Regional Meetings Building Your Meeting Structure One Block At A Time

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

2. Organizing Committee Should include: • General Chair • Program Chair(s) • Treasurer • Arrangements/Logistics Chair • Publicity Chair • Awards Chair • Webmaster • Exhibits Chair • Fundraising Chair American Chemical Society

3. Committee Meetings • To begin one year prior to the meeting, with the first visit at the meeting site. • Once monthly at year out with an increase of frequency per month. • Regular conference calls with meeting planning partner beginning one year out. Frequency to increase as you get closer to the meeting. • As often as needed in those final weeks American Chemical Society

4. 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 contracts with host facility. • Create a working timeline for meeting preparation. • Live your contract with you – serve as the key contact, in conjunction with your local arrangements chair and the hotel representative for all logistical arrangements. • Assist with audio visual and poster board needs/availability. American Chemical Society

5. 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

6. Theater Style American Chemical Society

7. Schoolroom/Classroom Style American Chemical Society

8. 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

9. Special Events & Tours • Opening Reception • Awards luncheon or dinner • Women Chemists/Diversity/Younger Chemists or other specialty luncheon/event • Box Lunch with exhibits/poster session • Special event (breakfast, box lunch, ice cream social) with governance members in attendance • Coffee breaks • Off site events • Tours American Chemical Society

10. Countdown to the Meeting Materials for Program Book Function Agenda Banquet Event Orders (BEOs) Pre Con Meeting Shipping of Meeting Materials Coordination of On-Site Volunteers American Chemical Society

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

12. Awards Process • Awards chair/Committee • Nomination forms • CHED High School Teacher Award • E. Ann Nalley Volunteer Award • Regional Industrial Innovation Award • Stan Israel Diversity Award American Chemical Society