Regional Meetings Building Your Meeting Structure One Block At A Time
Jan 11, 2016
Regional Meetings
Building Your Meeting Structure
One Block At A Time
American Chemical Society 2
Organizing Committee
Should include:
• General Chair
• Program Chair(s)
• Treasurer
• Arrangements/Logistics Chair
• Publicity Chair
• Awards Chair
• Webmaster
• Exhibits Chair
• Fundraising Chair
American Chemical Society 3
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
American Chemical Society 4
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.
American Chemical Society 5
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
American Chemical Society 6
Theater Style
American Chemical Society 7
Schoolroom/Classroom Style
American Chemical Society 8
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.
American Chemical Society 9
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
American Chemical Society 10
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
American Chemical Society 11
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!
American Chemical Society 12
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