HOW TO:
SELECT THE ANNUAL MEETING SITE
REVISED DRAFT #1: August 1995
1. INTRODUCTION
1.1 BOARD POLICIES
A.It is the Boards intent that the annual meeting site be selected in accordance with the following schedule:
a.three (3) meetings located in the Chicago or Chicago Metropolitan area, followed by one (1) meeting located in the Mid‑State or Southern area.
B.It is preferred that the annual meeting be scheduled during the last week of March or the first week of April, however for hotel and holiday (Easter and Good Friday) consideration, March 15 through April 15 can considered the window of opportunity.
C.The annual meeting should be scheduled to begin on Tuesday (Workshop and Board Meeting) and conclude on Friday unless the Board indicates otherwise.
D.Room rates shall be negotiated as low as possible.
1.2SELECTION OF COMMITTEE
A.At the April board meeting the Chair shall appoint a committee chair for the site selection committee for the Annual Meeting to be held 1.5 years following.
B.The following list of committee members shall be considered minimum.
a.chair of the committee ‑ should be a Trustee of the district in which the conference is to be held.
b.Executive Manager
c.Vice Chair
d.Chair of the current year Club Room Committee
1.3COMMITTEE RESPONSIBILITIES
A.The annual meeting site committee shall be responsible to:
a.select an adequate hotel for the meeting site.
b.negotiate the best contract possible for the Section.
c.have board approval prior to final contract.
d.ensure the meeting site selection schedule is adhered to as closely as possible.
2. SCHEDULE
2.1INITIAL REVIEW OF AVAILABLE LOCATIONS
A.At the April board meeting two (2) years prior to the meeting the board shall determine the general location of the site in accordance with Section 1.1
2.2DEADLINE FOR SELECTION
A.November Board Meeting (2 years prior to meeting) - preliminary recommendation to board for approval with:
a.preliminary costs
b.preliminary room rates
c.conference room availability
d.available dates
e.special arrangements
B.April Board Meeting (1 year prior to meeting) - final site selection recommendation.
2.3DEADLINE FOR CONTRACT COMPLETION
A.July Board Meeting (1 year prior to meeting)
3.HOTEL
3.1LOCATION
A.General guidance will be provided by the Board in accordance with Section 1.1 and 2.1.
B.Specific consideration will be given to:
a. Costs
b.accessibility to highways and other transportation
c.space availability
d.available dates
3.2HOTEL ROOM REQUIREMENTS
Estimated room nights based upon prior experience.
A.Estimated downstate hotel room nights:
a. Tuesday night- 120 rooms and 2 suite (chair + dir)
b. Wednesday night - 150 rooms and 2 suite (chair + dir)
c.Thursday night - 120 rooms and 2 suite (chair + dir)
A.Estimated Chicago area hotel room nights:
a. Tuesday night - rooms and 2 suite (chair + dir)
b. Wednesday night - rooms and 2 suite (chair + dir)
c.Thursday night - rooms and 2 suite (chair + dir)
3.3.MEETING ROOM REQUIREMENTS
A.Tuesday
Workshop -1 room (classroom) 150 people (a.m. & p.m.)
1 room (lunch) 150 people
Board Meeting -1 room (conference style) 30 people (p.m.)
Board Dinner - 1 room 50 people (evening)
Committee's - 2 rooms (conference style) 15 people (p.m.)
B.Wednesday
Program - 2 rooms (classroom or theater)150 people (a.m. & p.m.
Spouses - 1 room 40 people (a.m. & p.m.)
Lunch - 1 room 250 people
C. Thursday
Early Bird Session - 1 room 150 people (a.m.)
Program - 2 rooms 150 people (a.m. & p.m.)
Spouses - 1 room 40 people (a.m. & p.m.)
Fun Night - 1 room 200 people (Evening)
D. Friday
Section Breakfast - 1 room 200 people (a.m.)
Program - 1 room 150 people (a.m.)
Board Meeting - 1 room 20 people (p.m.)
(conference
style)
3.4EXHIBIT SPACE AND FACILITIES REQUIREMENTS
A. 9,500 square feet (minimum)
B.Setup all day Tuesday (open exhibit hall in afternoon)
C.Exhibit Hall required from Tuesday a.m. until Thursday at 1:00 p.m.
D.Electrical requirements for booths.
E.Tables and skirts for each booth.
F.Public address system.
3.5LAYOUT
A.When choosing a site for the annual meeting it is important to consider the layout of the hotel. Specifically the location of the exhibit hall compared to the location of the meeting and luncheon rooms. Consolidation of these locations for the convenient transfer of attendee's from one location to another will greatly improve the success of the meeting.
3.6MEALS AND BREAKS
A.Tuesday
Workshop - Registration (coffee)
Lunch (100 people)
*Breaks (2) (a.m. and p.m.)
Board Dinner - 50 people (cash bar)
OR Board Reception for members - 200 people w/ cash bar
B. Wednesday
Continental Breakfast (exhibit Hall) 300 people
Spouse Continental Breakfast (40 people)
Lunch 250 people
Break P.M. 300 people
Meet and Greet (exhibit hall),
2 cash bars 300 people
C.Thursday
Spouse Continental Breakfast 40 people
Past Chair Breakfast
Hotel Restaurant 20 people
Break A.M. and P.M. 300 people
Box Lunch (exhibit hall) 400 people
Fun Night (buffet type food and
2 cash bars) 200 people
D.Friday
Section Breakfast 200 people
Board Lunch (same room as board
meeting cold cut buffet) 25 people
3.7 COSTS
A.The projected costs for the annual meeting should be compared to those of previous years annual meetings.
B.The projected costs should be compared to the Sections budget estimate for the conference.
C.The projected costs should be compared to various other hotels in order to obtain the best deal for the Section.
D.Price sheets should be obtained from all potential hotel candidates for the following:
a.food
b.rooms
c.meeting rooms
d.audio-visual equipment
E.Proposed cost estimates should be submitted to the Chair-Elect by the July board meeting approx 21 months prior to the conference.
3.8 SPECIAL FEATURES
A.Audio-visual equipment rental and availability (slide projector, screens, overhead projector, V.C.R. and T.V., etc...)
B.Identify any special contract requirements.
C.Identify any unique problems or special features (i.e., access to rooms and meeting rooms, parking).
4.NEGOTIATION OF CONTRACT
4.1 NUMBER OF HOTELS TO DEAL WITH
A.In order to identify the best deal for the Section, it will be important to obtain price quotations form ore than one hotel. However, should a reasonable cost be negotiated with a hotel which has hosted the annual meeting previously, and the Section had a favorable experience with the hotel and it's accommodations, time and effort may be greatly reduced and the potential success of the conference may be improved by returning the annual meeting to the previous hotel.
4.2ADDITIONAL POINTS OF CONCERN
A. Complimentary Rooms
a.1 suite (Section Chair and Director)
b.1 room night per every 50 room nights booked
B.Meetings Rooms - preferable free, however sliding scales have been negotiated in the past in conjunction with the number of room nights sold.
C.Loading and Unloading requirements for the exhibitors (union problems or requirements)
D.Security costs for exhibit hall.
E.Electrical service availability for exhibit hall.
F.Cancellation clause for the contract.
G.Reservation cards (free) for 25004000
mailings and promotional brochures for hotel accommodations.