Forum Coordinator/ Steering Committee Guidelines

Transcription

1 Forum Coordinator/ Steering Committee Guidelines I. Forum Coordinator s Responsibilities: A. The Forum coordinator(s) shall appoint committee chair, as necessary to complete tasks identified. B. The Forum coordinator(s) shall be responsible to the NAWIC Region Director, keeping them informed of any problem areas. The Forum coordinator(s) shall provide information regarding Forum plans and activities of all committees. C. The NAWIC Region Director, and Region Fund Guardian, if funds are being run through the regional fund, are to be copied on all financial transactions pertaining to Forum. II. Steering Committee Responsibilities: A. The NAWIC Region Director and the steering committee will work in close conjunction in making all plans. Remember: All Forum plans and budget are subject to the approval of the NAWIC Region Director. The NAWIC Region Director and Forum coordinator(s) shall be in constant communication. The NAWIC Region Director is responsible for keeping the Directors' Advisor informed, and the Forum coordinator(s) are responsible for keeping the steering committee fully informed. The specific duties of the steering committee are to: 1. Lay the groundwork for Forum weekend by establishing committees. 2. Outline the duties of each committee for each phase of Forum activities. 3. Review with the NAWIC Region Director all hotel arrangements, with written commitment obtained as soon as possible. Be certain all meeting and sleeping rooms, food and service, any other special activities, and complimentary arrangements are included. 4. NAWIC Region Director has final approval of all speakers. The NAWIC Region Director plans all business / agenda and has the final decision. B. Develop a budget: (NOTE: The NAWIC Region Director and steering committee will work together to establish a reasonable budget. The budget must be reviewed and approved by the NAWIC Region Director.) This should be done as soon as possible after the initial meeting of the established committees. The following list will serve as a guide for all necessary income and expense items: 1. Income: a. Registration fees b. Program advertising (if regional custom) c. Special tour(s) d. Workshops open to public (for which a non member fee should be charged) e. Extra meals f. Donations g. Sponsorships Page 23 of 32

2 2. Expenses: a. NAWIC Region Director's expenses: Pre Forum meeting trip, Forum transportation to/from the airport, Forum registration and room accommodations. b. NAWIC representative's expenses: Forum registration, room, transportation to and from the airport and any meals not covered by the conference. Travel from NAWIC rep s location to the conference airport location is paid from the NAWIC National budget. c. Speaker's fee, gift, meals, etc. d. Gifts for National representative, NAWIC Region Director and others (if regional custom). e. Decorations, gifts, flowers, etc. f. Special awards. g. Meals and break refreshments. h. Special events, entertainment, etc. i. AV microphones, LCD projector, screen, etc. j. Badges, and registration packets. k. Other printing, if required. Note: Expenses may vary. It is important the chapter and NAWIC Region Director not only work closely in establishing a budget but review it on a regular basis. It is suggested the budget allow for a minimal account for any contingencies. C. Hotel: 1. Establish contact person with the hotel management (someone who is authorized to make firm commitments on behalf of the hotel). Be sure all final arrangements are in writing. Review contract prior to discussions. 2. As requested by the NAWIC Region Director, make arrangements for: meeting room setups, location of rooms, size of head table(s), seating of assembly, podium, microphones, flags, etc. D. Miscellaneous: 1. With prior approval of the NAWIC Region Director, establish registration fee and cost of guest tickets (non members) as soon as possible based on projected income. The NAWIC Region Director must have this information to the NAWIC Office by December Establish a set method of expense reporting to ensure that accurate records are kept throughout Forum planning and activities. The NAWIC Region Director is to be advised on all income and expense items as they are incurred. 3. Send a financial statement to the NAWIC Region Director within forty five (45) days following Forum. 4. Should a profit or loss be realized, check your region's policy regarding disposition of any monies remaining after all Forum expenses have been paid. If no policy exists, the NAWIC Region Director should encourage funds to go future Forum fund. Page 24 of 32

3 E. Marketing and Publicity: 1. Encourage the members in your region (and out of region) to attend Forum by sending out flyers and promotional letters. Your Chamber of Commerce or CVB and Forum hotel usually can provide you with brochures and other information. 2. Send Forum information to NAWIC Board. 3. Keep your Chamber of Commerce advised of your plans, they may offer additional services and will certainly be of great assistance in promotional activities. III. Protocol: 1. Send the NAWIC representative a copy of an agenda or schedule of events as soon as possible. 2. Send hotel confirmation information to them. 3. Advise the NAWIC representative of any pre arranged publicity interviews (all of which must be approved by the NAWIC Region Director). 4. Advise the NAWIC representative if there are any functions for which she is expected to pay, such as optional events, tours, etc. 5. Advise the NAWIC representative of the dress code for all events. 6. It is appropriate, although not required, to have a small token of welcome in the NAWIC representative's room upon her arrival. Quite often, for the asking, the hotel will supply a basket (wine, cheese, fruit, etc.) free of charge. 7. If you have a head table, the NAWIC representative always sits to the right of the NAWIC Region Director. This applies even if a higher ranking NAWIC officer attends Forum. 8. It is proper to introduce all past NAWIC Region Directors and any past NAWIC National Presidents in attendance. VI. Checklist for Registration Coordinator: (NOTE: Blanks to be filled in by NAWIC Region Director) A. Planning: 1. Preferred mailing date for registration forms 2. Number of members in region 3. List of NAWIC National Officers and Region Directors to be invited 4. Have a registration area for check ins 5. Date/cost of registration changes and/or last date for refund in case of cancellation B. Onsite: 1. Registration packet contents: Badge (Show title of NAWIC National Officers and out of region guests) Forum program book Committee report booklet Tickets for activities (if not printed in program book) Extra tickets for events Page 25 of 32

4 Information sheet (anything special to be included) List of registrants (optional; can be sent via ) Additional tour tickets if not included 2. Ribbon designations (these are optional): NAWIC board Speaker Host chapter Pages First Time Attendees VII. Calendar/Checklist for Hostess Chapter: A. June/July: Review hotel contract. Begin planning with seated NAWIC Region Director/NAWIC Region Directorelect. B. August/September: Appoint committee chair and members. Hold first steering committee meeting; arrange for NAWIC Region Director's visit for pre Forum planning (preferable after Annual Conference and before Fall Conference). C. September/October: Establish registration rate. Plan and approve tentative program, budget. NAWIC Region Director is responsible for all business sessions/agenda. Decide/create sponsorship levels and deliverables. Make publicity announcement of plans at the Fall Conference. D. November/December: Check in with NAWIC Region Director, committees and respective chair. Page 26 of 32

5 E. December: Receive tentative agenda and program outline from NAWIC Region Director (copy sent by NAWIC Region Director to NAWIC Region Directors' Advisor who will advise of her deadline). Send advance announcements to chapters in region giving general information and creating interest to encourage Forum attendance. Prepare information for the Forum Supplement and send it to the NAWIC Region Director before November 15. The NAWIC Region Director will complete the Forum Supplement form and send to the Communications Director by December 1 for inclusion in the NAWIC Forum Supplement. Invite civic dignitaries for opening session. F. January: Send out registration information to Region members and National Board of Directors. G. February: Send flyer or reminder to chapters in region. Receive final approved agenda and Forum rules from NAWIC Region Director (copy sent by NAWIC Region Director to NAWIC Region Directors' Advisor). Receive seating charts from NAWIC Region Director, if having a head table. H. Month Before: Send reminder to members to attend Forum. Send confirmations and need to know information to attendees. Prepare chronological schedule of events and note those members assigned to specific duties throughout Forum weekend. Correspond with NAWIC Region Director. I. Week Before: Meet with steering committee and other committee members. Page 27 of 32

6 See that registration packets are complete with all proper credentials, etc. Check accommodations for NAWIC representative, NAWIC Region Director and any honored guests. J. Special Note: a. Meet with NAWIC Region Director immediately upon arrival to go over final details of meeting, to tour hotel (if needed) to make last minute changes (if any) and to inquire of any requests she may have. K. After Forum: Financial closeout of Forum must be done within forty five (45) days of the close of Forum. Send the final to NAWIC Region Director. She will distribute to the NAWIC Region Directors Advisor. VIII. Forum Committees/Duties: A. Day of Event (arrangements and facilities): 1. You should have one person assigned to be the coordinator between the event and the hotel. If you need assistance, they should be the ones to handle all issues. If something goes wrong, they need to document who they spoke with, all details. 2. Seating arrangements in the meeting room will depend on the program, and the NAWIC Region Director should be consulted. Classroom style is preferred since it allows working space. 3. If the NAWIC Region Director plans to meet with the region's chapter presidents, a room adequate for the number expected should be reserved for the required time. Ask the NAWIC Region Director if chairs should be arranged in a formal or informal setting, or of anything else she may require. 4. The NAWIC Region Director will provide a list of head table seating to enable arrangements to be made with the hotel personnel. She will also provide seating arrangements for luncheons, banquet, etc. B. Registration Committee: 1. Prepare badges for member, guest, NAWIC National Officer, NAWIC Region Director, etc. 2. The registration committee is responsible for mailing to all members of Region (inclusive of s or other web based notification methods, i.e. Constant Contact ) information to all chapter presidents in the region and to the NAWIC National Officers and NAWIC Region Directors. Mailings should include the following: a. Date of Forum and time it will convene b. Name and location of hotel and telephone number Page 28 of 32

7 c. Hotel rates for single, double, triple rooms and suites d. Instructions about making hotel reservations (whether directly with the hotel or to a committee chair; if to a committee chair, include name, address and telephone number) e. Transportation information f. Registration information (all mailings should include the amount of the registration fee and exactly what the fee covers, as well as deadline date for registration, late registration date and amount, and conditions under which refunds will be allowed) g. Name, address, address and phone to which the registration is to be sent and online registration information 3. Create interest and promote attendance by including as much information as possible concerning the program for Forum. Approximately two weeks before the registration deadline, a final mailing might be made to remind members of the approaching deadline for registration. Emphasize the educational programs or speakers that will be offered. 4. Prepare badges for each registrant with name, chapter, employer and NAWIC office, if any. C. Program Planning Committee: 1. The program planning committee should furnish pertinent information to them via a speaker contract or agreement. This should include: Date, time and location. The length of time they are allotted and the time of their presentation. Enclose a form requesting any special requirements (e.g., overhead projector, video equipment, etc.) that might be needed by the speaker. Request biographical information and/or a picture for introductory and publicity purposes. In case of non member speakers, do have a definite understanding as to any honorarium and expenses. Also provide them with a brochure and NAWIC information if they are not familiar with the association. Speakers should be told the time, the particular area in the facility and the name of the person who will meet them. Speakers should be invited to attend breakfast, luncheon and/or banquet. If reservations are required for a non member speaker, ask the Forum coordinator to make them. Out of town non member speakers should be met on arrival. D. Publicity Committee, Social Media: 1. The publicity committee is responsible for preparing and submitting news releases to local newspapers. 2. Using social media promote the event. 3. Utilize all possible outlets (television, radio, newspapers, trade journals and local trade papers). Ask the hotel about providing a notice on the marquee. Page 29 of 32

8 4. Consult and copy the NAWIC Region Director on correspondence and news releases prior to release. E. Other: 1. Please have a plan for getting the NAWIC Region Director and National Representative back to the airport! Many times, your members will want to bail out after the last event or very early Sunday. 2. Also, please make sure the room has been covered by the master account or covered some way. Don't have her check out and the hotel hand her the bill if you can help it. IX. Forms/Reports: Give to the NAWIC National Representative and/or NAWIC Region Director: NAWIC Representative Name: Date: Location: Company: Address: City: State: Zip: Phone Number: Arrival Date: Arrival Time: Airlines: Flight Number: Departure Date: Departure Time: Airlines: Flight Number: Emergency Contact: Relationship to you: Phone number(s): Confirmed information received on (date) By: Page 30 of 32