Technical Conference 2000 Committees

This committee is the full body of Conference Committee members.

his individual is responsible to record and distribute information from the planning meetings and the conference Chairpersons, to the full body of Conference Committee members.

Registration of all attendees is handled by this committee. A registration form is prepared and given to the publicity committee for inclusion in all mailings to prospective attendees. Name badges are prepared for each attendee with appropriate "ribbons" for Speakers, Exhibitors, Committee Members, Special Guests, Past EASA Presidents, EASA International President, EASA International Executive Vice President, Chapter Officers, and other appropriate attendees. The Registrar is responsible for ordering and maintaining sufficient registration supplies for the conference. Registration packets are prepared for all attendees and the committee members are responsible for "manning" the registration table to distribute these packets during the active hours of the conference as well as collecting money from attendees "paying at the door" and preparing badges as required. The registrar is a clearing party for the conference and acts as an "information booth" for many attendees. Coordination of registration collections is maintained between the Registrar and the conference Treasurer.

The Treasurer is responsible for all financial matters of the conference committee. This individual maintains the financial records of the committee and files any appropriate tax papers with the appropriate taxing authority. All registration, advertising, exhibit hall and golf income is collected by the Treasurer. In addition, all bills of the various committees are paid by the Treasurer. On the days of the conference, the Treasurer and Registrar are responsible to obtain the appropriate head counts for the numerous events to verify against the final bill by the hotel. At the conclusion of the conference, the Treasurer goes over the hotel bill with the hotel's representative and is responsible for correctness of all charges by the hotel. If a discrepancy is found, the Treasurer will contact the appropriate committee and be the final party to negotiate a settlement with the hotel, if necessary.

The technical committee is responsible to select seminar topics and contract with appropriate speakers for those topics. This is a major responsibility and not to be taken lightly. This committee must see to the travel arrangements of any speakers, coordinate room reservations with the hotel committee chair, supply a biography of the speaker and a short summary of the subject topic by each seminar speaker. The committee is responsible for the introduction of the conference seminar speakers at each session and coordinating any copy or reproduction needs of the speaker. This includes the notification of the hotel committee of any special audio-visual needs of the speakers.

The Advertising function of the committee is responsible for all advertising and promotion of the conference. A major task, since this is the primary source of income for the conference. One of the first duties is to choose a reputable printer to typeset and print the program booklet. The committee is responsible to sell advertising, sponsorships and exhibit space to vendors and interested parties. With the selling of the advertising space comes the duty of laying out the program booklet, printing of sponsorship posters, and overseeing the printing of the program booklet.

The Publicity portion of the committee is responsible for printing and mailing of conference information to possible attendees. This is done through mailing labels obtained from EASA headquarters and any possible labels generated internally by the committee's past attendees.

The hotel committee coordinates all activities with the hotel, from planning meetings during the year, negotiation of room rates, and other hotel charges and continuous coordination during the conference itself. This is the liaison between the many conference committees and attendees and the hotel administration. The menu for various events is planned by this committee and scheduled with the hotel for those events.

All entertainment for the Thursday Evening Buffet and the Saturday Evening Finale Banquet is planned by this committee. Contracts with the various acts are negotiated and signed by this group of members.

These individuals will also be responsible for planning the "THEME" for the conference. In addition, once a theme is decided upon, the committee is responsible for carrying out the theme at the various social events during the conference.

These committee members are responsible for the arrangement and scheduling of all social events. This includes the Thursday Evening Buffet and any entertainment necessary for that event; the Lady's Friday Social Program including lunch, the tour, and any activities associated with that day as well as the contracting with a bus and/or tour company for all required transportation. The additional social event for this committee is the Saturday Afternoon combined spouse lunch and tour. This event requires coordination with the technical committee to schedule the appropriate lunch period and departure time for any transportation required for the event. Additional bus contracts for this event are also the responsibility of this committee.

This committee is responsible for laying out the exhibit hall for the exhibitors who have contracted for space through the advertising committee. A drawing needs to be generated for the hotel and fire marshal indicating proper use of aisle-ways and space access for safety reasons. This committee oversees the installation and setup of the exhibit spaces by the drayage company contracted by the hotel or conference committee. It also sees to it that exhibitor signs are placed hung at the proper booth locations and during disassembly of the exhibits, that these signs are collected and saved for possible use in the future. The final duty of the committee is to announce over the PA system, the drawing of door prizes and the making of any announcements by vendors, exhibitors or proper personnel.

This committee plans, negotiates and carries out the completion of the Golf Outing on Thursday, prior to the conference opening. The committee makes up the advertising form for the outing and sees to it that the publicity committee has a copy to mail in all appropriate mailings done to prospective attendees. Prizes and any required transportation are contracted for and negotiated by this committee. 

This committee is responsible to disseminate all appropriate communications concerning the conference to committee members.

The booklet layout is closely coordinated with the advertising committee and the printer. The committee is responsible for selecting the cover design and colors and this selection is coordinated between these two committees. Artwork received by the advertising committee is arranged, and checked for errors, by the layout committee. Any typewritten pages of conference activities or errata sheets, etc., are typed or laid out by this committee. Proofs from the printer and the finished pages are sent back to the printer in sufficient time so the printed document is ready for a final mailing to attendees no later than 3 weeks before the conference opens.

This job is left to the more artistic volunteers on the committee. The complete committee usually throws out a few "themes" to be considered and the design is born from there. It can be designed or "dreamed" by a committee member or the subject may simply be "idealized" and given to a graphic printer to finalize. Either way, this committee is responsible for the design of the program booklet cover.

The conference photographer is responsible for taking appropriate photos at all conference events, developing the prints and maintaining the conference scrapbooks that are displayed at the registration table during the active conference hours.

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This page was last updated August 05, 2010