OHIO DIVISION
ANNUAL MEETING
PLANNING MANUAL
Ohio Division Annual Meeting Planning Manual
Table Of Contents
Page
Introduction 1
General Information 2
Contracts 2
Hotel Commitments 2
Meal Ticket 2
Tables 3
Computer Equipment 3
Theme 3
Speakers 3
Division Coordinator 4
International Officers 4
Files 4
Miscellaneous 4
Financial 5
Budget 6
General Information 6
Approval of Division Board 7
Hints on Preparing the Budget 7
Costs For Which Annual Meeting Budget is Responsible 8
Items for Budget Planning 9
Host Chapter Meeting With Ohio Division Board (Site Visit) 11
Attendees 11
Location 11
Purpose 11
Time 12
Responsibility of General Chair 12
Agenda 12
Site Visit Book 12
Accommodations 12
Meeting Arrangements 13
Budget 13
Functions 14
Suggested Committees 15
Publicity 16
Registration Procedure 16
Cost of Registration 17
Registration Information 17
Deadline Information 18
Mailing 18
Registration Lists 19
Registration Desk/Hours 19
Attendee’s Packet 20
Name Badge 20
Programs and Printing 21
Favors and Door Prizes 23
Accommodations 24
Credentials Committee 25
Protocol Coordination 26
Meetings With Division Officers 27
Hospitality 28
Speakers / Seminar / CEUs 29
Trips/Tours 30
Exhibits/Exhibitors 31
Open House (Friday) 32
Opening and Business Session 33
Equipment and Facilities 33
Seating Arrangements for Delegates and Alternates 34
Credentials Committee 34
Proceedings 34
Miscellaneous 35
Recognition Luncheon 36
Worship Service (Optional) 37
Banquet 38
Social Time 38
Equipment and Facilities 38
Seating 39
Installation Ceremony 39
Receiving Line 40
Memorial (OMEGA) Service 41
Breakfast 42
Print Media Competition Guidelines 43
Evaluations 44
Time Line 45
Example Forms, etc. 48
Expense Voucher 49
Evaluation Form 50
Procedures to Bid for Ohio Division Annual Meeting 52
Bid For Ohio Division Annual Meeting 53
Hotel Accommodation Information 54
Annual Meeting – Board Members’ Requirements 54
Site Visit Meeting – Requirements 54
Events and Space Requirements 55
Meal Facilities (other than those planned for meeting) 56
Personnel 56
Equipment Requirements 57
Hints 58
August 16, 2004 Page 58
Ohio Division Annual Meeting Planning Manual
Introduction
This manual is a detailed outline of Annual Meeting preparations, which has been compiled by the Ohio Division Board of Directors. It encompasses many years of experience and recommendations to ensure a successful, organized, and stimulating Annual Meeting.
While it may appear that the Host Chapter requires prior approval of the Board for many items, please keep in mind that it is only our sincere desire to make certain we lend the Host Chapter our cooperation and experience. We feel this is very important for a successful Annual Meeting, which includes avoiding a deficit by the Host Chapter. The Host Chapter and the Division will share equally in all profits or losses incurred unless otherwise stated in this manual.
If any questions arise which are not answered in this manual, please do not hesitate to contact your Division Coordinator. Also, if you find any manner or methods which can be improved or seem useless, let your Division Coordinator know. There may be a valid reason for having incorporated such practices in the Annual Meeting plans, or it may be time to evaluate and make changes accordingly.
Remember, we have your desire to make this another outstanding Ohio Division Annual Meeting. Open communication is vital to this goal.
Ohio Division Board of Directors
General Information
Details concerning each function of the Annual Meeting are elsewhere in this manual (refer to Table of Contents); however, the following are some general items that are of importance and are listed first so the General Chair may review them before distributing the Planning Manual to various Committee Chairs.
Contracts
Any contracts, other than for the facility, may not be signed before July 1 of the year before the annual meeting being planned. This ensures that the Division officers making the decisions will be in office at the time of the annual meeting.
Hotel Commitments
A copy of the signed contract with the host facility is to be given to the Division Coordinator no later than August 15.
Normally, 150-200 guest rooms are required for the Annual Meeting. The banquet room should seat 250-300 people comfortably. 200-250 people usually attend business sessions and other meal functions. Round tables are preferred for use at all events. Additional information is included in the Procedure to Bid for Ohio Division Annual Meeting section.
Meal Ticket
As most hotels go with a firm, final headcount, it is not necessary to issue meal tickets for attendees. If meal tickets are issued to partial registration attendees, it is recommended that a different colored badge be issued to partial registrants. This will make it easier for the Host Chapter to recognize those people to collect tickets from. If the hotel requires meal tickets, the Host Chapter should issue them to all registrants.
Suggestion: Provide meal tickets for special meals so waite staff knows who to serve special meals to.
Tables
All Head Tables are to be skirted and elevated on risers if the hotel has them available or can obtain them for a reasonable fee. Two or three foot risers are preferred; 1 foot is acceptable. Water pitchers and glasses should be on all tables, particularly the Head Table and on the tables for Delegates and Alternates.
Computer Equipment
If necessary, the Host Chapter is responsible for arranging for a computer and printer to be in the Division officers’ suite on Thursday afternoon before the Annual Meeting for use throughout the weekend. A copier or printing service shall also be available at all times for Division officers use for last minute printing of multiple copies. The Division Corresponding Secretary will determine the software and equipment needs of the Division Board since this person generally uses the equipment.
Verify with the current Board to determine if the equipment is needed in the officers’ suite.
Theme
The Host Chapter selects the theme.
Speakers
All speakers should have a message that is applicable to the administrative professional and in keeping with the image of a professional and educational association. The Division Board will give final approval on all speakers along with their costs. Three to five (3-5) choices, with costs, should be submitted to the Division Board. This provides the Division Board choices as to the type of speaker we are looking for.
In contacting speakers, be sure they understand you are only making an inquiry, and if selected, a confirmation will be provided in writing, which they will be requested to sign if agreeable to them.
Note: Keynote speakers should never be affiliated with the organization.
Division Coordinator
The Vice President of the Ohio Division for the year of the Annual Meeting shall be the Division Coordinator for the Host Chapter. If the Division Vice President is a member of the Host Chapter, it is advisable for the President to rearrange Board Contact responsibilities and assign another officer the role of Division Coordinator.
The General Chair will be the primary contact with the Division Coordinator. It will be the responsibility of the General Chair to ensure that the Division Coordinator receives copies of correspondence and minutes from all meetings of the Host Chapter.
It is highly recommended that an open flow of communication be constantly maintained between the General Chair and the Division Coordinator, including e-mails, letters, faxes, and conversations. This is not meant to alienate the Ohio Division President; instead, this practice will help to eliminate all problems and/or questions that might arise during the planning phases of the Annual Meeting.
International Officers
If an International Officer, or anyone from Headquarters, is flying into the host city to attend the Annual Meeting, it is recommended that someone meet them at the airport (and return). The General Chair should check with the Division Coordinator to see if a member from the Host Chapter should be asked to handle this or if another member of the Division (or a Division Officer) will do this. The Division Coordinator should contact the International Officer(s) for their preference; they may have made arrangements on their own.
Files
It is recommended that any files, binders, supplies, etc., that are available to turn over to the ODAM Chair for the following year’s event be done after the business session on Sunday. This would enable the transition to flow a lot smoother and quicker.
Miscellaneous
It is recommended that a copy of any correspondence the Division President or other Division officer(s) sends to request welcomes, attendance, proclamations, etc., be sent to the ODAM Chair in order to eliminate any duplication.
Financial
The Division Treasurer should send the General Chair a copy of any checks issued that were not requested by the Host Chapter (i.e., check for International labels, any refund checks, etc.).
Budget
General Information
· Federal Tax ID # is 34-6562675 and should be printed on registration form.
· All checks issued should be payable to Ohio Division IAAP.
· The Division Treasurer will handle receipt and disbursement of funds. The Host Chapter Planning Committee will maintain financial records.
· When submitting checks to the Ohio Division Treasurer, include a breakdown with the checks; i.e., what the money from the check goes for: Open House, Banquet, Business Session, etc.
· A sample of the Expense Voucher form that must be used is included in the back of this manual.
· The ODAM budget is not responsible for the event registration of the Award For Excellence (AFE) recipient (Banquet); the scholarship recipients (Recognition Luncheon); and/or any contest prizes the Division is awarding (i.e., Membership Blitz). The Division pays for the AFE winner’s banquet registration and the various contest prizes. The Scholarship Committee pays for the lunch registration of the scholarship recipients.
· Any income generated by the Host Chapter because of raffles will be a part of the Host Chapter’s treasury, not the ODAM treasury.
· Any income generated from sponsors will go in the ODAM treasury. IF the sponsor specifically specifies that they are sponsoring a specific event, then that income generated from the sponsors will go to that specific event. Additional information on sponsors is included in the Functions Section of this manual.
Approval of Division Board
· The General Chair must submit a proposed budget for the Annual Meeting to the Division Coordinator by August 15. A revised budget is to be submitted to the Division Coordinator by January 15. The budget is to include ALL income and expenses. These are to be as accurate as possible.
· Division officers will review the budget and advise the Division Coordinator of comments or changes. Division Coordinator will advise the General Chair of comments and/or approval.
· Approval for all fees charged to members, such as Registration Fee and additional charges, MUST have Division Board approval prior to mailing of any announcements, which state charges.
Hints on Preparing the Budget
· Income should be based on FULL registration of 150, with consideration for adjustment based on the previous year’s Annual Meeting registration.
· Be sure to include PARTIAL registrations for all functions in both income and expense figures.
· When preparing the budget, all costs related to an event should be included in that event’s expenses (i.e., table decorations, speakers, event program, meal, etc.).
· Additional sources of income might include sale of exhibit space (chapters and Ohio Division Committees will be charged a minimal exhibitor fee); sponsors; contribution of budgeted items (i.e., program printing, etc.). If used, these also should be included in the budget and noted.
· Any profit or deficit for all functions with the exception of Trips and Tours will be shared equally by the Host Chapter and the Division. Trips and Tours is the sole responsibility of the Chapter.
Costs For Which Annual Meeting Budget is Responsible
· The Division Board and Parliamentary Advisor (7) receive full registration (*), travel, and other expenses not included elsewhere in the budget.
Note: Full registration DOES NOT include Trips and Tours or the Friday night meal if an optional expense for attendees. Full registration DOES include the Friday seminar
· All hotel rooms used by the Division Board and Parliamentary Advisor. This should include one suite and two, possibly three, rooms with two double beds, depending on the Board needs at that time. The General Chair should negotiate with the hotel for complimentary rooms and/or reduced rates.
· ONE registration will be paid. Typically the General Chair receives this ONE registration – but the ONE registration can be divided among co-chairs as desired by the committee.
The General Chair’s hotel expenses are not included in the ODAM budget. The General Chair can negotiate with the hotel for a complimentary room; however, this should not jeopardize the complimentary room(s) for the Division Officers or any International personnel in attendance.
· Per 1999-2000 International President – The expenses of International officers attending Annual Meetings should be paid for by the International officer UNLESS the Division President specifically invites the International officer. When the International officer has been specifically invited to attend the meeting, all of their expenses should be covered by the ODAM budget. Many times an International officer will attend the event and room with the District Director or someone else who has invited them. This officer’s registration should not be covered in the ODAM expenses unless the Division has the money to do so and only then if they wish to do so.
· As a courtesy to the current Division President and Division President-Elect (incoming President), the guests attending the Banquet will pay the meal COST only as their registration fee to this event. The Division Coordinator is responsible for sending a letter and special registration form to these two individuals regarding their special cost.
· Costs of meals, travel, hotel, etc., for speakers are part of remuneration.
· Ordering of Division members’ mailing labels from International – The Division President and Treasurer will place this order at the time of General Chair’s request.
· Include cost of supplies in preliminary budget. If a company agrees to donate supplies, the budget can be modified when revised in January. It is recommended that this agreement with a company donating the supplies be placed in writing.