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Local Arrangements Chair

Wed, 2005-06-01 10:57 — Samm Erickson
The Local Arrangements Chair shall:
  • Make all local arrangements for the annual conference, to include all meeting facilities, board meeting facilities and meals, block hotel reservations and negotiations for preferential rate, publisher contacts and exhibit hall, printing,and meal functions
  • Negotiate support from the host college, if possible, to cover the cost of mailings, program printing, staff to help the Local Arrangements Chair, and possibility a hospitality event
  • Serve as the business manager of the annual conference, setting up those committees that seem most appropriate:
    • Hospitality -- arrange tours of campuses, literary sites, museums or other local events for conference participants; contact local Chamber of Commerce or Visitors Bureau for conference packet inserts and dining guide
    • Registration -- Prepare registration materials and set up procedures for pre-registration (including name tags, cash box, receipts) and on-site registration, working with Membership Chair, as needed.  Review Membership database information closely.  Staff registration tables.
    • Meal Functions -- Work with caterers, select menu within budget, provide continental breakfasts, lunch and when scheduled, receptions.
    • Exhibitors -- Send invitations to all potential exhibitors 9 to 12 months ahead of the conference.  Contact local vendors (for example, book sellers).  Follow up letters with telephone calls or e-mails to confirm details.  Send confirming letter to exhibitors telling where to ship materials and exactly how to address them.  Arrange for exhibit space at the conference location in a high traffic area.  Arrange for staffing of the TYCA/NCTE table.  Work closely with exhibitors from early arrival throughout the conference to help exhibitors with problems, coordination, etc.
    • Equipment -- Arrange appropriate audio-visual and/or computer resources with host institution and/or hotel.  Work closely with Program Chair if there are difficulties.
    • Transportation -- Check out and arrange shuttle service from the airport to the conference hotel, transportation for special tours, and arrange transportation for major speakers.  
    • Program and Printing -- Print the program or any other printing matter needed, working closely with the program chair.
  • Work closely with the Program Chair in site selection,
  • Carry out all tasks assigned to this office in the Regional Conferences on English in the Two Year College:  A Manual.
Additionally, the Local Arrangments Chair: 
  • Shall serve a one-year term.  
  • Shall hold no other office on the TYCA-PNW Board.
  • Shall preferably have faculty status at the college which is acting as host to the conference.
  • Shall be a member in good standing in TYCA-PNW and in TYCA/NCTE.

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