Conference Planning Committees 2010

Eighth Annual – June 3-4, 2010

Last Updated 2/8/10

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 x 14, 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
Carrie Hobbs Guiden (615-248-5878 x 14, cguiden@thearctn.org)
Other members: All committee chairs and partner level sponsors

Meets regularly to plan conference and have 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 monthly Steering Committee meetings/conference calls will be held at The Arc of Tennessee Office at 1:00 pm the first Thursday of every month. The dial in number is 1-866-699-3239, ID 32531651.

The meeting dates are:
Oct 1	Feb 4
Nov 5	Mar 4
Dec 3	Apr 1
Jan 7	May 6
Dec 4

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

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: Pattie Hall (865-866-8668, phall@thearctn.org) and Frank Meeuwis (615-248-5878 x 23, fmeeuwis@thearctn.org)
Other members: Sharon Bottorff, Jenny Kimbrough, Stephen Pruitt

Determines sponsorship levels with approval of Executive Committee
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 are sponsoring

EXHIBIT COMMITTEE
Chair: Lori Israel (615-248-5878, ext. 22, lisrael@thearctn.org)
Other members: Scott Finney, Stephen Pruitt, 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 and sends thank you cards to exhibitors
Collects fees and information regarding exhibitor’s needs (electricity, internet, accessibility)
Communicates with exhibitors on their needs
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

LOCAL ARRANGEMENTS COMMITTEE
Chair: Peggy Cooper (615-248-5878 x 15, pcooper@thearctn.org)
Other members: Scott Finney, Courtney Jenkins-Atnip, 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, Exhibit and Respite Committee on hotel needs
Works with Event Sponsorship Committee on signage
Is available to hotel staff during the entire conference to troubleshoot problems

PROGRAM COMMITTEE
Co-chairs: Elizabeth Bishop (901-448-3127, ebishop@utmem.edu) and Lynnette Henderson (615-936-0448, lynnette.henderson@vanderbilt.edu)
Other members: Brandi Osborne (615-248-5878 x 11, bosborne@thearctn.org), Robin Atwood, Karen Bercot, Monica Causey, Diane Dietrich, Trish Farmer, Liz Fussell, Cindy Gardner, Dena Gassner, Todd Hash, Lorri Mabry, Karen Nelson, Steve Sparks

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
Chair: Kristin Byrd (615-248-5878 x 17, kbyrd@thearctn.org)
Other members: Katy Alexander, Robin Atwood, Donna DeStefano, Alicia Fitts, Carlene Leaper, Frank Meeuwis, Diane Schlaufman, Janet Shouse

Designs and distributes flyers, announcements
Works with registration/stipend committee on registration form design
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 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 all Tennessee legislators and commissioners

REGISTRATION and STIPENDS COMMITTEE
Chair: Shirley Shea (615-298-1080, shirleys@dlactn.org)
Other members: Katy Alexander, Kristin Buyrd, Peggy Cooper, Nicole Davidson, Carrie Hobbs Guiden, Lori Israel, Bob Leonard, Lori Mabry, Treva Maitland, Janet Shouse, 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 receipted, deposited, 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 and develops protocol for awarding stipends
Contacts various agencies for outreach to targeted groups

VOLUNTEER COMMITTEE
Chair: Shani Abell (615-248-5878 x 19, sabell@thearctn.org)
Other members: Brandi Osborne, Loria Richardson

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: Lanitta Joseph (615-399-3000 x 10, l.joseph@progress-inc.org)
Other members: Lori Israel, Holly Newingham

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