Conference Planning Committees

EXECUTIVE COMMITTEE
Carrie Hobbs Guiden (615-248-5878, cguiden@thearctn.org), Lisa Primm (615-298-1080, lisap@dlactn.org), Wanda Willis (615-253-5369, wanda.willis@tn.gov)

Serves as the decision-making team; directs the conference
Appoints committee chairs and members
Identifies funding sources and submits requests
Develops budget
Determines registration charges for participants and partner levels/benefits
Approves any convention changes
Approves all external correspondence

STEERING COMMITTEE
Chair: Carrie Hobbs Guiden (615-248-5878 x 14, cguiden@thearctn.org)
Other members: All committee chairs. Peggy Cooper (615-248-5878 x 15, pcooper@thearctn.org) maintains a master schedule of Steering Committee meetings and is the central repository and distributor for Steering Committee documents.

Meets regularly to plan conference and have committee progress reports
Identifies committee overlaps and possible gaps
Serves as communication tool for committees to interact with each other in coordinating the conference
Committee questions/answers/approvals
Troubleshoots any problems that may arise during conference
All regular monthly Steering Committee meetings/conference calls will be held at The Arc Tennessee Office at 10:00 am the second Wednesday of every month. The dial in number is 1-866-699-3239, ID 32531651. The regular meeting dates are:

August 8, 2012
September 12, 2012
October 10, 2012
November 14, 2012
December 12, 2012 (cancelled)
January 9, 2013
February 13, 2013
March 13, 2013
April 10, 2013
May 8, 2013

ACCESSIBILITY COMMITTEE
Chair: Kevin Wright (615-313-4821, Kevin.R.Wright@tn.gov)
Other members: JoEllen Fowler, Megan Hart, Lorri Mabry, Mark Montgomery, Eric Workman, Donna DeStefano, Avis Easley, Martha Lafferty, Shirley Shea, Susan Moss, Wanda Willis, Peggy Cooper

Works with Registration and Public Relations Committees on design of Accessibility section of Registration form
Works with Local Arrangements Committee on accessible set ups and special diets
Works with Program Committee on alternative formats of speaker handouts, etc.
Arranges for interpreters and alternative formats for conference
Contacts some registrants who need special accommodations for details of their needs
Arranges for technology worker for wheelchair repair, etc.
Arranges for accessible public transportation

EVENT SPONSORSHIP COMMITTEE
Chair: Frank Meeuwis (615-248-5878 x 23, fmeeuwis@thearctn.org)
Other members: Sharon Bottorff, Marlena Buford, Wanda Baker

Determines event sponsorship levels
Solicits cash donations for coffee break and meal event sponsorship
Solicits door prizes
Maintains database of donors contact information and amounts given
Gets logos from donors and supplies to Local Arrangements and Public Relations Committees for website and signage
Sends thank you letters to donors
Supplies Executive, Program and Local Arrangement Committees with list of donors, their logos, and events each are sponsoring

EXHIBIT COMMITTEE
Chair: Lori Israel (615-248-5878 x 22, lisrael@thearctn.org)
Other members: Scott Finney, Ned Solomon, Pat Edmiston, Peggy Cooper

Determines fee levels with help of Executive Committee and develops exhibit registration form
Develops mailing lists and email lists
Mails and emails out invitations
Collects fees and information regarding exhibitor’s needs (electricity, internet, accessibility)
Communicates with exhibitors on their needs
Makes exhibitor table signs and exhibitor nametags
Provides Public Relations Committee with list of exhibitors and their website addresses for the website
Designs list and map of exhibitors and presents to Program Committee for inclusion in Program Booklet
Advises Local Arrangements Committee of number of tables/booths needed, set up, electrical and internet needs
Supplies Local Arrangements Committee with head counts for meals
Advises Accessibility Committee of any exhibitor special needs
Has one person available throughout conference to troubleshoot exhibitor problems

LOCAL ARRANGEMENTS COMMITTEE
Chair: Peggy Cooper (615-248-5878 x 15, pcooper@thearctn.org)
Other members: Scott Finney, Joan Paterson-Hampton

Secures appropriate meeting space and negotiates costs
Writes contract
Works with hotel event manager on meals, special accommodations, set ups, etc.
Serves as liaison with hotel throughout planning and actual conference
Works with Program Committee to arrange pick up and delivery of speakers with hotel
Works with Program Committee on room set ups and A/V needs and signage
Works with Accessibility, Respite, Exhibit Committee on hotel needs
Is “on call” to hotel staff during the entire conference to troubleshoot problems

PROGRAM COMMITTEE
Co-chairs: Other Members:

Determines theme of
Sends out call for
Plans topics, schedules
Completes activities
Contacts and schedules
Collects and maintains
Advises Accessibility
Makes arrangements for
Designates rooms each
Designs and prints
Designs and prints
Sends thank you letters
Has one person
Makes arrangements and

PUBLIC Chair: Peggy Other members: /> Elizabeth Bishop (901-448-3127, ebishop@uthsc.edu), Lynnette Henderson (615-936-0448, lynnette.henderson@vanderbilt.edu)
Loria Richardson, Alicia Cone, Monica Causey, Trish Farmer, Liz Fussell, Dena Gassner, Sheila Odusote, Lorri Mabry, Pam Weston, Joey Ellis, Sarah Sampson, John Remillard, Lori Israel, Harry Guinocor, Ann Curl conference and tracks speakers times and number of breakout sessions/keynote sessions for continued education credits (CEUs) presenters, sends out speaker confirmations speaker information and A/V needs Committee of speakers with special needs presenters needs (travel, hotel, A/V) and communicates this to Local Arrangements Committee session will be held and identifies equipment needs and communicates this to Local Arrangements Committee Conference Booklet session evaluation forms and evaluations to presenters available throughout conference to troubleshoot presenter problems designs appropriate materials for continuing education credits and communicates this to Registration Committee for compilation of packets RELATIONS COMMITTEE
Cooper (615-248-5878 x 15, pcooper@thearctn.org)
Courtney Taylor, Francisca Guzman, Frank Meeuwis, Donna DeStefano, Alicia Fitts, Diane Schlaufman, Carrie Hobbs Guiden

Designs and distributes flyers, announcements
Works with registration/stipend committee on registration online design
Disseminates conference information to all participating agencies and large email groups
Schedules media coverage before, during and after event and prepares media kits
Prepares articles and press releases for conference as needed
Designs and distributes electronic notices
Communicates information to webmaster for MegaConference website
Broadens and builds dissemination list to include other groups such as clinicians, special educators, other states, and other southeast region associations
Sends special invitations to legislators and commissioners

REGISTRATION and STIPENDS COMMITTEE
Co-chairs: Lisa Primm(615-298-1080, lisap@dlactn.org); Francisca Guzman (615-298-1080, franciscag@dlactn.org)
Other members: Nicole Davidson, Carrie Hobbs Guiden, Lori Israel, Bob Leonard, Lorri Mabry, Wanda Willis, Frank Meeuwis

Design the registration/stipend form and obtain input from the Steering Committee for edits
Receives registration forms for conference and keeps list of registrants, the functions they plan to attend, and payment status
Arranges for money to be receipted, deposited, etc.
Sends confirmation to registrants
Determines stipend limits and develops protocol for awarding stipends, including sending notification of award and hotel reservation, when appropriate
Makes nametags for attendees
Schedules and “trains” workers for registration desk from list of volunteers received from Volunteer Committee

RESPITE COMMITTEE
Chair: Lanitta Joseph (615-399-3000 x10, l.joseph@progress-inc.org)

Designs respite care registration form
Collects respite forms and determines group division, if needed
Plans activities and schedules workers for room(s)
Secures toys, games, etc.
Communicates with parents about food and special needs
Contacts respite workers network for respite room workers

VOLUNTEER COMMITTEE
Chair: Loria Richardson (615-417-7522, lrichardson@thearctn.org)
Other members: Shani Abell

Secures volunteers and back-ups for registration desk, room facilitators, volunteer check-in desk, ticket takers and guest list checkers. Furnishes lists to Registration and Program Committees
Develops and posts volunteer schedule for the above areas that includes way for volunteers to sign in and out
Presents volunteers with gift or thank you card
Coordinates and works with Program Committee on room facilitator needs
Trains room facilitators on what is expected of them: introducing speakers, session evaluations, CEU responsibilities, etc.
Utilizes members of Program Committee to cover volunteer shortages so that every session has a room facilitator