Standard Operating Procedures
for hosting an NCAE4-HA State Conference/Meeting
Following are a list of committees and responsibilities needed for hosting a State Annual Meeting and/or Winter Professional Meeting. This is a suggested committee listing and can be altered as needed by combining responsibilities.
EXECUTIVE COMMITTEE
- Contact State 4-H Program Leader to confirm meeting dates and avoid any conflicts.
- Determine the location of the meeting.
- Set conference committees and assign committee members.
- Serve as liaison to all committees.
- Conference chair serves on state annual conference committee.
- Receive budget requests from conference committees; determine overall conference budget and set registration fee based on:
- Meals, Entertainment, Printing, Speaker Gifts, Transportation, Hospitality, Decorations, Guest Meals, Guest Lodging, Favors, Program.
- Determine Conference theme and logo.
- Ensure the Annual Conference Committee completes the following:
- Secure speakers (keynote and workshop) and covering travel and fees for these individuals.
- Prepare the schedule for the meeting.
- Work with other committees for facility needs (Elections, Registration, Enrichment Fund Auction held on even years, PR&I share fair held on odd years, Programs share fair held on even years).
- Provide host/hostess for workshops.
- Ensure President-Elect completes the following tasks:
- Arranges the head table during meeting except for recognition banquet.
- Provide greeting and thought for the day.
- Prepare agenda for the meeting and send to host district.
- Remind the President to invite key Administration.
- Notify the host district of extra meals for guests and speakers.
- Emcee all meals.
- Invite and pay for Southern Region Director representative (registration and lodging).
MEALS
- Arrange and coordinate all meal functions with hotel.
- Plan meals, print meal tickets and set prices for individual meals in conjunction with the Executive committee.
- Provide extra tickets to be sold at the registration desk, if desired.
- Report meal count to the hotel staff, arrange to have meal tickets collected at each meal, supervise meal plans and service.
- Coordinate decorations with the decoration committee for all meal functions.
- Be considerate of special dietary needs of membership.
- Prepare budget and submit to Conference Chair.
PROGRAM DESIGN AND PRINTING
- Secure needed information from state Annual Conference Committee and planning committee chairs.
- Design and have printed conference programs and recognition banquet covers.
- Help design and print conference stationary and/or other promotional materials.
- Prepare posters for committee room assignments.
- Prepare welcome poster with logo.
- Consult with Recognition Committee as to design of cover for the recognition banquet.
- Prepare budget and submit to Conference Chair.
EVENING PROGRAM AND ENTERTAINMENT
Plan and secure all entertainment needed for the conference, including meal functions, free time, evening activities, recognition banquet and transportation to these events held off site.
Coordinate all plans with other committees.
Prepare budget and submit to conference chair.
DECORATIONS
Work closely with registration, meals, entertainment and hospitality committees to plan for needed decorations.
Secure decorations and have them in place at proper time.
Coordinate with recognition committee for recognition banquet head table and room including: centerpiece, boutonnieres, corsages, other flowers and decorations.
Prepare budget and submit to Conference Chair.
HOSPITALITY
Prepare and coordinate invitation at Winter Professional Meeting. Assign parts to other agents in the district.
Secure and distribute gifts for speakers and program session leaders.
Plan and conduct or coordinate all hospitality, social hours, coffee breaks, including campaign hospitality if appropriate.
Welcome conference participants upon arrival.
Make sure President-Elect has a list of all guests that should be introduced.
Coordinate with Executive Committee regarding policy for bringing in food and drink.
Secure room for hospitality.
Coordinate with Nominating Committee on the candidates breakfast.
Prepare budget and submit to Conference Chair.
REGISTRATION AND PUBLICITY
Prepare advance registration at least three months prior to the conference date.
Send out paper registration to all life members.
Coordinate with Webmaster to place registration information on the state association website.
Prepare information for Rapport and other publications as needed.
Receive advance registration materials and forward monies to District Treasurer.
Coordinate items to be included in the registration packet.
Secure nametags and other items needed for registration.
Set up and man the registration desk as needed.
Coordinate with Meals committee for sale of individual meal tickets, if needed.
Prepare receipts for registration packets.
Prepare budget and submit to Conference Chair.
SPONSOR/FINANCE
- Work closely with executive planning committee to assure sufficient sponsorship is secured to meet the budget.
- Contact or arrange for sponsors to be contacted for their support.
- Contact potential exhibitors, if desired.
- District treasurer will receive, record and disperse all conference monies and prepare itemized financial statement after the conference.
- Send 30% of profit from state meeting or $150.00, which ever is less, to the state treasurer.
OTHER ITEMS TO CONSIDER
- Door Prizes
- Road Signs
- Registration fees covered by the State Association:
- Recognition Committee Budget: Recognition banquet tickets for Dr. and Mrs. Proctor, Dr and Mrs. Blalock, Dr. and Mrs. Black, photographer, State 4-H Program Leader and guest.
- Annual Conference Committee Budget: Southern Regional Director (NAE4-HA), we cover lodging and registration. Meals and lodging for speakers, including administration in invited to speak. Meals for workshop presenters if applicable.
- Host District: Meals for local officials invited to bring welcome and greetings.
- Any association committee inviting special guests is responsible for covering those fees.
- Those attending from Extension Administration or the State 4-H Office will cover their own registration/meals expenses unless they have been invited to perform a specific task. Then the committee extending the invitation covers their fee.
View the NCAE4-HA Constitution
View the NCAE4HA By-Laws
View the NCAE4HA Policy Statements
View the NCAE4HA Committee
Descriptions
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turn to
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