Regional Meetings Building Your Meeting Structure One Block At A Time

1. Regional Meetings Building Your Meeting Structure One Block At A Time

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! American Chemical Society

8. Developing Your TeamIt takes a Village American Chemical Society

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 American Chemical Society

10. Organizing Committee Continued 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. American Chemical Society