Note: This e-mail was sent to the CIG Division list serve on June 22, 2006.

To: NACADA Commission and Interest Group Chairs
From: Jill Johnson, Maura Reynolds and Julia Wolf

Re: Display Boards and Ideas for the CIGD Fair in Indianapolis

The National Conference in Indianapolis is only 3 1/2 months away! The Executive Office will again supply table-top display boards for the Commission & Interest Group Fair on which chairs can highlight resources and benefits of their respective units. These display boards are tri-fold, made of foam core (1/4-inch thick), and are black with no writing. Overall dimensions are 32x40 inches—middle panel is 20 inches wide, two side panels are each 10 inches wide. Hopefully, having these dimensions will help you to plan the layout and prepare items for your display ahead of time. These display boards will be distributed at the CIG Division meeting on Tuesday, October 17, 1:00-6:00pm. Push pins will also be provided for your use.

If you would like to use a table-top display for your Fair table, please e-mail Julia at jqwolf@ksu.edu by FRIDAY, AUGUST 11, to request one.

The Commission & Interest Group Fair will be held on Thursday morning, October 6, from 7:30-8:30am in the Sagamore Ballroom in the Convention Center (2nd floor). You can set up after 6:30am that morning. A table and large overhead sign will be provided for each Commission and Interest Group. Breakfast for conference attendees will be provided during the Fair in the same room. [Due to other events, this room will not be available for you to set up the night before.]

To assist with preparations for your unit's Fair table, below are suggested items and activities that you may wish to incorporate:

1. Books, articles, web sites related to the group's specific topics
2. Flyer/newsletter highlighting your unit activities, resources, conference events, and web page and/or listserve for all NACADA members to access, plus opportunities for member involvement
3. A handout with the agenda of your unit's annual meeting at conference
4. A notepad for members to jot down potential questions that could be posted to your unit's listserve to generate discussions throughout the year
5. A handout or posting with an index of publications or web page links from a variety of institutions with programs that focus on your unit's specific population or focus area. This info could also be posted to your unit's "Resources" web page.
6. Institutions could share standard policies/procedures working with the specific population via handouts or publications.
7. Chairs could invite their commission or IG members to display their institution's publications, or highlight some of the "best practices" in publications from institutions or specific authors.
8. Sign-up sheets for small dinner groups of commission or interest group members

Signup sheets will be provided for each table on which members can indicate their interest in volunteering to help with activities and/or being added to your unit's listserve. Signup sheets will also be provided for use at your annual meetings. A revised CIG Division pamphlet will again be included in conference registration packets given to all attendees and a few may also be available for reference at your individual tables. 

We encourage you to get creative on ways you can "spice up" your tables utilizing the $50 in funds allocated to your unit for the Fair. Perhaps leftover handouts could be distributed at your annual meetings. Using this money is one way to demonstrate the need to continue funding our Division budget, which was approved on a pilot basis for the past two years.

Each Commission and Interest Group is allocated $50 with which to purchase items for the Fair. Below are spending guidelines and reimbursement procedures for these funds.

SPENDING GUIDELINES FOR THE $50 FAIR FUNDS

1. Suggestions for items that might be purchased with these funds — copies of handouts; table decorations (flowers, etc.); craft supplies (construction paper, marking pens, stickers, etc.); giveaways; shipping costs of sending Fair handouts or materials to the conference site.
2. Items that are not permitted in the Convention Center: glitter, confetti, helium tanks and helium balloons
3. It is recommended that these funds not be used for the following: display boards or push pins (provided by Executive Office); snacks or refreshments (since Fair is held in same room as breakfast for conference attendees).

REIMBURSEMENT PROCEDURES FOR THE $50 FAIR FUNDS

1. Save receipts for all purchases/expenses.
2. Reimbursement forms on which to submit these expenses will be given to Chairs at the CIG Division meeting.
3. Submit reimbursement form and receipts to Julia (either at conference or mail to Executive Office afterwards).
4. Reimbursements will be processed within a few days after returning from the national conference.

Please keep in mind that it does not necessarily need to be you alone as Commission or Interest Group Chair who prepares for and staffs your Fair table. It is an expectation that all Commissions participate in the Fair and, ideally, all Interest Groups will participate as well. However, responsibilities in preparation for this event can be delegated by you as Chair. This is a tremendous opportunity to get other members of your unit involved to help you out or take on the project entirely.

If you have any questions about the display boards, spending guidelines, reimbursement procedures, or other Fair information, please contact us. Additional details regarding the Fair, CIG Division meeting, and other conference-related activities will be provided later on this summer. Thanks! Hope you are having a fantastic summer!