Host Committee Information

From ResNetWiki

The list below provides Conference Host Chair(s) with a guideline on the variety of services and items that need attention when hosting the conference. These may vary due to your institution’s conference services support and needs of the conference program.

Contents 1 Finance 2 Catering/Dinning 3 Transportation 4 Possible directional and other signage 5 Banners 6 On campus presentation facilities 7 Technical needs to support conference attendees and events 8 Optional Activities to provide 9 Registration 10 Art design for conference amenities 11 Conference Bag Items 12 Conference Program/Binder 13 Keynote Speaker 14 Housing 15 Meetings at the conference 16 Professional Development Seminar (PDS) 17 Gifts 18 Vendor Fair 19 Vendor Track 20 Evaluations

Finance

• Create a ResNet conference account
• Accept and forward seed monies
• Sign off on all expenses
• Float reservation contract dollars

Catering/Dinning

• Conference Facilities
  • Dining Areas
  • Tents for outdoor events
  • Presentation and announcement audio/visuals
  • Tables
  • Chairs
• Meals at the Conference
  • Committee meals(s) prior to and after the conference
    • Steering Committee meetings
    • Host/Program/Steering reception/dinner
  • Pre-Conference Tutorial lunch for all attendees
  • 4-5 Breakfasts
  • 5-6 Breaks
  • 3 Lunches
  • Opening Reception
  • Opening Dinner
  • Closing Reception
  • Closing Dinner

Transportation

• To/from Airport
  • Are you providing a shuttle service?
  • Contracting with a shuttle service vendor?
• Opening/Closing Events
• Shuttle from off campus housing location
• Shuttle to/from PDS
• Parking passes

Possible directional and other signage

• Directional signs to buildings
• Directional signs to presentation and keynote facilities
• Sponsorship notices at meals
• Sponsorship notices at breaks

Banners

• ResNet welcome
• Registration area
• Parking

On campus presentation facilities

• Do you need to and how do you reserve facilities?
  • Keynote
  • Presentation
  • Potential BoF areas and rooms
  • Activity areas
  • Housing areas
• Tech Support in each facility
• Room leaders supported by Program Committee or Host

Technical needs to support conference attendees and events

• Speaker Systems in event and presentation facilities
• Media services to capture presentations
• Photography (possible support from Program Committee)
• E-Mail/cluster room
• Wireless capability in housing and presentation areas
• Student employees to assist with setup and support
• Radios for communication among your staff

Optional Activities to provide

• Recreation (mornings and evenings)
• Sponsored free afternoon/night activities
• Golf outing

Registration

• Web site with conference registration and other details
• Database for collecting registration information
• Confirmation e-mail sent to registrant
• Registration site at conference
  • Tables & chairs for Registration staff
  • Conference bags (See contents below)
  • Computers for staff to verify attendee information or register
  • Shirts for attendees
  • Room assignment and keys
• Payment and transaction
• RegOnline was used for ResNet 2004-2007 for conference registration

Art design for conference amenities

• T-shirts for
  • Conference attendees
  • Host Committee members
  • Steering/Program Committee members
  • Your technical staff
• Conference Bags
• Gift Items

Conference Bag Items

• Bags
• Binders
• Name Tags
• ID Cards/Entry
• Maps
• Info Sheets
• Conference Pins
• Gifts
• Vendor supplied amenities

Conference Program/Binder

• Conference and presentation schedule
• Schedule at a glance
• Menu Information
• Keynote Speaker Info
• List of attendees by name and institution
• Phone and room location of attendees if available
• Voice Mail info if available
• Steering, Host, Program Committee Information
• Information about surrounding area
• Institutional information

Keynote Speaker

• Contract
• Honorarium
• Travel expenses
  • Airline tickets
  • Hotel Reservations
  • Transportation

Housing

• Off Campus Hotels
• On-campus Housing
  • Linen service
  • Blankets
  • Pillows
  • Towels and washcloths
  • Keys
  • ID’s for door readers?
  • Name Cards for each room?

Meetings at the conference

• Steering Committee meeting
  • Room reservation
  • Meal (generally a lunch)
• Steering, Host, Program Committee Dinner
  • Room reservation
  • Meal
• Program Committee
  • Room reservation
  • Access to presentation rooms
• Steering Committee Meeting for next year
  • Room reservation
  • Meal?

Professional Development Seminar (PDS)

• Facility
• Morning break location
• Lunch location
• Afternoon break

Gifts

• Attendee Gifts
  • Bags
  • Giveaways
  • Shirts
  • Name Tags
  • ID/Name tag Holder
  • Gifts
• Keynote gift
• Presenter gift
• PDS faculty gift
• Departing Steering Committee member gift

Vendor Fair

• Set up company
• Room or facility reservation
• Invitation letters
• Follow-up e-mails
• Follow up phone calls
• Registration system for vendors
• Vendor raffle for attendees

Vendor Track

• Presentation space near the vendor fair
• Audio/visual needs
• Coordination with Program Committee chair

Evaluations

• Conference (Work with steering committee for unified evaluation)
• PDS (Work with PDS chair)
• Individual presentations (Work with program chair