General Information #

• Each Annual Educational Seminar will have committees that are appointed by the Executive Committee Officer that will be President during that training seminar.

Committees Include (but not limited to): #

• Registration
  • Responsible for preparing and distributing Seminar Registration Form and Hotel information at least one year in advance, while consulting the Seminar Finance Chairperson.
  • Receiving and processing all seminar registrations.
  • Preparation of name tags, training certificates, goody bags.
• Seminar Finance
  • Prepares seminar budget.
  • Registration Fees set at least one year in advance and in conjunction with the Registration Form.
  • Collects deposits and records all money.
  • Pays all bills.
  • Prepares Seminar Financial Report upon conclusion of seminar and closing of books.
• Vendors
  • Prepares Vendor Registration form at least one year in advance and in conjunction with the seminar Registration Form while consulting the Seminar Finance Chairperson.
  • Solicits vendors to attend the seminar.
  • Follows up with vendor representatives throughout the year with the latest information regarding the seminar.
  • Collects the Vendor Registration Forms and forwards the money to the Financial Chairperson for the seminar.
  • Arranges for Pipe and Drape at the seminar.
  • Coordinates all shipping, electrical and miscellaneous issues with the hotel and vendors.
  • Liaises with the Vendors before, during and after the seminar.
• Speakers
  • More than one year prior, starts locating speakers, topics, workshops, etc.
  • Coordinates speaker program with available meeting space.
  • Prepares the Speaker and Workshop Program for printing in the Seminar Program within the time constraints of sending the information to the printer.
  • Ensure speaker gifts are purchased, and available, during seminar.
  • Arranges for introduction of speakers during seminar.
• Hospitality
  • Hosts the Hospitality Suite during the seminar.
  • Purchases refreshments for Hospitality.
  • Opens and closes Hospitality during the seminar.
  • Ensures only registered seminar attendees are present in the Hospitality Room (wearing name tags).
  • Ensures no alcohol is served to anyone under 21.
  • Re-stocks supplies as needed throughout the seminar.
• Member Exhibits
  • Places an advertisement in The Digest for member exhibits.
  • Coordinates members exhibits at the seminar.
  • Coordinates the judging of the exhibits.
  • Awards prizes for the exhibits at the Installation Banquet.
• Door Prizes
  • Solicit donations throughout the year for door prizes.
  • Collect donations during the seminar from members and vendors.
  • Coordinate with the Vendor Chairperson when door prizes will be awarded.
• Program Design and Printing
  • Designs the program.
  • Coordinates the printing of the program.
• Opening Ceremonies
  • With the President, coordinates the opening ceremony program.
• Photographer(s)
  • Photographs the seminar, various speakers, social events, workshops, and opening ceremonies.
  • Group Photo
  • Past President
  • Installation
  • Arranges for the printing of the Group and Past President photos for distribution at the seminar.