PROGRAM/ARRANGEMENTS COMMITTEE
I. Membership
A. The
committee shall consist of nine members: the Chairperson who is the Vice
President, an assistant Chairperson, the ex-officio OPHN representative, and
six (6) members.
B. The assistant
Chairperson will be elected in the odd years.
C. The
Vice President is elected in even years for a two year term.
D. Members
are elected to serve alternating two year terms:
1. Three (3) members elected in the even
years.
2. Three
(3) members elected in the odd years.
II. Chairperson
A. Attend all Governing Board meetings.
B. Attend
the Governing Board meeting which is held immediately after the Annual
Conference adjourns. Solicit ideas for
program and theme for the next conference.
C. Annual Conference Interim activities
1. Chair the Committee
a. Select
and confirm mutually satisfactory meeting dates, times and places with
committee and President.
b. Prepare the agenda for committee
meetings.
c. Notify
the committee members and the President, in writing, of meeting date time and
place at least one month prior to meetings.
d. Request
that committee members bring to the meeting ideas for the Annual Conference
program.
2. Develop
major theme and design program for the Annual Conference with assistance of the
Program Committee.
a. Guide
committee toward decision as to major theme, program and selection of
participants.
b. Prepare
and present written reports of program plans with tentative budget to Governing
Board meetings for approval. First
report is to be given at the second Governing Board meeting.
c. Contact program participants selected
by the committee.
1. Be sure to check costs (fees,
honorarium).
2. Obtain
“Contract” in writing; may be a letter of acceptance, including their fee
and/or other costs.
d. Request
biographical sketches and curriculum vitae of program participants.
e. Designate
committee members to preside at program sessions during the Annual Conference.
f. Prepare
Annual Conference materials with assistance of committee.
1. Arrange
for printing of conference program; submit estimate of costs to the Governing
Board prior to contracting for printing.
2. Prepare
draft or program format and send out to committee members and Governing Board
for comments (six months prior to Annual
Conference).
3. Finalize
program format and get to printer - allow time for printing and submitting to
the Secretary with pre-conference mailing.
g. Request
a copy of presenter(s) papers or materials for the Secretary to keep on file and/or
provide copies to members.
III.
Annual Conference
Arrangements
1.
Check out the
meeting rooms to ensure comfort and convenience.
2.
Assure number and
arrangement of chairs and tables.
1.
Arrange for flip
chart, chalk board, etc.
2.
Designate
committee members to preside at program sessions during the Annual Conference.
3.
Prepare Annual
conference materials with assistance of committee.
4.
Arrange for
printing of conference program, submit estimate of costs to the Governing Board prior to
contracting for printing.
5.
Prepare draft or
program format and send out to committee members and Governing Board for
comments (six months prior to Annual Conference)
6.
Finalize program
format and get to printer. Allow time
for printing and submitting to Secretary with pre-conference mailing.
7.
Request a copy of
presenter’(s) papers or materials for the Secretary to keep on file and/or
provide copies to members.
8.
Prepare a written
report which will include the budget of the Program/Arrangements Committee, for
approval by the Governing Board.
9.
Present a
progress report at each meeting of Executive Committee and Governing Board.
IV.
Pre-Conference
Arrangements
1. Plan
for the equipment needed for the program: check with presenters and coordinate
with the Arrangements Committee.
a. AV film projector, slide projector,
screens, etc.
b. Flip charts, markers, etc.
c. Microphones
2. Prepare
with President conference invitation to go out with the pre-conference mailing.
3. Send pre-conference materials to the
Secretary for mailing.
a. Programs
b. Conference
c. Other materials and information
V.
Annual Conference
–
1. Attend
Governing Board Meeting the evening before the conference.
2. Work
on final details for the program and conference.
3. Meet
with the Committee the evening before the Annual Conference be review plans and
member assignments.
4. Plan for last minute details or
changes.
VI.
Duties
1. Plan the theme and content of the
program for submission by the Chairperson to the Governing Board for approval
at the first Governing Board meeting of the next calendar year.
2. Develop a projected budget for
the program and present it to the Finance Committee.
VII.
Prepare Program
Agenda
1. Includes
total agenda for the Annual Conference; Program and Business Session schedule
to be negotiated with the Governing Board.
2. Conference Program Leaflet
a. Design appropriate cover to illustrate
theme.
b. Arrange
for typing and printing of appropriate number for distribution before and
during the conference. (Check with the
Governing Board for approval and number needed.)
c. Allow
60 days for printing and to get material into pre-conference mailing with
Arrangements Committee. (Pre-conference
mailing
goes
out 30 days prior to the meeting).
d. Identify all program participants on
back of the program.
e. Print
an acknowledgment in the program of exhibitors and contributors; a listing of
Past Presidents.
VIII. Extend invitation to guests after clearing with the
Governing Board.
IX.
The Chairperson
or designated committee member shall preside at program sessions at Annual
Conference.
X.
Maintain close
communication with the Vice President having joint meetings as needed.
XI.
Post Conference
and Planning for Next Year’s Annual Conference
1. The conference will be lead by the Vice
President.
2. Selection of the place and date of the
Annual Conference will be decided at the post
conference Governing Board meeting.
3. As soon as possible after the post
conference Governing Board meeting. Within 30 days, complete the following:
a. Contact the Chamber of Commerce in the
city in which the meeting is planned. Inquire about:
1. Facilities that would accommodate
150-200 people and would have meeting rooms available
at no charge.
2. Provision of complimentary items for
the organization (such as: name tags, hostess badges,
brochures, entertainment, typewriter,
secretary, etc.).
b. Contact
several facilities, which could be possible locations, and obtain
the following information about each one :
1. Availability of meeting room, at no
charge, which could accommodate 150
– 200 people in classroom style, small meeting
space for 30-50 people, and space for committee meeting rooms for 15-20 people.
2. Availability
of space with seating capacity for 150-200
people
for planned meals.
3. Once
a decision is made as to location and facility for next year’s
annual conference, make arrangements with that particular
facility for:
a. Block of rooms to be set aside for 150
– 180 people.
b. Complimentary Room.
c. A public address system, microphone
(for speaker and audience).
d. Request a guarantee that it will
function on the day of the meeting.
f. Projector and chalkboard will also
need to be made available.
4. Written contracts with facility should
include the following information:
5.
Room rates that
can be guaranteed for one year from date of scheduling the meetings or at least
a written statement as to what should be expected (regarding room rates, etc.)
by the date and year that the meeting is to be held.
6.
Luncheon menus
and prices (facility generally requires advance notice of guarantee).
7.
Prices per gallon
or per person for coffee, hot tea, large cokes, cups, ice, etc. Inquire as to how many servings per gallon
and then figure cost per person.
8.
Inquire
concerning possible menus and prices and take this information to the interim
meeting of the Governing Board for menu selection (and then contact facility as
to menu selection).
XII. Interim
Activities
1. Coordinate lighting and audio-visual
equipment that might be needed.
2. Arrange with the facility as to area
and time for each coffee break (facility will need this information as well as
approximate number to expect).
3. Arrange
luncheon entertainment, if indicated.
4. Consult with Governing Board regarding
gifts for speakers and the amount to be spent and obtain prior approval.
5. Arrange with facility for registration
space for three days. Plan for physical
set-up with registration table, equipment, posters, lighting, etc.
6. Check with the Treasurer and Secretary
concerning their possible needs for registration.
7. If
social activity is planned, then make arrangements.
8. Develop
a projected budget for arrangements and present it to the Finance Committee.
9. Maintain close communication with the
Program Committee.
10. Arrange
for the hostess, preferably from the surrounding area where the meeting is
held. Provide written notification to
the hostess of the hostess duties.
11. Prepare the materials to be sent to
members (at least 2-3 months before the Annual Conference). Include the President and Program
Chairperson in the process of preparing materials.
12. Compose the Annual Conference invitation,
giving general information.
13. Include
post cards or forms of intent (to be returned to Chairperson or other
designated member) to tally attendance.
14. Include brochures and motel reservation
cards.
XIII.
The Chairperson
shall notify the committee members and the President in writing of the meeting
date, time, and place.
XIV.
Pre-Conference
(Two weeks before Annual Meeting)
1. Prepare
name tags, after consulting with Membership Vice President.
2. Arrange for newspaper coverage and/or
television publicity in conjunction with Program Committee.
3. Make arrangements, within the price
range decided by the Governing Board, for flowers at the head table. Be sure
this flower arrangement does not obstruct the view of the audience. This arrangement may be used as a door prize
on Friday.
4. Secure ribbons to identify candidates,
officers, guests, speakers, hostess and guides, as appropriate.
5. Make necessary posters, if applicable,
to identify:
·
Speaker’s table
·
Meeting rooms
·
Areas for
non-smoking and smoking
XV.
Conference
1. Check
to see if seating arrangements and rooms are prepared.
2.
Check on the public address system and
other necessary equipment. (Be
sure the microphone is operating properly).
3. Set up
registration tables, equipment, signs, lighting, etc.
4. Distribute name tags at registration
table.
5. Distribute
hostess ribbons and review hostess responsibilities.
6. Greet
conference presenters.
7. Make members aware of social
activities.
8. Arrange for transportation to social
activities (if needed).
9. Assist with registration; distribute
name tags, programs, and other printed material.
10. Assist with coffee breaks
as needed.
11. Take
“emergency kit” to facility site. This
includes items such as scissors, masking tape,
scotch tape, magic markers, pins (safety
and straight), and poster paper.
12.
Wrap gifts and give to Program Chairperson.
13.
Arrange for flowers to be placed at the head table.
14.
Collect bills for facility for coffee breaks and guest rooms. Present bills to Treasurer.
15. Give special recognition
to each new member.