Word

AITPConference Guidelines

(Can be used for conferences hosted by the Association, Regions and Chapters)

Association of Information Technology Professionals401 North Michigan Avenue, Suite 2200

Chicago, IL 60611-4267+1.312.245.1070 · +1.800.224.9371 · FAX +1.312.527.6636

URL http://www.aitp.org

Last Update: June 2001

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Conference Guidelines

Table of Contents

Preface.............................................................................................................................. PAGE 4Conference Organization Chart..........................................................................................PAGE 5General Information........................................................................................................ PAGE 6-7

Group President......................................................................................................... SECTION 10Conference Chairman................................................................................................SECTION 20Advisory Committee.................................................................................................. SECTION 30Auditing Committee..................................................................................................SECTION 40Assistant Chairman.................................................................................................... SECTION 50Secretary................................................................................................................... SECTION 60

Conference Program Chairman..................................................................................SECTION 70Program Committee.............................................................................................................. 71Tours and Visitation Committee............................................................................................ 72

Conference Promotion Chairman...............................................................................SECTION 80Publicity and Promotion Committee......................................................................................81Printing Committee............................................................................................................... 82Mailing Committee............................................................................................................... 83

Conference Housing Chairman...................................................................................SECTION 90Quarters Committee.............................................................................................................. 91Facilities Committee............................................................................................................. 92Decorating Committee.......................................................................................................... 93Hospitality Committee.......................................................................................................... 94

Conference Arrangements Chairman........................................................................SECTION 100Meals Committee................................................................................................................ 101Entertainment Committee.................................................................................................... 102Guest Activities Committee................................................................................................. 103Special Activities Committee............................................................................................... 104

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Conference Guidelines

Table of Contents (continued)

Treasurer................................................................................................................. SECTION 110Registration Committee....................................................................................................... 111Accounting and Budgeting Committee.................................................................................112

Exhibits and Advertising Sales Chairman.................................................................SECTION 120Exhibits Committee............................................................................................................. 121Advertising Sales Committee............................................................................................... 122

Budget and Accounting ProceduresPreamble................................................................................................... SECTION 130.1Description of General Accounts.................................................................................130.2Conference Chart of Accounts....................................................................................130.3Budget....................................................................................................................... 130.4Receipts..................................................................................................................... 130.5Expenses.................................................................................................................... 130.6Reporting................................................................................................................... 130.7Conclusion................................................................................................................. 130.8

FormsThe following forms are available by downloading the Conference Forms document from the AITP web site.

Conference Form A: Conference Planning ScheduleConference Form B: Conference Committee WorksheetConference Form C: Request for Conference Approval/Preliminary Budget Cover SheetsConference Form D: Budget WorksheetsConference Form E: Final Budget Cover SheetConference Form F: Preliminary Post-Conference Report Cover SheetConference Form G: Final Post-Conference Report Cover SheetConference Form H: Request for Conference Loan

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Preface

CONFERENCES AND SEMINARS are among the major educational activities of our Association. They provide members with the opportunity to learn new methods for solving problems, to familiarize themselves with management tools and techniques, and to discover new developments in information processing technology. They are also vital as means of meeting new people, and expanding the peer group with whom they can discuss common goals and objectives. It is extremely important that we continue to upgrade and expand our conference and seminar programs in order to meet the growing challenge of our profession.

The purpose of this guide is to assist the hosting group (the Association, Region or Chapter) in conducting their conferences and presenting exhibits. It can also be used as a guide for conducting joint conferences or seminar programs. The Guide describes the planning and committee functions necessary for conducting a successful conference.

Copyrighted by AITP (The Association of Information Technology Professionals)Printed in U.S.A.

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Conference Organization Chart

(The number given with each position refers to section of the manual containing information pertaining to the position or committee.)

Group President (10)

Executive Committee(Assistant Chairman, Secretary, Program , Promotion,

Housing, Arrangements, Treasurer, Exhibits)

GeneralChairman

(20)

AdvisoryCommittee

(30)

Auditing(40)

Assistant Chairman (50) Secretary (60)

Program(70)

Promotion(80)

Housing(90)

Arrangements(100)

Treasurer(110)

Exhibits andAdvertising (120)

Program and Seminar (71)

Publicity andPromotion (81)

Quarters (91) Meals (101) Registration (111) Exhibits (121)

Tours and Visitation (72)

Printing(82)

Facilities(92)

Entertainment(102)

Acctg andBudgeting (112)

Advertising Sales (122)

Mailing(83)

Decorating(93)

Guest Program(103)

Hospitality(94)

Special Activities (104)

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General Information

Purpose and Benefits:The key objective of a conference or seminar is to bring people together for the purpose of exchanging ideas, learning new concepts, methods, approaches, and techniques in the field of information technology. A conference should provide the attendees with a new sense of direction, involvement and increased knowledge. The scope of information technology is continually expanding, providing greater opportunity and challenge. Conferences can provide the media for staying abreast with advancements being made.

Definitions:A. A conference is a formal consultation or discussion; interchange of views, also a meeting

therefor (Webster).

B. A conference is a formal meeting for consultation, discussion and interchange of views and ideas directed toward interests of information technology, systems and management which is one day or more in length. (AITP - The Association of Information Technology Professionals)

C. A seminar is the same as a conference except it is for less than one day.

D. A chapter conference is a conference planned and conducted by the host chapter only.

E. A joint conference is a conference which is planned and conducted by more than one chapter for concerned chapters, or by more than one region for concerned regions.

F. A Region conference is a conference which is planned and conducted by a host chapter or a group of chapters for all chapters in an established Region.

G. Throughout this document when the term group is used, it relates to the conference “hosting” group, such as the Association, Region or Chapter.

Conference Planning:The success of a conference depends on the thoroughness of the planning. It is important to begin conference planning well in advance of the conference date. The conference should also be planned to meet the needs of the audience that is expected to attend.

Here are the chronological steps to follow in planning the conference:1. Submission of bids by chapter to group president.

2. Selection of conference site by group chapter representatives.

3. Appointment of a conference chairman by group president.

4. Appointment of committee chairmen by conference chairman.

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5. Conference application and preliminary budget (Conference Forms C & D) submitted to group president by conference treasurer and conference chairman.

6. The group president approves conference application and preliminary budget and notifies conference chairman.

7. The final budget is then prepared. All budget sheets (Conference Forms C, D & F) are then submitted by the conference chairman to the group treasurer for approval. After his/her approval, the group treasurer then forwards the final budget forms to the group president for approval.

8. Upon approval by the group president, he/she retains a copy and returns the original to conference treasurer.

9. The group Secretary-treasurer notifies conference chairman of final approval and forwards a copy of approved budget to conference chairman.

10. The group Conference chairman makes regular pre-conference reports to the group president who publishes regular status in the group’s publication.

11. Conference held.

12. Within 30 days after the conference, a preliminary post-conference report (Conference Forms D & F) should be submitted by the conference treasurer and the conference chairman to the group treasurer. After approval, the group treasurer will forward the report to the group president for approval, who sends approved report to the group treasurer, conference treasurer and conference chairman.

13. After the preliminary post-conference report has been completed, a financial audit must be completed and submitted by the conference treasurer to the conference chairman and the group president.

14. Within 90 days after the conference, the conference chairman should submit to the group treasurer the final post-conference report (Conference Forms C, D, E & G). After his/her approval, the group treasurer then forwards the final report to the group president for approval.

15. Upon approval by the group president, he/she retains a copy and returns the original to the conference treasurer.

The above steps give a general idea of conference requirements from the administrative point of view. Further details follow in the description of the group president, conference chairman and other committee responsibilities. It is an absolute necessity that the various people involved with the conference become thoroughly familiar with this conference guide and their responsibilities. This knowledge will enable them to perform their tasks in the best manner and in the best interest of the conference and the Association that it represents.

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Section 10 – Group President:The group president must have a continued interest during the whole period of the conference efforts. He/she will:

10.1 Solicit bids from chapters and insure that they are submitted at least two years prior to the conference date. The chapter making the bid should have complete backing of its membership.

10.2 Submit bids for selection at the group business meeting or membership meeting. For Region conferences, selection is made by a majority vote of the group's chapter voting representatives.

Conference dates and location should be communicated to Association headquarters for inclusion in the Association calendar of events. Conferences that are scheduled within six (6) months of the Association conference and within a 300 mile radius must inform Association headquarters at least one (1) year in advance.

10.3 Appoint conference chairman. It is important that the right person be appointed for the overall responsibility of the conference, realizing he/she must possess maturity, intelligence, common sense, tact and a strong desire to do a good job.

10.4 Appoint a conference Steering Committee.

10.5 Appoint an auditor to audit conference records.

10.6 Approve conference budget and post-conference financial reports.

10.7 Ensure that pre-conference and post-conference reports are submitted by the conference chairman as required and that an audit is performed.

Section 20 - Conference Chairman:The success or failure of a conference depends heavily on the ability of the conference chairman to select, lead and motivate a group of people, some without previous experience in this kind of activity. He/she should work with other chapters to determine the scope of cooperation and help that can be obtained from them, and:

20.1 Establish a Conference Executive Committee. This committee should be composed of an assistant chairman, chairmen of major board functions, treasurer and secretary. This group may be expanded or contracted to fit the requirements of the size and length of the conference. (See Conference Organization Chart in this manual)

20.2 Discuss and prepare with the Conference Executive Committee a general format of the program to be presented. A conference theme should be established which will help in coordination of the conference and in promotion.

20.3 Submit a "Request for Conference Approval" and a “preliminary budget” (Conference Forms C & D) to the group treasurer. Final approval will be given

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after the final budget is approved.

20.4 Appoint committee chairmen for all committees being formed under each of the major board functions. Establish individual committee responsibilities, defining their authority, detail duties and responsibilities. Also, appoint a full complement of committee members to all committees.

20.5 Have a final conference budget prepared by the conference treasurer (Conference Forms C, D & E) at least 6 months prior to the scheduled group conference. Income should be estimated using a conservative number of registrations. Expenses should be estimated on a maximum basis. Establish a registration fee that will allow the conference to be conducted without financial loss. This budget will be submitted for approval to the group treasurer and group president.

20.6 When advance funds are required to assist conference activity, a request for a conference loan (Conference Form H) for approval must be submitted to the group president. Funds should only be authorized if the final budget has been approved.

20.7 Schedule as many meetings of the conference Executive Committee as necessary and encourage meetings of individual committees as required to properly coordinate conference activities. While the involvement of many members is necessary, the feeling is that a core group should get things rolling at a very early date, then involve other members to avoid psychological letdowns.

20.8 Keep close watch on registration. If expected attendance changes, adjust expenditures quickly to avoid problems and eliminate financial loss.

20.9 Publicize the conference adequately with letters, brochures, phone calls and enticing announcements of events and activities. The publicity could be extended to the neighboring groups with prior approval of the group presidents involved.

2.10 Request written progress reports on a scheduled basis. Detailed minutes of each committee meeting should be prepared and mailed within three days to each committee member.

20.11 Use the "Conference Planning Schedule" (Conference Forms B1 & B2) in its entirety and see that the conference treasurer follows the accounting procedures in Section 130 of this guide.

20.12 Within 30 days after a conference, submit in triplicate a preliminary post-conference report (Conference Forms D & F) to the group treasurer.

20.13 Within 90 days after the conference, email a final post-conference report (Conference Forms C, D, E & G) to the group treasurer.

This represents a high-level view of the total planning and managing necessary to conduct a

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successful conference. After the conference chairman has established the conference objectives, planned, organized and initiated conference arrangements, he/she must continually follow up on all aspects of the conference. Everyone on the committees should realize they are part of a team and their contributions, however large or small, are vital to the success of the conference.

Section 30 - Advisory Committee:The Advisory Committee is responsible to the group president and serves as a resource and counsel to the group president in matters concerning the conference. This committee is appointed by the group president and should consist of individuals who have previously served as conference chairman, assistant conference chairman, conference treasurer, program chairman or in other responsible positions on conference committees. Funds should be made available at the group level to enable the committee to carry out its duties.

Specific responsibilities of the Advisory Committee: 30.1 Work with the Conference Committee in the preparation of the conference budget

and make comments and recommendations, where appropriate.

30.2 Work with the Conference Committee in the preparation of conference programs and activities. Comparisons should be made with those presented previously, offering comments and recommendations, where appropriate.

30.3 The chairman of the Advisory Committee will keep the group president fully informed of conference activities and progress.

Section 40 - Auditing Committee:The Auditing Committee is responsible for auditing the books and financial records at the conclusion of the conference and certifying copies of the statement of income and expenses prepared by the Accounting and Budgeting Committee. This must be done as soon as possible after the conference is over.

Specific responsibilities of the Auditing Committee: 40.1 Conducting an in-depth audit of the conference financial records and reviewing all

expenditures and income records to determine if they are appropriate and in order.

40.2 After the audit is completed, certify the conference financial statement to the group president.

Section 50 - Assistant Chairman:Assist the conference chairman in executing responsibilities as outlined in Section 2 of this manual. The assistant chairman should be familiar with all aspects of the conference and should be able and willing to fulfill the responsibilities of the conference chairman if required. The assistant chairman will be a member of the Conference Executive Committee.

Section 60 - Secretary:The secretary shall take the minutes and record attendance at all meetings of the Conference

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Executive Committee. All conference records, except financial and committee records, will be under the secretary's control. The secretary will be a member of the Conference Executive Committee.

The secretary shall be required to keep such records and prepare such records as may be required by the conference chairman.

Section 70 - Conference Program Chairman: The Conference Program Chairman will be chairman of the Program Committee (71) and the Tours and Visitation Committee (72) as well as be a member of the Conference Executive Committee.

Section 71 - Program Committee:The Program Committee is responsible for planning and arranging the conference program. Seminar speakers should be selected with the thought of carrying out the conference theme. Every attempt possible should be made to have the best qualified speakers. The keynote speaker should be a prominent individual who will attract interest and a large audience. Good conference programs are the key to successful conferences. It is recommended that the conference program be finalized at least 6 months prior to the conference.

Specific responsibilities of the Program Committee: 71.1 Determine, plan and arrange the conference program. The seminars should

be developed around the conference theme.

71.2 Speakers should be selected on their ability to present the seminar subject and not just by name or reputation.

71.3 Secure a photograph and biographical sketch of each speaker for use by the different committees.

71.4 Prepare a general outline of the seminar programs and a brief description of each seminar. Provide this information to the Printing Committee to be included in the conference brochure.

71.5 Notify the Registration Committee of the capacity of each seminar and work closely with the Registration Committee concerning seminar reservations.

71.6 Assign a person(s) to open each seminar and introduce the speaker.

71.7 Work closely with the Facilities Committee on meeting room needs and seminar accessories such as easels, chalkboards, projectors, microphones, seating, etc.

71.8 Provide the Decorating Committee with a list of the seminar signs needed and see that they are posted well in advance of the meeting time.

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71.9 Make arrangements with the Printing Committee to have seminar tickets prepared. The seminar tickets should be forwarded to the Registration Committee to be included in the registration kits. Tickets should be collected as attendees enter room.

71.10 Provide the Publicity and Promotion Committee with news items regarding seminars.

71.11 Obtain copies of all talks in advance, for use as handouts or for meeting proceedings.

71.12 Prepare "Thank You" letters and procure gifts for program participants.

71.13 Consider a hospitality room for speakers.

Section 72 - Tours and Visitation Committee:The responsibility of this Committee is to select and arrange for conference attendees to visit sites of local and educational interests, especially as they may relate to information technology. Tours and visitations can be an added attraction for a conference, if properly planned.

Specific responsibilities of the Tours and Visitation Committee: 72.1 Determine, plan and arrange for all tours and visitations conducted during the

conference. Do not select sites located more than 45 or 50 minutes travel time from the hotel.

72.2 Arrange all transportation needs for the conference.

72.3 Arrange for tour tickets to be printed by the Printing Committee. The tickets should be forwarded to the Registration Committee to be included in the registration kits.

72.4 Work closely with the Registration Committee in accepting reservations for tours and determine limits for each tour, depending on capacity allowed.

72.5 Provide the Printing Committee with all information regarding tours to be included in the conference brochure.

72.6 Assign committee members to accompany all tours.

72.7 Provide the Decorating Committee with information pertaining to signs needed for the tours.

72.8 Prepare and submit a committee budget to the Accounting and Budgeting Committee including supporting details (Conference Form B).

72.9 Prepare and submit written progress reports, as scheduled, to the conference

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chairman.

Section 80 - Conference Promotion Chairman:The Conference Promotion Chairman will be chairman of the Publicity and Promotion Committee (81), Printing Committee (82) and Mailing Committee (83), as well as be a member of the Conference Executive Committee.

Section 81 - Publicity and Promotion Committee:The Publicity and Promotion Committee is responsible for the overall promotion of the conference. The conference must be publicized adequately with brochures, letters, phone calls and enticing announcements describing the program and activities of the conference. This can best be accomplished by developing a comprehensive publicity program providing for maximum coverage of the conference. Good promotion will help early registration. Promote the conference at the official meetings of the group. Chapter Liaisons and chapter voting representatives can be helpful in selling the conference at the chapter level.

Specific responsibilities of the Publicity and Promotion Committee: 81.1 Plan and conduct a promotional program, contacting all chapters in the group.

Establish a working relationship with all chapters in the group to accomplish conference promotion.

81.2 Forward complete information on the conference to the editor of the AITP publication for inclusion in the “Calendar of Events.” Information furnished should include conference date, conference theme, location and the name and address of the individual to be contacted for further information. This should be submitted four or more months prior to the conference, and sent to local newspapers, and radio and TV stations 2 weeks prior to the conference with invitation to cover.

81.3 Prepare and distribute news releases regularly on the progress of the conference. These releases should be sent to each chapter for its local publications, and to community media, as well as other area I/T organizations.

81.4 Keep abreast of all conference developments.

81.5 Prepare and submit a committee budget to the Accounting and Budgeting Committee with supporting details (Conference Form B).

81.6 Prepare and submit written progress reports, as scheduled, to the conference chairman.

Section 82 - Printing Committee:The Printing Committee is responsible for all printing needed for the conference. This committee must determine the varied printing needs of the different committees well in advance of the conference date. All printing requirements should be finalized at least 3 months prior to the conference.

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Specific responsibilities of the Printing Committee: 82.1 Arrange to prepare and provide all printed material required by the different

committees.

82.2 Secure all information to be included in the conference brochure from the different committees.

82.3 Design the official conference brochure and arrange for its preparation and printing.

82.4 Prepare an agenda of the conference to distribute at the registration desk.

82.5 Establish and maintain any forms inventory designated by the conference chairman.



Section 83 - Mailing Committee:The Mailing Committee is responsible for the mailing of all bulk conference material. This committee is also responsible for securing address listings of potential attendees other than AITP members. Association headquarters will provide member labels only (active and up to 90 days expired), no mailing service.

Specific responsibilities of the Mailing Committee: 83.1 Arrange for the mailing of all conference literature to members of AITP in the

group. Upon request with proper approval, Association headquarters will provide, at no charge, labels for all members in the group so that materials can be mailed locally.

83.2 Secure the mailing lists of other local organizations and arrange for the mailing of a conference brochure to each. As an alternative, if lists are not available, ask other organizations to publicize the conference, or mail conference brochures at group's expense.

83.3 Determine the number of copies needed for each mailing and inform the Printing Committee.

83.4 Determine the dates and frequency of mailings to take place. This should be coordinated with the Registration Committee. As recipients of all mailings, the editors of newsletters of all chapters in the group should get special attention. Get a set of names and addresses of each such editor and send him or her all mailings. There should be four mailings:

1) 9-10 months prior to the conference, giving theme dates/location.

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2) 6 months prior, giving additional details on meeting, the format, tours planned, special events, etc.

3) 3 months prior, printed program, with hotel reservation card.4) no later than 1 month prior to serve as a final reminder.



Section 90 - Conference Housing Chairman:The Conference Housing Chairman will be chairman of the Quarters Committee (91), Facilities Committee (92), Decorating Committee (93) and Hospitality Committee (94) as well as a member of the Conference Executive Committee.

Section 91 - Quarters Committee:The Quarters Committee is responsible for processing all room reservation requests and coordinating the handling of requests for room reservations with the Registration Committee. Designate one, and only one, hotel contact. This will eliminate confusion and misunderstanding.

Effective handling of hotel reservations is one of the most challenging committee assignments. Members of this committee should possess tact but be capable of firm conviction in dealing with hotel personnel when it becomes necessary. Conference registrants sometimes judge the entire conference on the dispatch with which they receive their hotel accommodations. Consider having reservation requests sent to the hotel directly.

Specific responsibilities of the Hotel Reservation Committee: 91.1 Arrange for the availability of all hotel facilities required during the conference.

91.2 Arrange for the availability of ample sleeping rooms for out-of-town attendees.

91.3 Insure that hotel confirmations are made to out-of-town attendees.

91.4 Process requests for all conference registrants' rooms.

91.5 Prepare a list reflecting all available hotel facilities. The list should show rooms, locations, meeting capacity, meal serving capacity, etc. This list should be furnished to each conference committee chairman for use by his Committee.

91.6 Provide the Printing Committee with all hotel information to be included in the conference brochure.


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Section 92 - Facilities Committee:This Committee is responsible for providing all meeting rooms and all equipment necessary for conducting the meetings. This would include room requirements for seminars, meetings, luncheons, banquets, speaker hospitality area, and any other special rooms needed. Any committee needing equipment should request it from the Facilities Committee.

Specific responsibilities of the Facilities Committee: 92.1 Arrange for the availability and set-up of meeting and seminar requirements such as

microphones, easels, chalkboards, projectors, etc. Arrangements should be made at least two weeks in advance of the conference date.

92.2 Develop and coordinate seating set-up at all sessions. Make sure the rooms are properly ventilated, well lighted and comfortable.

92.3 Be sure that meeting rooms are set up well in advance of the sessions.



Section 93 - Decorating Committee:The Decorating Committee is responsible for securing signs, identification ribbons, and arranging for the decoration of all meeting facilities. Any committee needing signs or special decorations should request same from the Decorating Committee.

Specific responsibilities of the Decorating Committee: 93.1 Plan, arrange and secure signs needed for all committees. Signs should be ordered

at least 2 weeks prior to the conference.

93.2 The committee is responsible for checking all signs received to be sure of correct layout and spelling.

93.3 Post directional signs at convenient locations so participants can easily locate meeting rooms.

93.4 Plan and secure identification ribbons for all Committee Members, chairmen, Speakers, etc.

93.5 Work with the different committees in planning the decor for meeting rooms and

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dining areas.

93.6 During the conference, check hotel bulletin boards and function sheets daily to ensure correct information is being displayed.



Section 94 - Hospitality Committee:The Hospitality Committee is responsible for planning, extending, coordinating and supervising the general hospitality functions and requirements of the conference. The committee should devote its full efforts to creating a spirit of friendliness and hospitality that will leave a lasting impression with the participants.

Specific responsibilities of the Hospitality Committee: 94.1 Staff and maintain a conference Welcoming Booth in lobby of the hotel to function

as information center for general inquiries related to hotel facilities, conference arrangements, etc. Persons staffing the booth must be familiar with all conference details.

94.2 Work closely with airlines, railroads, and car rental firms, and secure their assistance in advance.

94.3 Meet and welcome Association officers, speakers and other special guests participating in, or attending the conference. Insure they receive proper hotel accommodations, etc.

94.4 Provide assistance as required for those who arrive early or remain after the conference for personal reasons or part of their vacation trip.

94.5 Secure literature on the area, including social events occurring during the conference, sightseeing information, etc., and furnish it to the Registration Committee to be included in the registration kits.



Section 100 - Conference Arrangements Chairman:He/she will be chairman of the Meals Committee (101), Entertainment Committee (102), Guest

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Activities Committee (103) and Special Activities Committee (104). He/she will also be a member of the Conference Executive Committee.

Section 101 - Meals Committee:The Meals Committee is responsible for planning and arranging all meals served at conference functions. Try to arrange for meals that are attractive and nourishing. Normally, coffee breaks should be planned between seminar sessions. Inasmuch as all committees will be operating within a budget, it is necessary that a meal budget not be exceeded. Extreme caution is required when determining the number of meals needed for the different functions.

Specific responsibilities of the Meals Committee: 101.1 Develop a menu for all meal functions.

101.2 Plan and arrange for all meals to be served.

101.3 Plan and arrange for coffee breaks; be sure to check costs.

101.4 Determine and arrange for any special seating arrangements needed at the different functions.

101.5 Determine the decor of all dining rooms, including flowers, flags, colors, etc., and work closely with the Decorating Committee.



Section 102 - Entertainment Committee:The responsibility of the Entertainment Committee is to select and arrange for entertainment at the conference Banquet. Arrangements for entertainment should be made at least 5 months prior to the conference.

Specific responsibilities of the Entertainment Committee: 102.1 Plan and secure entertainment for conference Banquet.

102.2 Secure door prizes to be given at the conference functions and determine how they are to be given. Local firms are a good source of getting door prizes donated for the conference.

102.3 Provide the Printing Committee with information to be included in the conference brochure.

102.4 Prepare and submit a committee budget to the Accounting and Budgeting

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Committee with supporting details (Conference Form B).


Section 103 - Guest Activities Committee:This committee is responsible for planning all phases of the guest program. The committee should obtain information on places to be visited and develop a program that will be enjoyed by the guests. If possible, all registrants for the guest program should receive a registration kit.

Specific responsibilities of the Guest Activities Committee: 103.1 Plan, arrange and conduct the Guest Program.

103.2 Provide the Printing Committee with all information regarding the guest program to be included in the official conference brochure.

103.3 Bus transportation needed for any tours should be coordinated with the Tours and Visitation Committee.

103.4 Secure the necessary items for the guest registration kit and arrange for assembling the items in the kits.

103.5 Committee members must be on hand for all functions and should strive to make everyone feel truly welcome in the host city.

103.6 Arrange for a guest hospitality room for the entire conference.



Section 104 - Special Activities Committee:This committee is responsible for the planning and arrangements for all phases of those recreational activities not covered in other committee assignments.

Specific responsibilities of the Special Activities Committee: 104.1 Determine recreational facilities at the conference site and in the immediate area.

104.2 Plan and conduct a recreational program for conference attendees such as tennis and golf tournaments (including clinics).

104.3 Provide the Printing Committee with all information regarding the Special Activities program to be included in the official conference Brochure.

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Section 110 - Treasurer:He/she will be chairman of the Registration Committee (111) and Accounting and Budgeting Committee (112). He/she will also be a member of the conference Executive Committee.

Section 111 - Registration Committee:This committee is responsible for conference registration. This includes advance and on-site registrations. It is important that registration forms and procedures provide the most efficient and expedient registration for attendees.

Specific responsibilities of the Registration Committee: 111.1 Develop forms and procedures to be used for the registration of conference

attendees, which may include on-line registration. This must include provisions for advance registration and on-site registration.

111.2 Receive all registrations and confirm each promptly.

111.3 Determine contents of registration kits and arrange for their availability.

111.4 Prepare and stuff registration kits; include brochures on local activities, restaurants, etc.

111.5 Arrange and staff conference registration desk which can also serve as information desk. Be able to process attendees promptly, without delay.

111.6 Arrange for registration requirements through the Decorating and Arrangements Committees for items such as desks, counters, typewriters, PCs, printers, tickets, badges, etc.

111.7 Provide the Printing Committee with the necessary details regarding registration information needed for the conference Brochure.

111.8 Determine the dates and frequency of mailings (at least two), especially the conference Brochure, in collaboration with the Mailing Committee.

111.9 Provide the Decorating Committee with information pertaining to signs needed for registration.

111.10 A registration dry run one week prior to conference will be helpful in

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spotting any problem areas.



Section 112 - Accounting and Budgeting Committee:The Accounting and Budgeting Committee is responsible for the administration of and adherence to sound accounting procedures to insure that all conference financial transactions are controlled, documented and adequately reported. Careful financial planning is vitally important. The strongest possible control must be exerted over expenditures and the incurrence of obligation.

Before any money is spent or obligations incurred, a conference Budget must be prepared and approved. The budget should include all probable expenditures expected as well as a conservative estimate of all income. Financial and attendance records of previous conferences will serve as a valuable guide in developing the budget. Probable attendance will be a prevailing factor in estimating both income and expenditures. The budget should provide definite amounts for each function or activity and ample provision for contingency. Its total, of course, should not exceed the total income expected to be available.

Specific responsibilities of the Accounting and Budgeting Committee: 112.1 Prepare and submit a conference Budget to the conference chairman. All

committees should submit a detailed list of anticipated income and expenditures for compilation of the overall conference Budget. (See “Conference Planning Schedule,” Conference Form A).

The proposed conference Budget should be compiled at least 6 months prior to the conference.

112.2 Establish a bank account for the conference. Conference funds must be kept separate from chapter and group funds. If the conference is held in conjunction with a group meeting, the directors or others attending the group meetings who also want to attend the conference must be considered as regular paying registrants.

112.3 Follow accounting procedures provided in this Guide. (See Section 130.)

a. Control of Expenditures - The total expenditures and obligations incurred by any committee should be limited to the amount budgeted.

b. Payment of Bills - All bills received should be approved for payment by the chairman of the committee that receives them and paid after being approved by the conference treasurer. Check stubs and invoices for purchases will comprise the principal record of expenditures.

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c. Financial Records - In order for the Association to maintain its tax exempt status under provisions of the Internal Revenue codes, it is vitally important for the group to follow the accounting and budgeting procedures outlined here. In addition to the suggestions already made, the following cautionary steps should be taken:

All bookkeeping details connected with the conference should be maintained on a journal and ledger basis, showing sources of income, cash flow, and reasons for both. Ideally, these papers will be maintained in a bound ledger and kept in chronological order. Keep strict control over canceled checks.

A concise yet thorough book of minutes should be maintained which will reflect all conference activities (verbatim minutes are not necessary).

The group officers, conference committee chairmen and members must make every effort to see that the conference avoids even the appearance it is engaged in a profit-making activity.

d. Financial Reports - The conference treasurer will prepare financial reports during the conference and report any unfavorable variances from the budget to the conference chairman.

112.4 Assist the group Committee in developing procedures that ensure adequate financial control.

112.5 Prepare and submit written financial reports, as scheduled, to the conference chairman and group president.

Section 120 - Exhibits and Advertising Sales:He/she will be chairman of the Exhibits Committee (121) and Advertising Sales Committee (122), as well as a member of the Conference Executive Committee.

Section 121 - Exhibits Committee:This committee is responsible for planning and implementing educational exhibits presented during the conference. The exhibits can be a vital service to all registrants by providing information about new and improved products, services, applications and technology. The Association Board of Directors permits groups to hold exhibits with the understanding that they are educationally oriented, with no actual selling on site. The decision to present exhibits should not be made without full awareness of the considerable work required to assure a successful exhibition. The overall effort encompasses three principal areas of responsibility, 1) physical facilities, 2) promotion and 3) accounting.

Specific responsibilities of the Exhibits Committee include: 121.1 Determination if site has adequate exhibit space, how many square feet are

available.

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121.2 Considerations as to the adequacy of the exhibit facility include:

a. Columns, stairwells and other obstructions which take away from usable exhibit space.

b. Ceiling height, design and variations which may affect exhibits. Lower levels may be troublesome because of low ceilings and presence of ducts and lights.

c. Lighting should provide a minimum of 150 foot candles.d. Availability and capacity of all utilities, air conditioning, electricity,

telephone, gas heat, hot and cold water and drains.e. Exhibit needs for decor, signs for exhibitors, or directional signs.

121.3 Promotion of exhibits should be directed specifically to potential exhibitors from lists obtained from local chamber of commerce, various business groups and other sources.

a. The principal mailing should be a pamphlet or brochure. If properly done, this can make the difference between success and failure.

b. The cover of a good brochure includes: Title, sponsoring organization, location of show, dates of show, logo of Association, theme and appropriate artwork.

c. Inside should be a description of the conference, explanation of what AITP is, type and size of audience expected, who should exhibit, and exhibitor benefits.

d. Also, there should be information concerning floor plan, space price, exhibit installation hours, deadline for move-out, exhibit hours, rules and regulations for exhibiting, any restrictions, exhibit space reservation form, exhibitor contract for space, artwork and Association logo. (Write to Association headquarters for sample floor plan layout, exhibit reservation form and space contract).

e. Exhibitor brochure should be mailed to potential exhibitors as early as possible, not less than 6 months in advance of the conference.

121.4 Provide badges for exhibitors.

121.5 Detailed records should be kept of all expenses incurred, which must be properly coded for accounting purposes.



Section 122 - Advertising Sales Committee:

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This committee is responsible for the sale of advertising space in conference publications. This area has proven to be a significant source of income to the conference as well as providing a means for vendors to inform conference attendees of their products and services.

Specific responsibilities of the Advertising Sales Committee include: 122.1 Promotion of advertising should be directed specifically to potential advertisers

from lists obtained from local chamber of commerce, various business groups and other sources.

122.2 The principal mailing should be a pamphlet or brochure. If properly done, this can be the difference between success and failure. This brochure should include a description of the conference, explanation of what AITP is, advertiser benefits, advertising rates, types of artwork acceptable, closing date for acceptance of advertising and a profile of expected conference attendees.

122.3 Work closely with Printing Committee. This is extremely important due to printing and artwork costs involved.



Section 130 - Budget and Accounting Procedures:

130.1 Preamble:Financial responsibility and accountability can only be accomplished if all records are kept in a professional way and receipts and expenses substantiated by proper documents. The conference treasurer is the "watch dog" of the conference, and he/she must see that all entries are properly justified and budgeted. For uniformity, a Chart of Accounts (see following) has been developed. This chart should be used for setting the different accounts and for reporting purposes.

130.2 Description of General Accounts:General accounts have been developed from previous financial reports and most of the accounts have been anticipated. Nevertheless, if a conference treasurer wishes to go into further detail, he/she can do so by creating sub-accounts. No new general accounts should be added.

130.3 - Conference Chart of Accounts:Here is an explanation of the three-digit numbering appearing in the chart:a. First digit signifies general account - revenues use 0, expenses use 1 thru 4.b. First two digits signify specific accounts.c. All three digits signify sub-accounts.

010 Registration - all monies received from registrants for conference activities.011 Member 012 Non-member 013 Guest 014 Partial

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015 Student 016 Luncheon 017 Banquet 018 Reception019 Other

030 Advertising Sales - all monies received from advertisers for advertisements in conference publications.031 Advertising sales

050 Exhibits - all monies received from exhibitors for conference exhibits.051 Exhibits

070 Miscellaneous - all monies received as loans, donations, sale of surplus kits, etc.071 Association loans 072 Loans from

hosting group073 Chapter loans 074 Donations

079 Other

100 Transportation - all transportation expenses.101 Speakers 102 Tours 103 Committee 109 Other

130 Lodging - all lodging expenses for speakers, registrants and committee.131 Speakers 132 Registrants 133 Committee 139 Other

150 Meals - all food and beverage expenses for speakers, registrants and committee.151 Speaker meals 152 Registrant meals 153 Committee

meals154 Luncheons

155 Banquet 156 Social functions 157 Breaks 159 Other

170 Entertainment - all costs in conference entertainment.171 Music 172 Entertainers 179 Other

190 Supplies - all costs incurred in the purchase of expendable items (include flowers).191 Supplies

210 Rentals - all costs incurred in the rental of equipment and floor space.211 Equipment 212 Floor space 213 Booth/

Decoration219 Other

230 Contract Services - all costs incurred for contract services (guards, projectionists).231 Contract services

250 Shipping - all costs incurred with shipping of material associated with the conference.251 Shipping

270 Postage - all costs with mailing of conference material.

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271 Postage

290 Telephone/Telegraph - all telephone/telegraph cost associated with the transaction of conference business.291 Telephone/telegraph

310 Kits - all expenses of conference kits.311 Conference 312 Guests 319 Other

330 Printing - all expenses incurred with any type of conference-connected printing.331 Promotional flyers

332 Program booklet

333 Cards/tickets 339 Other

350 Gifts/Gratuities - includes all monies expended for door prizes, attendance awards, gratuities and favors.351 Door prizes 352 Awards 353 Gratuities 354 Favors359 Other

370 Advertising - all monies expended in promoting the conference in newspapers, magazines, radio, television, etc. (This account should be carefully monitored).371 Conference 372 Exhibits

390 Fees - expenses incurred in connection with speakers fees, mailing lists, permits, licenses, etc.391 Speakers 392 Mailing lists 399 Other

410 Repayment of Loans - repayment of all monies borrowed.411 Association loans 412 Loans from

hosting group413 Chapter loans 419 Other

430 Refunds - all monies returned to registrants, advertisers and exhibitors (trade discounts should be included in this account).431 Registration 432 Advertisements 433 Exhibits 439 Other

450 Contingencies - all expenses which do not fall in any other major expense account (should be carefully monitored).451 Contingencies

470 Bad Debts - there will be times when monies due cannot be collected. They should be charged to this account after a diligent effort has been made to secure payment.471 Registration 472 Exhibits 473 Advertising Sales 479 Other

130.4 Budget:A copy of a proposed budget form is included with this guide. While the responsibility of preparing the budget resides with the conference treasurer, it is obvious that he/she will need the

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help and cooperation of all committee chairmen. Each of the chairmen should submit a budget to the conference treasurer who will consolidate all such budgets and submit the results for approval to the conference chairman.

All care must be taken to see that a flexible budget is created, with the lowest possible amount of fixed expenses. All fixed and variable expenses should be identified as such.

Some of the fixed expenses could be speaker fees, entertainment, decorations, printing, promotion and publicity.

Some of the variable expenses are meals, guest program, tours and visitations.

It would be worthwhile to establish the attendance break-even point and how much loss or profit will occur if the number of attendees is below or above the break-even point. This information will be very helpful in the monitoring of the budgeted figures in comparison with the actual ones.

It is imperative that no early commitments be made with the hotel, motel or restaurant concerning the meals. Also, no room commitments should be made. Concerning meals, it is an accepted practice to make a firm commitment two days before conference time. Even at this time, a 5 percent to 15 percent variance should be part of the agreement. Meals represent a major item in the total budget and any mishandling of this item could be disastrous.

The monitoring of the budget is a very important function of the conference treasurer. He/she should be aware, at all times, as to how the actual revenue and expenses compare with the budgeted ones, and sound the alarm if any one item reaches a dangerous point.

If, for any reason, it is felt that the revenue is not going to be as great as budgeted, an immediate adjustment must be made to the expenses to counterbalance the loss of revenue.

Remember that the most financially successful conferences have been the ones which have had complete control of the financial transactions.

130.5 Receipts:The conference treasurer should receive money from all sources with proper justification. Money from pre-conference registration and on-site registration must be accompanied either by the registration card stubs or by a name list of registrants for the different categories.

Advertisement money should come with the copy of, or a description of, the advertisement.

Other monies, such as donations, should be remitted with the names of the donors if no other documents are available.

130.6 Expenses:All expenses must be approved by the responsible committee chairman, conference chairman and conference treasurer before payment. These expenses must have been budgeted, and proper care should be taken by the treasurer to see that expense payments do not exceed budget. If expenses are

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not budgeted or are under-budgeted, the conference chairman must review them to see if an exception should be made.

As a rule, additional expenses are only authorized when corresponding revenues are anticipated. If the number of registrants is higher than budgeted, such expenses as meals and registration kits for example could be proportionately higher.

The expense back-up should be cross-referenced with the journal entry for easier auditing purposes.

130.7 Reporting:Preliminary post - conference financial report :

A preliminary financial report (Conference Forms C, D & F) should be submitted by the conference treasurer and conference chairman to the group treasurer 30 days after the conference.

Official audit report:As soon as the conference books are closed, but not later than 90 days after the conference, the financial records must be audited and a report should be submitted by the conference treasurer and the conference chairman to the group treasurer. The auditor should be satisfied with the justification of all revenue and expenses. Not a single entry should have been made without proper justification and back-up. He/she should compare budget with actual and see if the comparison is within reason. It is common accounting practice to consider a 5 percent variance as acceptable. Any difference of more than 5 percent should be justified and documented.

Final post-conference report:Within 90 days after a conference, the conference chairman should submit to the group treasurer a final post-conference report (Conference Forms C, D & G). All substantiating statements (such as conference checkbook, canceled checks, bank statements, paid invoices, a list of conference registrants and other supporting papers) should be included.

An amended form should be filed if there are changes after that 90-day period.

The group treasurer will forward all reports to the group president upon approval and return copy of approved reports for the conference records.

130.8 Conclusion:Intentionally, this guide does not attempt to provide any journal or ledger forms because each conference treasurer might like to use his/her own way of keeping records and internal reporting. As long as all revenue and expenses are posted in one of the accounts listed in the Chart of Accounts, and as long as the various financial reports are reported according to the forms of the “Conference Planning Schedule,” all misunderstandings or problems should be eliminated.

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Word

Documents

sales committee

promotion committee

program committee

activities committee

advisory committee

auditing committee

visitation committee

quarters committee