Regional Meetings Building Your Meeting Structure One Block At A Time

Regional Meetings

Building Your Meeting Structure

One Block At A Time

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Organizing Committee

Should include:

• General Chair

• Program Chair(s)

• Treasurer

• Arrangements/Logistics Chair

• Publicity Chair

• Awards Chair

• Webmaster

• Exhibits Chair

• Fundraising Chair

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Committee Meetings

To begin one year prior to the meeting, with the first visit at the meeting site.

Once monthly at year out with an increase of frequency per month.

Regular conference calls with meeting planning partner beginning one year out. Frequency to increase as you get closer to the meeting.

As often as needed in those final weeks

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Your Meeting Planning Partner

Your MPP will:

Prepare the Request For Proposals (RFP).

Establish a relationship with the local Convention & Visitors Bureau (CVB).

Assist with review of proposals and site selection (Site Visit).

Review contracts with host facility.

Create a working timeline for meeting preparation.

Live your contract with you – serve as the key contact, in conjunction with your local arrangements chair and the hotel representative for all logistical arrangements.

Assist with audio visual and poster board needs/availability.

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Use of Contracted Space

Consider appropriate room set ups - classroom for workshops, theatre for sessions, etc.

Obstructions in room & impact on seating

Keep room turns to a minimum

Assign specific room for meal events

Posters, exhibits and breaks in central area

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Theater Style

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Schoolroom/Classroom Style

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Food & Beverage

Be aware of F&B minimum in contract

When determining a ticket price, it’s important to price out each menu item to determine the exact cost including menu stated tax and service charge.

Round the ticket price up to nearest $5.

Solicit sponsors for receptions, mixers, and coffee breaks to offset costs.

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Special Events & Tours

Opening Reception

Awards luncheon or dinner

Women Chemists/Diversity/Younger Chemists or other specialty luncheon/event

Box Lunch with exhibits/poster session

Special event (breakfast, box lunch, ice cream social) with governance members in attendance

Coffee breaks

Off site events

Tours

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Countdown to the Meeting

Materials for Program Book

Function Agenda

Banquet Event Orders (BEOs)

Pre Con Meeting

Shipping of Meeting Materials

Coordination of On-Site Volunteers

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Meeting Arrangements

• Your ACS Meeting Planning Partner (MPP) will help with all of your meeting arrangements

• No need to reinvent the wheel for each meeting - standard forms and procedures

• Take advantage of your MPP

• Prepare for the unexpected

When you least expect it

EXPECT IT!

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Awards Process

Awards chair/Committee

Nomination forms

CHED High School Teacher Award

E. Ann Nalley Volunteer Award

Regional Industrial Innovation Award

Stan Israel Diversity Award