ERAPPA - 5.1 ORGANIZATION

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Annual Meeting

Annual Meeting Guide

5.1 ORGANIZATION

5.1.a Host Committee:

An effective leadership approach to organizing and executing the tasks required to produce an Annual Meeting is paramount to the success of the event. The cohesiveness of this committee can make the difference between the process being one of exciting challenge or one of drudgery.

It is recommended that there be Host Committee Co-Chairs from different institutions so that issues at one institution do not negatively impact the progress of the team. It is also recommended that at least one of the Co-Chairs be located close to the meeting site.

Agreement with ERAPPA Board:

At the start of the planning process, a written Agreement is entered into between the Host Chapter and the ERAPPA Board, whereby the relationship, roles and responsibilities are identified. The VP for Annual Meetings will be responsible for obtaining the necessary signatures. Refer to Appendix D: Annual Meeting Host Chapter & ERAPPA Board Agreement.

Liaison with ERAPPA Board:

As outlined in Section 3, HC Chairs will liaise with the ERAPPA Board via the VP for Annual Meetings unless otherwise identified in the AMG. The VP for Annual Meetings is an advisory member of the HC and will provide assistance with the planning process.

Membership:

The Chair or Co-Chairs are selected by the Host Chapter. The HC does not have to be large and membership/responsibilities are at the discretion of the HC Chair(s). Suggested membership as follows:

•· Chair(s)

•· Sub-Committee Chair(s)

•o Business Partner (include local Business Partner)

•o Communications, Marketing and Registration

•o Professional Development Program

•o Entertainment and Special Events

•o Finance

•o Hotel & Food

•o Golf

•· Conference Planner

•· Secretary

Lessons Learned:

On the final day of each Annual Meeting, there is a "Lessons Learned" meeting chaired by the President and attended by the AM Host Committee, the ERAPPA Board, the ERAPPA Professional Development Committee, future HC Chair(s) and any HC members that are interested in attending. The meeting is included in the Annual Meeting program so that all interested parties are aware of the time and location of the meeting. The HC discusses what lessons were learned during the planning process so that future HC's can benefit from the current experience. The ERAPPA Board Secretary takes minutes of the meeting and distributes to those in attendance. Refer to Appendix E: Lessons Learned Summaries for past Lessons Learned minutes.

5.1.b Planning Schedule:

Planning generally begins three years prior to an Annual Meeting. Refer to Appendix F: Sample Planning Schedule for a comprehensive and complete example template of an Annual Meeting planning schedule. A general timetable is provided as follows:

Three Years prior to Annual Meeting

•· Establish Chair(s) and membership of Host Committee

•· Select a Conference Planner (this is at the discretion of the HC but the HC is strongly encouraged to use the assistance of a professional conference planner)

•· Establish liaison with the ERAPPA Treasurer for the financial structuring of the Annual Meeting complete with setting up bank account for Annual Meeting

•· Select Annual Meeting site - negotiate hotel contract and finalize with ERAPPA board approval/contract signature

•· Sign the standard Annual Meeting Host Committee & ERAPPA Board Agreement (refer to Appendix D: Annual Meeting Host Chapter & ERAPPA Board Agreement)

Two Years prior to Annual Meeting

•· Develop preliminary budget

•· Develop and establish Annual Meeting theme

•· Create conference logo

•· Develop options for keynote and/or plenary speakers

One Year prior to Annual Meeting

June-December:

•· Prepare exhibit display for Fall Annual Meeting booth

•· Prepare/assemble literature (consider Business Partner information package, Professional Development Program ‘Call for Presentations', travel & site information) and any give-away items to be handed out at the Fall Annual Meeting booth

•· Create website for launch around time of Fall Annual Meeting

•· Prepare early hotel registration for launch around time of Fall Annual Meeting

October - January:

•· Develop Professional Development Program

•· Arrange for sitting ERAPPA President letter of invitation to attend Annual Meeting

•· Issue and/or market Professional Development Program ‘Call for Presentations'

•· Decide on Keynote and/or Plenary speakers

January - March:

•· Obtain current ERAPPA mailing list

•· Confirm basic agenda for the guest program

•· Develop pricing structure for the guest program

•· Develop an outline of prospective program presentations to be submitted for ERAPPA Board MYM review

•· Send letter of confirmation late February to all program presenters being considered

•· Market Business Partner sponsorship/exhibitor package

•· Prepare registration form

•· Prepare HC report to ERAPPA Board at MYM

•· Confirm agenda and hotel & meal requirements for MYM with ERAPPA President

•· Receive approval for budget, registration form, Professional Development Program schedule at MYM

April - May:

•· Contact approved presenters, confirming attendance/participation & presenter requirements

•· Finalize registration form

•· Finalize hotel & menu selections

•· Finalize entertainment and special event activities

•· Purchase marketing materials for Annual Meeting, i.e. delegate bags, give-aways, badges, lanyards, Professional development program presenter gifts, etc.

June - August:

•· Finalize registration form and introduction to the meeting letter

•· Complete contract with any special speakers

•· Confirm requirement of meeting/other rooms

•· Prepare conference program

•· Arrange for all audio-visual requirements

•· Develop signage plan

•· Get all ribbons and badges required for speakers, VIP's, etc

•· Ensure hotel arrangements have been made by ERAPPA Board members and APPA Officers

September:

•· Develop list of volunteers

•· Finalize signage plan and have signs fabricated

•· Finalize conference brochure and have printed

•· Prepare registration bags and badges

Post Annual Meeting

October:

•· Provide Annual Meeting hotel pickup summary, business partner/sponsorship list, final list of registrants including category breakdown of all Professional Development, entertainment & spouse/guest tour registration

December:

•· Budget report & actual expense/revenue accounting with initial profit split and dispensation of funds to ERAPPA and Host Chapter

March:

•· Final of October data reports

•· Final meal & beverage counts for each scheduled event

•· Professional Development Program evaluation report

•· Final budget report with final profit split and dispensation of funds to ERAPPA and Host Chapter

5.1.c Annual Meeting Schedule:

The HC provides a draft Annual Meeting program schedule. The ERAPPA board provides input for the pre-conference activities, welcomes new ideas from the HC for consideration and reviews the schedule in general. Refer to Appendix G: Sample Annual Meeting Schedule for detailed schedules. The schedule varies annually; however, key elements are as follows:

Thursday

•· ERAPPA Board arrival

•· ERAPPA Board Hospitality Room - evening (if sitting President decides to offer an ERAPPA Board Hospitality Room)

Friday

•· ERAPPA Board meeting

•· ERAPPA Board, HC, Chapter Presidents, ERAPPA Committee members dinner

Saturday

•· ERAPPA Committee meetings

•· Exhibit Hall set-up (if site allows for Saturday set-up at no additional cost, then allow for in this contract)

•· ERAPPA President's Reception

•· Registration opens

Sunday

•· Exhibit Hall set-up

•· Golf Tournament (if offered)

•· Spousal/Guest Tour

•· Campus Tour

•· First Time Attendees' Reception

•· Exhibit Hall Opening Reception

Monday

•· Exhibit Hall open

•· Spousal/Guest Tour

•· Keynote Address

•· Professional Development Sessions

•· Evening entertainment event

Tuesday

•· Exhibit Hall tear-down

•· Spousal/Guest Tour

•· Plenary Address (if offered)

•· Professional Development Sessions

•· Awards Reception & Banquet

Wednesday

•· Fun run/walk (if offered)

•· "Lessons Learned" meeting

•· Inaugural ERAPPA board meeting

5.1.d Professional Conference Planning Services:

A HC may choose to contract the services of a professional Conference Planner. Professional services are a great asset to the planning efforts and the HC is strongly encouraged to contract the services of a professional Conference Planner. The volume of business the Conference Planner generates in the area with local/regional vendors can result in more favorable vendor rates/prices (i.e., hotel rates/incentives, event transportation, publications, entertainment, etc). The Conference Planner has the time to follow up on all the details that can make the difference between an average/good to an outstanding conference.

A Request for Proposal and interview process should be followed to ensure competitive fees and to ensure that the successful candidate will work well with the HC. Suggested sources for Conference Planner candidates:

•· Past ERAPPA Annual Meeting's - refer to Appendix H: Conference Planner Directory for a listing of Conference Planners who have worked on past Annual Meetings

•· Local Tourism Bureau

•· College/University Conference Department

There are many services a Conference Planner can provide and it is at the discretion of the HC to decide on the extent of services. Refer to Appendix I: Sample Conference Planner Contracts for examples of past Conference Planner contracts. The Conference Planner will work with each HC sub-committee and provide services that can include, but are not limited to:

Project Management

•· Schedule & prepare critical paths

•· Participate in site selection and negotiate hotel contract

•· Consult on sponsorship practices

•· Create conference manual and/or detailed function grids

•· Participate in HC planning meetings

•· Consult with HC sub-committees and attend sub-committee planning meetings

Conference Facility Management & Provision of Services

•· Plan, manage and execute site/facility requirements including: room booking and setups, delegate accommodation needs

•· Plan and procure all on site services including: AV, computer & office equipment, photography, entertainment, security, etc.

•· Plan and manage food, catering and beverage requirements

•· Attend facility pre-conference meetings and on-site meetings as required

•· Provide support for signage and printing services

•· Liaise with hotel regarding room block pick-up

•· Vet and recommend local tour agencies and packages

Registration Services

•· Set-up and manage on-line registration system

•· Develop registration policy/plan

•· Receive and process pre-registration requests

•· Manage pre-registration fees

•· Manage registration database

•· Provide regular reports of pre-registration data

•· Name badge design

•· Receive and process on-site registration

•· Manage on-site registration

•· Issue invoices to receive payment for registrations

•· Consider what type of credit cards can be used

•· Collect unpaid registrations after the conference

•· Track registrations for workshops and assign meeting rooms accordingly

Sponsorship & Exhibit Hall Solicitation and Management

•· Advise on the development of a sponsorship prospectus

•· Assist in ensuring entitlements of sponsorship are met

•· Maintain up to date list of sponsors

•· Help collect sponsor logos & write-ups for conference materials

•· Work with sub-committee to ensure accurate sponsor acknowledgement

•· Manage all aspects of the exhibition including: registration and the provision of logistical support for the trade show exhibitors (co-ordinate all arrangements for exhibits including floor plans, set-up and delivery of materials, brokerage; ensure exhibitors have full information regarding signage, technical installation, staffing; work with committee to identify potential exhibitors, maintaining a database of potential exhibitors; manage and handle processing of applications and booth assignments)

On-site Logistics & Staffing

•· Management of all on-site conference logistics and set up a conference office, including: arranging the assembly of on-site of delegate bags and name badge production; ensuring all meeting rooms are set-up and ready on time; managing on-site registration process; managing execution of all on-site services pre- and post-conference; managing set-up and take-down of all conference related materials; coordination of Exhibit Hall; managing the execution of all food, catering and beverage requirements; managing the execution of entertainment; attending on-site meetings as required; handling emergencies or unforeseen problems on-site; coordinating and supervision of volunteers

General Administration and Post-Conference Services

•· Report to HC and sub-committees on regular basis to provide financial and general updates and seek approvals as required

•· Prepare & submit all forms/payment claims etc

•· Follow-up on all conference accounts receivable and accounts payable as required

•· Complete all conference follow-up where required

If a College/University Conference Department is used, all registration fees can be paid to the Conference Department/ERAPPA and deposited to a bank account specifically set up for the Annual Meeting and all billings for hotel meals are made to the Conference Department directly and state taxes for the hotel meals may be avoided. In addition, non-profit bulk rates for mailings may be available to the institution if all mailings are sent out by the Conference Department.

HC's are strongly encouraged to use the services of a professional Conference Planner to assist with the planning logistics for the MYM, in addition to the Annual Meeting.

5.1.e ERAPPA Board Duties:

President & Junior APPA Representative

•· Chair ERAPPA Board Meetings

•· Open Exhibit Hall

•· Host President's Reception

•· Provide Welcoming Remarks at general assembly on both days of Annual Meeting

•· Chair Annual Business Meeting

•· Verify nominations for APPA Scholarships

•· Chair Lessons Learned meeting

Past President & Senior APPA Representative

•· Chair Nominating Committee Meeting (nominations of candidates for election)

•· Conduct ERAPPA Elections

President Elect

•· Make an Address during Annual Meeting (Annual Business Meeting or Awards Ceremony)

•· Coordinate/present President's recognition gift

Treasurer

•· Present Treasurer's report at Annual Business Meeting

•· Settle accounts with Hotel/Host Chapter

Secretary

•· Compile notes of extemporaneous remarks at various sessions

•· Present minutes of previous Annual Business Meeting

•· Prepare minutes of Annual Business Meeting

•· Prepares Awards

•· Distributes reports to membership

Vice President for Chapter Affairs

•· Chair Chapter Affairs/Presidents Meeting