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Local Arrangements Committee: Major Duties

Revised Jan. 2000.
Approved Jan. 2000.

Chair
Registrar
Financial Arrangements for Meetings

Chair Major Duties

Arranges for and chairs meetings of the Local Arrangements Committee.
Keeps President apprised of all activities.
The chair or a designee is required to attend all Executive Board meetings.
Appoints members of the Local Arrangements Committee and designates one person to serve as Registrar.
Communicates with the President to determine registration, luncheon and reception costs, and deadlines.
Finds corporate sponsors. Prepares letter of request for approval by President. Maintains list of vendors, fees, etc. for next chair.
Chooses overnight accommodations and makes all arrangements including securing blocks of rooms.
Provides Program Committee Chair with map and/or directions, hotel information, time schedule of events, fee schedule, and room assignments.
Produces any necessary signs.
Assigns meeting rooms according to sessions size and needs.
Makes all necessary arrangements for morning coffee, luncheon and receptions.
Works with session chairs to determine what audio-visual equipment is needed.
Has name badges ready for registrants on the day of the meeting.
Has a sign or hand-out ready listing room locations on the day of the meeting.
Arranges for set-up and clean-up of tables, chairs, food.
Arranges for staffing of registration desk.
Serves as trouble-shooter during meeting.
Provides President with a written report after the meeting noting any problems or suggestions.
Forwards camera-ready copy of registration forms to print coordinator.
Submits drafts of the program up to one year in advance of the meeting to the Webmaster(s) and submits the final program to the Webmaster(s).

Registrar Major Duties

Is a member of the Local Arrangements Committee.
Attends meetings of the Local Arrangements Committee.
Registers individuals as they return the completed registration forms.
Sends out notification to registrants if registration is for a limited enrollment session or if registrant is to receive pre-meeting materials.
Forwards checks to the Treasurer.
Keeps track of the number of registrants in each session to assist in determining the size of meeting rooms needed.
Answers questions pertaining to the meeting.
Prepares list of registrants (name and affiliation) and has photocopies available at the registration table.
Is responsible for the registration desk on the day of the meeting.
Provides the Chair of the Local Arrangements Committee with registration figures and a report on any problems and suggestions.

Financial Arrangements for Meetings

All invoices for expenses incurred in sponsoring the meeting should be collected by the Chair of the Local Arrangements Committee and forwarded to the Treasurer at the conclusion of the meeting.
Requests for deposits, advances, and pre-payment of invoices should be sent to the Treasurer as needed. The Chair should keep an accounting of these requests.
Using a registration system similar to that which is attached, the Registrar should collect monies for registration fees, membership dues, Hale Fund donations, etc. and keep a separate accounting of each.
All checks and cash received by the Registrar should be kept and given to the Treasurer at the conclusion of the meeting.
On-site registrations should be recorded in a similar method as pre-registrations.
At the conclusion of the meeting, the accounting record of monies received and the related monies, invoices, etc. should be turned over to the Treasurer.
A balance statement should be prepared by the Chair in cooperation with the Registrar, similar to the one which is attached.
A final financial statement for the meeting will be prepared by the Treasurer and a copy will be sent to the Chair and the Registrar.

Costs that need to be considered when setting meeting fees:

Printing announcement
Postage for mailing announcement
Lunch
Reception
Other refreshments (coffee, donuts, etc.)
Facility charges: rent, clean-up, security
Equipment rentals (projectors, tape recorders, etc.)
Supplies (registration packets, photocopies, etc.)
Communications: telephone charges, terminals hooked to OCLC or RLIN used for demonstration purposes, etc.