1. How to have a successful Regional meeting
Regional Meetings
How to have a successful
Regional meeting

2. Each Regional Director shall plan and host an anesthesia technician seminar in their elected region
The seminar may be one or two days, depending on the budget and the discretion of the regional director
If more than one meeting is planned, it must be budgeted or budget approved
If the regional director is not the host of the meeting, they must make sure all of the producers of ASATT are followed by the host
A regional meeting can not be scheduled 30 days before or after the national meeting

3. Regional Director Responsibilities
Selecting anesthesia or related topics
Selecting and confirming speakers
Site location for meeting
Avoiding Hotels, if at all possible
Not signing contracts. If a contract is needed, it must be sent to the management company for signature of President or Secretary
Sending out letters to vendors requesting support
Completing the required education forms prior to the meeting date

4. Regional Director Responsibilities Continued
Completing the draft registration form and sending it to the management company
Approving or correcting proof and sending back to management company for posting to website and distribution
All payments should go directly to the ASATT management, made out to “ASATT region _ conference”
Sending all meeting materials to ASATT management following the meeting. This includes sign-in sheets evaluations, walk in registrations and payments
Arranging all catering for the meeting. If pre=payment is needed, contact ASATT Management
Arranging for vendor tables and designated area

5. Prior to the of the meeting Responsibilities
Arrange for AV – Confirm with speakers AV needs
Arrange for Vendor area and tables. Should be close proximity to conference
Arrange and confirm catering. If vendor is supplying, confirm numbers with vendor
Make signage for attendees to easily find conference area
Arrange to help with registration
Communicate with ASATT management any issues which may arise
If speaker certificates are requested, request template from ASATT management

6. Prior to the of the meeting Responsibilities Continued
Purchase conference folder, receipt book, etc.
Make Copies of all lectures received for attendees, place in conference folder
Print out extra registration forms and membership applications
Print out conference evaluations
print out sign in sheets

7. Day of Meeting Responsibilities
Check AV
Check vendor area
Check catering
Greet and register members, vendors, and speakers. (assistant will be needed for registration)
Register any walk-ins
Collect monies directly from all walk-ins. Give receipt and use registration form
Facilitate conference schedule
Introduce all speakers
Facilitate breaks
Answer member questions
Receive all evaluations post conference
Send all registrations, sign in sheets, receipts, monies, evaluations and other pertinent info to ASATT management

8. ASATT Management Responsibilities
Assist with any contracts
Type proof of brochure and send to regional directors for approval within 5 days of receipt
Print and mail (or ) brochures to members in host region and surrounding regions per request
Receipt of registrations and fees
Receipt of Vendor registrations
Supply speaker certificates template upon request
Send a list of registrants to the regional director up to the date of the meeting
Send blank nametags and other pertinent information necessary to the seminar
Send a certificate of attendance to those requesting one. Based on final evaluation forms and registration list sent by regional director
Add to ASATT database for those who are ASATT members

9. Non-ASATT Management Responsibilities
Soliciting Vendors for regional meetings
Selecting and arranging catering
Making meeting registration
Collecting monies for onsite registrations
Setting dates for regional meetings
All duties listed under regional director responsibilities

10. Required Timelines
Meeting can not be scheduled 30 days before or after the national meeting
A rough draft of the meeting brochure will be sent to ASATT management No Later than 60 days prior to the scheduled meeting in proper format
ASATT management will send proof of brochure within 5 days of receipt
Regional director will approve as soon as they receive and send back to ASATT management for distribution and posting on website
Required continuing education forms sent to ASATT management company prior to conference date (the sooner the better)
Regional directors Must send completed conference material including registration forms, evaluations, sign-in sheets, etc. to the ASATT management within two weeks of the conference
Upon receipt, ASATT Management will process conference registrations, send out certificates as requested and load members CE’s into the database