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You
may request additional on-site staffing from the host institution,
or the local convention and visitors bureau.
Areas of critical importance are:
- Authority
- Clearly
define which person or persons have authority to make changes
in set-ups, audio-visual arrangements or approve charges
to the master account. The hotel will want to have only
1 or 2 people directing any changes.
- Registration
Desk
- Have
at least two tables and 3-4 clerks: three for pre-registered
attendees and one for walk-ons.
- Stock
the pre-registered tables with registration packets, printed
name tags/badges, badge holders, meal tickets, ribbons,
etc.
-
Stock the walk-on table with a cash box, change fund, blank
registration forms, receipts, blank name tags, and registration
packets.
- Registration
on-Site Registration Procedures
- NACADA
Materials Display
- Reserve
a table for a display of NACADA materials, which will
be sent by the Executive Office in late February or
early March. You may give the publications away as
door prizes at the end.
- There
is a new Table cloth (rather than the stand up screen
in this picture). It will be shipped to
you, but please, SEND it HOME with the EXECUTIVE OFFICE
rep.
- Staff
the table with someone who is familiar with the organization
and can answer questions about NACADA resources (during
breaks and between meetings).
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- Information
Table/Hospitality
- Be
sure to staff this table with someone who is familiar with
the site and the general area. This will be the place where
attendees can come for answers throughout the conference.
It will only need to be staffed during breaks.
- Last
minute supply needs may be taken care of here.
- Message
Board
-
Have one person responsible for keeping the message board
updated.
This can be used to post:
- a
copy of the day's agenda
-
changes to the agenda
- sign
up sheets for various activities
- recognition
of award winners
- preconference
workshop rosters
- messages
to and from participants
- Banner
- The
NACADA Banner should be hung and then returned to the Region
Chair.
- Announcements
at the General Sessions
- Have
one person responsible for compiling and getting this information
to the proper authority (Region Chair, Program Chair, or
whoever makes the announcements).
- On-site
Equipment Storage
- Make
sure one person has access to on-site equipment and knowledge
of how it works. Make sure that it is secured.
- Meal
Tickets
- If
meal tickets are required for a function, make sure several
persons are available to collect them at the proper time.
You may choose to check name badges instead.
- VIP
Guests and Speakers
- Have
one person responsible to host each guest or speaker. This
person should:
-
inspect the assigned accommodations before the person
arrives on-site
- double
check ground transportation from the airport
- make
sure any special requirements (dietary restrictions,
early departure, etc.) are met
- greet
speaker and ask if there are tasks they can complete
- Checking
Meeting Rooms and Food Functions
- Have
someone assigned to check for proper set-ups, audio-visual
equipment, lighting and heat at least 30 minutes prior to
each session.
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