Host Committee Information

From ResNetWiki

The list below provides Student Technology Conference Hosts 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 Program/Binder 12 Keynote Speaker 13 Housing 14 Meetings at the conference 15 Professional Development Seminar (PDS) 16 Gifts 17 Vendor Fair 18 Vendor Track 19 Evaluations

Finance

• Work with Finance and Host Committees to create a budget and ensure a profitable conference

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
    • Board of Directors meetings
    • Host/Program/Board reception/dinner
  • PDS 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

• Conference 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 or phones for communication among your staff

Optional Activities to provide

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

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 items
  • Computers for staff to verify attendee information or register
  • Shirts for attendees
  • Room assignment and keys
• Payment and transaction
• RegOnline has been used since ResNet 2004 for conference registration

Art design for conference amenities

• T-shirts for
  • Conference attendees
  • Host Committee members
  • Steering/Program Committee members
  • Your technical staff
• Other Conference items

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
• Board, 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

• Board of Directors meetings
  • Room reservation
  • Meal (generally a lunch)
• Board, Host, Program Committee Dinner
  • Room reservation
  • Meal
• Program Committee
  • Room reservation
  • Access to presentation rooms

Professional Development Seminar (PDS)

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

Gifts

• Attendee Gifts
  • Bags (optional)
  • Giveaways (optional)
  • Conference Pins (optional)
  • Shirts
  • Name Tags
  • ID/Name tag Holder
• Keynote gift
• Presenter gift
• PDS faculty 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 Hosting Committee for unified evaluation)
• PDS (Work with PDS chair)
• Individual presentations (Work with program chair)