The following is an AAPT Meeting Check list which may be useful as you plan your meeting:
Develop a check list
Select and invite special speakers, e.g., plenary sessions and
banquet
Know who is to introduce special guests and speakers; confirm
Make travel arrangements for speakers early to get best price - both
distant and local travel
Contact exhibitors
Invite special guests
Secure best hotel/motel rates and reserve blocks of rooms
Reserve rooms for special speakers and guests
Give food services time to work up catering, etc.
Provide times and adequate rooms for chair's and Two-Year College
breakfasts, business luncheon and banquet
Plan menus
Plan table arrangement and decorations
Arrange a head table at banquet if necessary
Arrange program. Participants close to microphone. Know who is
next.
Develop a scale floor plan if necessary
Make arrangements for pre-banquet reception
Notify food services for refreshments each morning - set up table
Provide location and refreshments for SPS reception
Sound system in main meeting rooms - arrange for operator
Audio and video requirements for luncheons, banquets and plenary
sessions (or any room with a large seating capacity)
Electronic support systems as required by speakers/presenters
Electricity and tables for exhibitors
Locate exhibitors in a widely used and very accessible area
Secure adequate rooms, both number and type for workshops - including
special computer laboratories
Secure and equip adequate rooms for plenary and paper sessions
Secure a mailing list
Include map of campus and town, pre-registration forms, hotel list,
parking or other special items, paper submission form in first
mailing
Keep returned letters and change address or delete for second
mailing. These changes should be turned in to the AAPT secretary for
use in other mailings.
Host needs to appoint session chairs or get help in appointing them
from TSAAPT officers
Provide TSAAPT Webmaster with all pertinent materials for posting on
internet
Arrange and print programs. Program chairman will usually arrange the
sessions. The host institution needs to provide the rooms that will
be adequate for the different sessions. The room number/locations
will be indicated in the program.
Prepare packets including maps, name tags, meal tickets, program and
any other literature (information provided by the Chamber of
Commerce), e.g., your school information for distribution at
registration desk
Contact media
Notify campus security and see if we need special parking permits
Notify maintenance if we need tables and chairs set up for
exhibits
Make sure all buildings are open and accessible, cooled or heated
Determine what funding is needed and who will provide it (many hosts
will be able to get some funds from the school). The meeting is
usually funded from registration fees and the TSAAPT treasury.
Prepare name tags and meal tickets for special speakers
Prearrange for any honorariums to be paid at meeting
Work up personnel assignments
Ushers for dinner if needed
Signs for directions - rest rooms, dining areas, receptions,
buildings, exhibitors, refreshments, etc.
Volunteers - inform where and when they should be. Thank them
publicly if possible - usually at banquet (be brief)
Provide meeting room for TSAAPT and TSAPS executive meeting
Thursday evening before meeting
Provide easels for poster presentation
Adequate seating in all meeting areas, lobby areas, refreshment room,
reception area
Someone in charge of refreshments to see they are replenished
Provide timers, pointers, chalk and/or white board markers, Vis-A-Vis
markers in all presentation rooms - give to program chair person
At the registration table have adequate change, registration forms,
extra programs, pencils, name tag material, miscellaneous handouts,
meal tickets, list for number of additional meals sold to give to the
caterer, packets for new registrations