Procedures and Guidelines-Local Arrangements

RESPONSIBILITIES

It is the responsibility of the Local Arrangements Committee (LAC) to work with the Executive, Standing, and Ad Hoc Committees of the North Central Branch to ensure that the annual branch meeting is well planned and runs smoothly. This committee will generally consist of staff from institutions and/or industry located nearest the meeting site. This committee will work closely with the President, Secretary-Treasurer and Chair of the Program Committee of the North Central Branch.

Commitment by the North Central Branch to a hotel is generally made by the site selection committee; however, approximately one year prior to the meeting, the LAC Chair should negotiate with hotel managers the room rates, number of complimentary rooms they will provide, and any charges for meeting rooms, etc. LAC Chair should also secure all meeting rooms that are necessary to conduct the meeting. This agreement should be confirmed in writing from the hotel manager to the LAC Chair.

Because the Program Committee (PC) is responsible for assigning sessions to meeting rooms, it is prudent for the PC Chair and the LAC Chair to visit the meeting hotel in June or July. This on-site inspection will provide an accurate assessment of meeting facilities and a perspective to better assign rooms, etc. Failing to do the site visit with the PC chair, the LAC will furnish all possible data to the former.

The LAC Chair arranges hotel accommodations for the ESA President, ESA Executive Director, NCB President, NCB President-Elect, and NCB Secretary-Treasurer. Letters to these incumbents along with hotel confirmations should be sent at about the same time as hotel reservation cards are mailed to the NCB membership.

The LAC Chair appoints the following committees or similar types of committees as required to meet the needs of the local arrangements. These committees will submit all space requirements to the LAC Chair for room allocation prior to printing of the formal program.

1. Audio-Visual and Meeting Rooms
2. Registration
3. Guest Program
4. Awards Luncheon and/or Banquet, Mixer
5. Special Displays and Exhibits
6. Transportation and Special Arrangements and Activities
7. Public and Press Relations

A chair will be selected for each of these committees who will have the responsibility for that committee.

Whenever possible these committees will be appointed prior to the meeting held one year before the meeting for which they will have arrangement responsibilities. This will allow at least one member of each committee to interact with the current local arrangements team.

The LAC Chair, upon receipt of a cash advance from the Branch SecretaryTreasurer, will establish a local checking account. This account will be used for payment of any expenses incurred prior to and during the annual meeting. The LAC Chair keeps a detailed ledger and receipts for these expenses.

Responsibilities of Each Local Committee

Audio-visual and Meeting Rooms Committee

At least one member of this committee must attend the previous annual North Central Branch Meeting. While attending this meeting, this member should make note of special needs to meet their local conditions.

This committee will establish an area at the meeting site which will be used as the audio-visual center. They should also provide an area and several projectors in this room that speakers can use for reviewing slides. A sign in the main registration area indicating the location of the audio-visual center would be helpful to alert speakers.

Provide handout to all speakers indicating A-V procedures to be followed. The following list, which may be modified to individual location needs, is listed as a guide:

• Carousel projectors (at least 9)
• Overhead projectors (5)
• Screens (8 or more)
• Projection tables (8 or 9)
• Sheets of blank acetate (24)
• Extension cords and 3-prong adapters (10 each of various lengths)
• Spare projector bulbs (24)
• Extra carousel trays (1)
• Forceps to remove jammed slides (at least 10)
• Tape or labels for carousel trays
• Signs along with tripods indicating program session in progress in front of each meeting room
• Remote control cords (8 to 10 approx. 25 feet long)
• Pointers (8 to 10)
• Timers (8 to 10)
• Felt tip pens Notepads Extra folding tables
• Podiums or lecterns with lights
• PA systems in each room

Currently, the NCB does not provide computers, monitors, and VCRs. The individual speakers are responsible for bringing these items to the meeting. Several months prior to the meeting this committee should check with hotel officials to determine equipment on this list that they can supply. All other equipment must be obtained locally through rentals, etc.

One week prior to the meeting, this A-V committee should hold a training session for projectionists. This training should include changing bulbs, unjamming projectors, and the exact procedures they are to follow while operating as projectionists.

Registration Committee

Four to six months prior to the meeting, the Chair of the Registration Committee should contact the local Chamber of Commerce to request any assistance, such as personnel, supplies, or equipment, that they may be willing to provide to assist in registration.  Prior to this meeting the chairman should order the following printed matter:

Pre-registration forms (to Secretary-Treasurer by Dec. 15)
Registration forms
Lapel cards and holders
Luncheon tickets

Also order at that time special ribbons that are available from MARCO, 1600 Woodcrest Road, Harrisburg, PA 17112. These ribbons include National President, President, President-Elect, Past-President, Secretary-Treasurer, ESA Executive Director, Board Members (Executive committee, Representative to the Governing Board of the ESA, Local Committee, Guest, Guest Committee, Program Committee Chair. The Chair of this committee should also request a list of emeritus and honorary members from the Branch Secretary. The Chair or representative of the registration committee should consult with the LAC Chair and visit the meeting site to review potential areas for registration and equipment that the hotel can provide.   The following personnel and equipment needs will be necessary for registration:

1. Two typists on duty for 3 hours the night before and throughout the morning of the first day of the meeting. One typist for the afternoon of the first day (these typists may be provided by the local chamber of commerce)
2. Two typewriters with large print or computers and laser printers
3. Bulletin boards (4' x 8' and 3' x 4') with stands. (These will be located in the registration area to be used for announcements, etc.)
4. Easel for Merit Award and C.V. Riley winner posters
5. Box for depositing program evaluation forms
6. Tables, chairs, and extra pencils, pens, etc. for the registration procedure.

This committee should also provide a place for the North Central Branch, ESA Banner display. They will also need cash deposit bags for each day's receipts. Provide 3' x 6' tables for Board Certification representative for ESA displays or promotions.

Scheduling of registration workers will depend on availability of chamber of commerce personnel or typists and local volunteers. A suggested registration procedure is as follows

Provide two lines until noon of first day, then one committee member and one typist for registration each with (a) a committee member to receive registration form and money, distribute luncheon ticket, (b) typist to type identification label, (c) 3rd person to return registration receipt, identification label and holder, abstracts bulletin, and any other promotional material.

The following people will receive complimentary or free registration and/or luncheon tickets:

Free Registration and Luncheon Ticket

ESA President and spouse
ESA Executive Director and spouse
NCB President and spouse
NCB President-Elect and spouse
NCB Secretary-Treasurer and spouse
NCB Award of Merit winner and spouse
C.V. Riley Achievement Award winner and spouse
Honorary members (not spouse)
Photo-salon coordinator (not spouse)
Invited guest speakers that are not members of NCB (not spouse)

Emeritus Members (not spouse)

NCB Graduate Scholarship winner
Student award winners ($100 and $50 winners)
Master of Ceremonies and spouse
Students (and technicians) working with the various local arrangements committees

Guest Program

It is highly recommended that at the time LAC sends hotel registration cards they also send a questionnaire to determine the potential number of guests that will be attending the annual meeting. Without this questionnaire, scheduling of tours, luncheons, transportation, etc. is next to impossible. Exact numbers of guests are not critical but a close estimate of those attending would be extremely helpful for scheduling any special events. The guest committee should also charge a registration fee that should be collected at the registration table to cover costs of coffee, rolls, transportation and special entertainment.

Awards Luncheon and/or Banquet, Mixer

This committee should meet with the hotel staff approximately two months prior to the meeting. Special needs for the luncheon should be given to the hotel caterer well in advance of the meeting. This committee needs to:

1. Determine the menu, price
2. Select a Master of Ceremonies
3. Prepare a short program
4. Arrange for design and printing of the luncheon program
5. Determine seating arrangement at the head table and obtain names of spouses attending. This arrangement should be given to the MC prior to the meeting.
6. Work closely with the Awards Committee chair
7. Arrange for projectors and screens, PA systems, podium, and any other special physical requirements.

Employer-Graduate Student Mixer

This committee is also responsible for arrangements for the employer-graduate student mixer which is normally scheduled during the annual meeting. They merely need to alert the hotel staff of the needs for this mixer in advance of this meeting such as potential number of participants, catering services, etc. As approved by the NCB Executive Committee, $150-200 of Branch funds can be used for this mixer (ESA Bulletin, Vol. 27(2) 1981).

Transportation and Special Arrangements and Activities

This committee has primary responsibility to arrange for transportation of individual groups to events sponsored by the Branch. They are also responsible for any special extracurricular activities that may be simultaneously occurring during the meeting such as special tournaments, etc.  This committee can also assist the LAC Chair as the trouble-shooting group for unforeseen catastrophes that may occur during the meeting period.

Public and Press Relations

This committee has the responsibility to act as liaison for the Branch with interested mass media. Several weeks prior to the meeting, this committee should prepare a synopsis which should be sent to local radio, TV and newspapers to indicate:

1. Nature or purpose of the meeting
2. The potential attendance (number as well as geographical area
3. Highlights of the meeting that the press may wish to cover such as awards luncheon, special symposia, etc.

Send along a program highlights with this announcement. Members of this committee will coordinate activities with the Public Information and Public Relations Committee.

At the conclusion of the meeting the LAC Chair will

1. Ensure that all commitments with the hotel and any local organizations are met.
2. Close out local checking account and remit balance to the Branch Secretary-Treasurer
3. Prepare a detailed final report of the meeting for submission to the Branch President, Branch Past President, Branch President-Elect, Branch Secretary-Treasurer, new LAC Chair, and new Program Chair.  This report should be complete, documenting major aspects of the meeting.

Registration Fee

If not specified by the Executive Committee, the registration fee shall be determined by LAC and will be enough to cover expenses plus the specified amount, that the Executive Committee instructs the LAC to return to the branch treasury. The LAC may accept donations but shall not request specific contributions.  The following policy statements should be stated clearly on the preregistration form mailed to the members in late January:

1. Requests for refunds must be made in writing to the Local Arrangements Chair at least three weeks before the annual branch meeting.
2. Refunds should be made within 90 days.
3. The NCB-ESA does not accept credit cards for payment of registration fees.