Host Post-Selection Responsibilities
From ResNetWiki
Institutions are selected by the Steering Committee in the spring two years prior to the Symposium they are hosting (e.g. host institution for 2010 Symposium are selected in spring 2008).
The following information should assist in the planning process for host institutions after being selected.
Contents |
Refine and affirm your Conference Committee
- Chair/co-chair appointments
- Appoint host committee members to address conference needs
- Schedule regular planning meetings with the host committee
- Your host chair or co-chair should attend the Post-Symposium Steering Committee meeting at the conference announcing your selection
Create Teams
- Coordination with Program Committee Chair
- Finance to approve funds and manage conference accounts
- Registration process, on line and processing payments
- Conference Services
- T-shirt Exchange
- Activities
- Documentation Fair
- Conference information (web, binder)
- Space needs
- Opening event
- Keynote and presentation facilities
- PDS location
- Closing event
- Keynote Speaker selection
- Dining/Catering coordination
- Conference Packet
- Vendor relations, fair and tracks
- Off Campus Housing
- Transportation to and from conference, airport, events
- Signage – Never enough
- Technical needs in all facilities
Steering Committee Meetings (Fall Meeting - October)
- Financial responsibility
- 8-10 committee members
- Airline Reservations
- Hotel reservations
- All Meals
- Meeting facilities
- View all campus facilities planned for usage
- Class rooms
- PDS location
- Residence halls
- Dining facilities
- Tent location
- ResNet Jeopardy
- Obstacle course
- Activities
- View all off campus sites
- Opening Reception
- Opening Banquet
- Closing Reception
- Closing Banquet
- Develop a draft schedule in cooperation with Program Chair
- Times of program sessions
- Vendor track/fair
- Free evening
- Be flexible
- Meeting room
- Network wired/wireless available
- Computer projection system
- Large enough for 10-12 people to work comfortably
Site Visit for following year host selection
- Host school responsible for site selection visit costs
- Airline Responsibilities
- Hotel reservations
- Misc expenses
- Host chair or past host chair may be asked to participate in visit
Steering Committee Meetings (Spring/March)
- Financial responsibility
- Airline Reservations
- Hotel reservations
- All meals
- Meeting room charges
- Meeting room
- Network wired/wireless available
- Computer projection system
- Large enough for 10-12 people to work comfortably
Your ResNet Conference Web Site
- Initial site should be up by conference preceding yours
- Link to resnetsymposium.org site
- Registration site should go live in mid to late March
- Relational Database
- Accept credit cards both school and personal
- Separate conference fees and non-conference activities
- Housing fees generally separated from conference fees
- Purchase Orders (Host decision to accept or not)
- All important information should be found on the site by this time
- Driving parking information
- Driving directions
- Parking pass info
- Should people drive?
- Registration cancellation date for refund
- On site registration times
- Housing cancellation date for refund
- Driving parking information
- Draft of conference schedule
- Confirmed, presentation schedule should be up by middle to late May
Registration
- Direct entry
- Final billing page before submitting
- Confirmation of registration received
- E-mail confirming charges and what balance is if any
- Full information about refund policy
- Guest information in detail (if allowing guests)
- Charge for staying in same room
- Charge for all meals
- Charge for just opening and closing event
Coordination with Program Committee
- Posting of the selected conference presentations
- Information for conference binder
