer Conferences Part 1: General Chair Part 2: Technical Chair  Version 1.0 - August 2000 Part 1 Manual for General Chairs of the Summer Conference This manual should also work well for planning for Winter Conferences with appropriate changes in dates and schedules. Manual for General Chairs of the Summer Conference General Comments The following manual is written with the summer conference used as an example. The appendices are also for the summer conference. However this manual can also be used for the winter conference with obvious changes. Since there are fewer registrants for the winter conference, this must be taken into account when figuring the budget as in Attachment 2. The schedule shown in Attachment 3 must also be adjusted for the difference in dates. Hotel Site Once the general area for the conference is decided, a letter should be sent to the hotels and other facilities in the area. A letter should also be sent to the local visitor’s and convention bureau and the chamber of commerce. This letter should clearly identify the conference along with the number of people expected and what kind of facilities and activities are needed. A sample letter (used for the Alaska Conference) appears in Attachment 1. Several proposals from hotels or other facilities at the site should be obtained. These proposals should include at least the following: Room rates and number of rooms to be guaranteed/cutoff date of available rooms Rental for facilities Rental for a/v equipment Number and size of room for meetings and number of people that can be held theater style Setup fees for the rooms Registration area Paper sales room Breakfast setup for speakers’ breakfast If the reception and dinner is to be held at the same site then the following must also be included: A list of types of food available and the costs Number of people that the rooms can hold for the type of affair planned and setup fees Additi