Regional Meetings Building Your Meeting Structure One Block At A Time

American Chemical Society 2 Your Meeting Planning Partner Your MPP will: Prepare the Request For Proposals (RFP). Establish a relationship with the local Convention & Visitors Bureau (CVB). Assist with review of proposals and site selection (Site Visit). Review and finalize the contract with host facility and any other contract. Create a working timeline for meeting preparation. Live your contract with you – serve as the key contact for all logistical arrangements. Assist with audio visual and poster board needs/availability. With the organizing committee, prepares and submits the final meeting function agenda to the meeting facility representative.

American Chemical Society 3 Use of Contracted Space  Consider appropriate room set ups - classroom for workshops, theatre for sessions, etc.  Obstructions in room & impact on seating  Keep room turns to a minimum  Assign specific room for meal events  Posters, exhibits and breaks in central area

American Chemical Society 4 Theater Style

American Chemical Society 5 Schoolroom/Classroom Style

American Chemical Society 6 Food & Beverage  Be aware of F&B minimum in contract  When determining a ticket price, it’s important to price out each menu item to determine the exact cost including menu stated tax and service charge.  Round the ticket price up to nearest $5.  Solicit sponsors for receptions, mixers, and coffee breaks to offset costs.

American Chemical Society 7 Meeting Arrangements Your ACS Meeting Planning Partner (MPP) will help with all of your meeting architecture No need to reinvent the wheel for each meeting - standardize forms and procedures Take advantage of your MPP Prepare for the unexpected When you least expect it EXPECT IT!

Developing Your Team It takes a Village American Chemical Society 8

9 Organizing Committee Must include, but not limited to: GENERAL CHAIR Selects and guides the other members of the Committee Delegates Responsibility Overall responsibility for committee follow through and operations PROGRAM CHAIR (S) With General Chair and other committee input, outlines the meeting technical program Solicits and confirms symposium chairs Works with symposium chairs to identify and select Invited Speakers Primary responsibility and oversight with the Program Abstracts Collection System (PACS) TREASURER In conjunction with the General and Program Chair, develop a working budget Establishes a meeting bank account Track and report meeting income and expenditures Revise and update budget as necessary to maintain a positive balance

Organizing Committee Continued American Chemical Society 10 EXHIBITS/SPONSOR CHAIR Determines the style of the exhibit area, such as table top or fully erect booths Develop exhibitors/sponsor prospectus and determine exhibit price structure Solicits potential exhibitors from previous meetings, National Meetings and other organizations Track and confirm exhibitors, payments and space allocation Maintain communication with exhibitors Oversees the exhibit area during the meeting AWARDS CHAIR Establish a co-chair working relationship with the Regional Board Chair. In conjunction with MPP prepare nomination forms for the regional awards 5 to 6 months prior to the regional meeting and work with webmaster to ensure that they are prominently displayed and accessible on the region website. Solicits nominations from the region using the regional local section officers and councilors list. WEBMASTER Build website to go live at least one year prior to the meeting. Work with other committee members to maintain updated and current information to the site.

American Chemical Society 11 Committee Meetings  To begin one year prior to the meeting, with the first visit at the meeting site.  Hold monthly committee meeting, via conference call or face to face. It’s important to include your MPP in these meetings.  Meetings may increase in frequency as the meeting nears.