Conference Planning Committees

Tenth Annual – May 31 - June 1, 2012

Last Updated 9/8/11

All committees are expected to meet regularly and every chair (or designee) is expected to report at each monthly Steering Committee meeting.

EXECUTIVE COMMITTEE
Carrie Hobbs Guiden (615-248-5878, cguiden@thearctn.org), Shirley Shea (615-298-1080, shirleys@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 minutes taken by JoEllen Fowler, Francisca Guzman and Lori Israel

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 1:00 pm the second Wednesday of every month. The dial in number is 1-866-699-3239, ID 32531651. The dates are:

August 10, 2011
September 14, 2011
October 12, 2011
November 9, 2011
December 14, 2011
January 11, 2012
February 8, 2012
March 14, 2012
April 11, 2012
May 9, 2012

ACCESSIBILITY COMMITTEE
Co-chairs: Wanda Willis (615-253-5369, wanda.willis@tn.gov) and JoEllen Fowler (615-253-5369, joellen.fowler@tn.gov)
Other members: Belinda Bruns, Dena Gassner, Megan Hart, Steve Jacobs, Lorri Mabry, Mark Montgomery, Eric Workman

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, Susan Jakoblew, Sarah Biskner, Amy Stockard, 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: Pattie Hall (865-806-8668, phall@thearctn.org)
Other members: Lori Israel, Scott Finney, Ned Solomon

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

Sends thank you letters

Has one person

Makes arrangements and

PUBLIC Chair: Trish 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, Lori Kissinger, Susan Jakoblew, 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

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

Chair: Shirley Shea (615-298-1080, shirleys@dlactn.org)

Other members

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:

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