Registration
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Registration budget (Name tags and Conference Attendee Folders) and submit it to the Conference Planning Chair Prepare and/or obtain: Meal Tickets, Door Prize Tickets, Name Badges and Name Badge Holders
- Prepare registration packets for each attendee (Conference Program, meal tickets, door prize tickets, programs, name badges, etc.)
- Keep written records for use in planning future Conferences
Education
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Develop programs covering the many aspects of communication and leadership (e.g., speaking, listening, evaluation and motivation).based on answers from the Conference survey.
- Coordinate with the Special Guest Speaker (World Champion Public Speaking or International Director) {Travel, Meals, Program Needs,}
- Secure Facilitators for each session, Collect and analysis the Evaluation Forms from Facilitators
- Determine and submit budget to the Conference Planning Chair
- Coordinate w/ Facilities, Audio Visual Chairs
- Keep written records for use in planning future Conferences
Hospitality
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Hospitality budget and submit it to the Conference Planning Chair
- Schedule volunteers to staff the hospitality suite at appointed times during the Conference
- Solicit food and beverage refreshment donations from clubs and local businesses
- Obtain inventory of existing supplies
- Provide refreshments for Friday afternoon and evening after the dinner event
- Provide refreshments for Saturday afternoon and evening (after banquet and contest)
- Solicit committee volunteers to set up, maintain, and clean up the hospitality room
- Provide inventory of remaining supplies
- Keep written records for use in planning future Conferences
Facilities
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Facilities budget and submit it to the Conference Planning Chair (signs, etc)
- Coordinate with hotel/meeting site on room layouts, staging and setups
- During the Conference, be on site to help the needs of the speakers and attendees
- Coordinate the audiovisual needs of the presenters with Audio Visual Chair
- Work with Education Chair for presenter’s needs
- Secure District Property from District Sergeant at Arms (Flip Charts, Markers, etc)
- Keep written records for use in planning future Conferences
Committee will:
- Set up signs and displays as needed
- Be available as “trouble-shooters” during the Conference
- Be available to help with moving items after the Conference
Finance
District Treasurer
- Provide financial report of income and expenses
- Collect expense vouchers and receipts
- Provide Cash for raffles, Registration
- Provide ongoing status reports of committee activities to the Committee Planning Chair
Door Prize / Raffle
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Prize budget and submit it to the Conference Planning Chair
- Solicit Division Baskets – one from each Division for Raffle
- Submit a list of donors to the Conference Program Chair by the designated deadline so the donations can be properly acknowledged
- Keep records of door prizes and safely secure items before and during the conference
Committee Responsibilities
- Solicit products and services from businesses and individuals to be awarded as door prizes during the Conference
- Man Raffle and Door Prize tables, selling tickets during Conference
- Keep written records for use in planning future Conferences
Decoration
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Decorations budget and submit it to the Conference Planning Chair
- Determine events requiring decorations
- Plan decorations for each event, i.e., room, tables, head table, etc., based on Conference theme and season Supervise the planned decoration activities at the appropriate times
- Keep written records for use in planning future Conferences
Program
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Design and prepare the Conference Program content
- Determine Conference Program budget and submit to Conference Planning Chair
- Work with the LGET to determine information to be included in the Conference Program
- Submit a rough draft to the District Governor and LGET for editing
- Submit a final draft for approval before printing
- Determine the number of programs to print
- Print the Conference Program
- Deliver printed programs to the Registration Committee Chair for distribution
- Keep written records for use in planning future Conferences
Publicity
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine Publicity budget and submit it to the Conference Planning Chair
- Coordinate with the District PRO to develop and execute a plan to publicize and promote the Conference throughout the District
- Submit publicity information to the PRO for publication in District 58 Newsletter
- Work with the local media to cover the Conference
- Keep written records for use in planning future Conferences
Sponsorship
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Submit progress reports to the Conference Planning Chair
- Determine budget needed
- Solicit financial support from companies
- Spread the word about the Conference to the various corporate sponsored clubs and request them to obtain support from their sponsors
- Keep written records for use in planning future Conferences
First Timers
- Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
- Determine budget and submit to Conference Planning Chair
- Plan and Conduct a 45 min session to orient the new attendees for the Conference. Some of them may be senior toastmasters who never attended the conference before, but are attending now.
- Try to devise knowledge sharing that will benefit the brand new and a little senior Toastmasters alike.
- Have handouts on District hierarchy (Club President, Area Governor, Division Governor, PRO, LGM, LGET and District Governor).
- Have handouts on Toastmasters Educational Program
- Devise quizzes for getting acquainted with each other and other Toastmasters
- On the whole, make it a fun and informative session.
- Keep written records for use in planning future Conferences
