District 29 Conference Committees - District 29 Toastmasters

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

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

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

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:

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

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

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

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

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

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

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

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