Conference Planning Committees

6th Annual – May 28-30, 2008

Last Updated 9/26/07

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

STEERING COMMITTEE
Chair: Walter Rogers (615-248-5878, wrogers@thearctn.org)
Other members: All committee chairs and conference sponsors, benefactors, associates and supporters who wish to participate.

Serves as the decision-making team
Identifies funding sources and submits requests
Answers committee questions and approves any convention changes
Meets with committee chairs and conference partners through the Steering Committee
Has one member available throughout the conference to troubleshoot problems
Determines budget and amounts each category contributes
Determines registration charges for participants and advises Public Relations and Registration Committees
Directs and coordinates the entire conference
Determines sponsorship levels and benefits
Meets regularly to plan conference and have progress reports
All monthly Steering Committee meetings/conference calls will be held at The Arc of Tennessee Office at 1:00 pm. The dial in number is 1-888-272-7337, conference ID 7498873.

The dates are:
23-Aug	24-Jan
20-Sep	28-Feb
25-Oct	27-Mar
29-Nov	24-Apr
NO meeting in December	22-May

ACCESSIBILITY COMMITTEE
Co-Chair: Wanda Willis/JoEllen Fowler (615-532-6615, wanda.willis@state.tn.us, joellen.fowler@state.tn.us)
Other members: Jason McAlexander, Lorri Mabry, Peggy Cooper, Trish Farmer, Donna DeStefano, Les Hutchinson

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
Co-Chairs: Kristin Byrd (615-248-5878 x 17, kbyrd@thearctn.org) Frank Meeuwis (615-248-5878 x 23, fmeeuwis@thearctn.org)
Other members:

Determines 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 designs signage for events
Sends thank you cards to donors
Supplies Steering, Program and Local Arrangement Committees with list of donors, their logos, and events each re sponsoring

EXHIBIT COMMITTEE
Chair: Lori Israel (615-248-5878, ext. 22)
Other members: Peggy Cooper, Scott Finney, Walter Rogers

Determines fee levels and develops mailing lists
Mails out invitations
Collects fees and information regarding exhibitor’s needs (electricity, internet, accessibility)
Makes exhibitor table signs and exhibitor nametags
Designs list of exhibitors and map of exhibitors and presents to Steering Committee for inclusion in Program Booklet
Advises Local Arrangements Committee of number of tables/booths needed and electrical and internet needs
Advises Accessibility Committee of any exhibitor special needs
Has one person available throughout conference to troubleshoot exhibitor problems

HOSPITALITY COMMITTEE
Chair: Courtney Jenkins-Atnip (615-383-9442, courtney_j@tndisability.org)
Other members: Peggy Cooper, Nicole Davidson

Prepares goodie bags for participants, gets “freebies” for bags and door prizes
Secures band or deejay for Saturday night dance
Keep contributor/donor list and presents to Program Committee for inclusion in Program Booklet
Supplies hospitality suites with beverages, snacks and volunteers
Decides how suites are designed and times open
Makes signage for program booklet and hallways advertising hospitality suites

LOCAL ARRANGEMENTS COMMITTEE
Chair: Peggy Cooper (615-248-5878, pcooper@thearctn.org)
Other members: JoEllen Fowler, Darren Jernigan, Scott Finney, Walter Rogers

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 and Respite Committee on hotel needs
Works with Exhibit Committee on hotel needs

PROGRAM COMMITTEE
Chair: Steve Jacobs (615-248-5878, sjacobs@thearctn.org)
Other members:Robin Atwood, Elizabeth Bishop, Kristin Byrd, Suzanne Colsey, Trish Farmer, Kyle Hauth, Todd Hash, Les Hutchinson, Lori Israel (lisrael@thearctn.org), Laura Jernigan, Lorri Mabry, Sally Meyers, Michelle Morse, Karen Nelson, Luke Randall, Alena Sampson and Ned Solomon

Determines theme of conference and tracks
Sends out call for local speakers
Plans topics, schedules times and number of breakout sessions/keynote sessions
Completes activities for continued education credits (CEUs)
Contacts and schedules presenters, sends out speaker confirmations
Collects and maintains speaker information and A/V needs
Advises Accessibility Committee of speakers with special needs
Makes arrangements for presenters needs (travel, hotel, A/V) and communicates this to Local Arrangements Committee
Designates rooms each session will be held and identifies equipment needs and communicates this to Local Arrangements Committee
Makes name tags for speakers
Designs and prints Conference Booklet
Designs and prints session evaluation forms
Sends thank you notes to presenters
Has one person available throughout conference to troubleshoot presenter problems
Makes arrangements and designs appropriate materials for continuing education credits and communicates this to Registration Committee for compilation of packets

PUBLIC RELATIONS COMMITTEE
Co-Chairs: Katy Alexander (615-298-1080, katya@dlacinc.org), Peggy Cooper (615-248-878, pcooper@thearctn.org)
Other members:Trish Farmer, Courtney Evans Taylor, Holly Rossmaier, Sondra South, and Jean Smith

Designs and distributes flyers, announcements and registration brochure
Disseminates registration and accessibility forms to all participating agencies and large email groups
Schedules media coverage before, during and after event and prepares media kits
Prepares articles for conference as needed
Designs and distributes electronic notices
Maintains current information on 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 all Tennessee legislators and commissioners

REGISTRATION and STIPENDS COMMITTEE
Chair: Shirley Shea (615-298-1080, shirleys@dlacinc.org)
Other members: Katy Alexander, Leanne Boyce, Tonya Copeland, Nicole Davidson, Lori Israel, Lorri Mabry, Walter Rogers, and Wanda Willis

Works with Public Relations Committee on design of registration/stipend form and disseminates to Steering and all other Committees for further distribution
Receives registration forms for conference and keeps list of registrants and functions they have signed up and paid for
Arranges for money to be deposited and spent, receipted, etc.
Sends confirmation forms to registrants
Makes nametags for attendees denoting functions attending
Advises Accessibility Committee of attendees with special needs
Contacts Local Arrangements Committee with head counts for all food events
Schedules and “trains” workers for registration desk from list of volunteers received from Volunteer Committee
Determines stipend limits
Develops protocol for awarding stipends
Contacts various agencies for outreach to targeted groups

VOLUNTEER COMMITTEE
Chair: Holly Rossmaier (615-248-5878 x 21, hrossmaier@thearctn.org)
Other members:

Secures volunteers for registration desk, volunteer check-in desk, and furnishes list to Registration Committee
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 needs
Secures volunteers for room facilitators and furnishes list to Program Committee
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

RESPITE COMMITTEE
Co-Chairs: Mary Ann Schenk (423-267-0500, mschenk@thearctn.org) and Treva Maitland (731-559-4187, tmaitland@thearctn.org)
Other members:Jameka Evans, Lanitta Joseph, Progress Inc.

Designs respite care registration form
Collects respite forms and determines group division, if needed
Plans activities
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