Program Committee The objective of this committee is to coordinate the conference program. This involves scheduling of the various sessions and events. Once a conference schedule is defined decide how many sessions will be held and the topics of those sessions. Contact speakers for each session. Rely on professional sections, MALs, company representatives, and the Collegiate/Professional Leadership Team to help with speakers and interesting topics.

Some duties may include:

• Determine Conference Theme

• Select the speakers / topics

• Distribute forms to speakers to identify audio/visual (A/V) needs

• Make sure publicity committee has information on speakers names, titles, and company affiliations and abstracts of presentations

• Prepare detailed budget estimates (meals and thank you gifts for speakers)

• Finalize time schedule of sessions

• Make sure other committees are aware of final schedule

• Inform speakers of final schedule

• Decide who will sit at head table for meals if there is one

• Write thank you letters/acknowledgements to speakers

• Report actual cost to conference chairs

Arrangements CommitteeThis committee could be combined with the programs committee. This committee takes care of the small detail items of the conference that help make it a success.

Some duties may include:

• Receive A/V forms from speakers and make arrangements to meet requests

• Select facilities for all events and make the necessary reservations

• Select and arrange all meals

• Reserve block of rooms at conference hotel and ask for a reduced rate

• Prepare detailed budget estimates and supply to conference chairs

• Reconfirm A/V requirements with speakers

• Decide how meeting and session rooms will be set up

• Notify caterers and such of the final meal counts

• Bring extra A/V equipment, if able (extension cords, flip charts, markers, etc...)

• Report actual costs to conference chairs

Corporate Support Committee The function of this committee is to solicit and obtain corporate support for the conference. Corporate support takes many forms from financial donations to workshop speakers. There may already be a group of loyal corporate supporters that can help with the conference, but do not pass up the chance to attract new supports through this event. Contact the professional section or the MALs in the area for likely prospects. If there is not a professional section close by contact the Region C Collegiate Interest Representative or Region C Governor or Lt. Governor for help. If possible include a list of sponsorable items and their cost in the request to the companies. It also looks good to name major sponsors, who have already pledged their support. Here is a checklist of sponsorable necessities for those who do not want to give a check, but want to help in other ways.

- Career Fair Booth - Meals and refreshments

- Door Prizes - Workshop speakers

- Copying services - Postage

- Audio / Visual equipment - Conference packet goodies (pens, paper, etc...)

Be sure to thank all supporters by sending a note or gift of appreciation, the sooner the better. Also make any information disseminated as accurate as possible. If there are any changes in announced plans, be sure to let your sponsors know, especially changes in location or dates. Make sure the company knows what they are committing to. If they offer to sponsor a banquet, make sure they know approximately how much money is involved and how they are going to be recognized.

Some duties may include:

• Committee should request 10% seed money from the Region C Treasurer

• Contact previous corporate representatives asking for their support again

• Prepare letter of information to give to the corporations in mind (include contact info)

• Create corporate packet/brochure that can be passed out at prior career fairs and national conference

• Prepare detailed budget estimates (postage, reproduction, etc...)

• Send out letters to new possible corporations

• Send confirmation letters to corporations that agree to support the conference (include conference details, and request any info needed from them, such as number of people attending, if any, door prizes, company brochures to include in packet, etc...)

• Provide donating companies with invoices

• Make sure the program committee knows who the speakers are and how to contact them for A/V requirements, room sizes, presentation times, etc...)

• Submit actual costs to the conference chairs

Registration CommitteeThis committee has main contact with the collegiate and professional members attending the conference. It is their responsibility to make sure that the right information reaches the right people at the right time. Email is a great and inexpensive way to communicate as well as regular mail.

Some duties may include:

• Prepare registration application form/packet

• Prepare detailed budget estimates (postage, reproduction, name tags, etc...)

• Establish method or database to track registrants (name, address, phone numbers, etc...)

• Send a registration form/packet to each school (president address or school address). They can make copies for their members. Include a cover sheet with instructions. Send both hard copy and through email.

• Send a registration form/packet to each professional section.

• Send registration form/packet to SWE National Officers, Region C Governor or Lt. Governor, CIC chair, Region C Collegiate Interest Representative.

• Prepare itemized confirmation letters to be mailed (or emailed) to registrants.

• Prepare conference packets to be handed out at registration on the first day of the conference (program, name tag, maps, meal tickets, etc...)

• Enter registrants in to database

• Send out confirmation letters or emails and specific program information

• Notify program committee of final registration count

• Staff registration table at conference.

• Generate conference survey

• Report actual costs to conference chairs

Publicity Committee This committee can be combined with registration committee if need be. Publicity can have the ultimate impact on attendance at the conference. Make sure that all information disseminated is double-checked and verified for accuracy before release. Nothing gives a quicker impression of disorganization than a lot of retractions and incorrect information.

Some duties may include:

• Make sure to announce the conference in the region newsletter and also supply each collegiate, professional section and the MALs with an article or announcement for their newsletters.

• Contact the Region C Communications Chair about including information on the Region C website.

• If a school website is available then include information on there as well

• Prepare detailed budget estimates and supply to conference chairs

• Send an article to the school paper announcing the conference dates and events

• Contact local press (including school press) to ask for coverage of the conference

• Report actual costs to conference chairs

• Prepare article and photos on conference and send to Region C Newsletter Editor

• Work with Region C Collegiate Interest Representative, Region C Collegiate Representative, Region C Newsletter Editor and Region C Governor or Lt. Governor to disseminate information via email several times prior to the conference.