AN ABSTRACT OF THE THESIS OF
Cameo M. Cheung for the degree of Honors Baccalaureate of Arts in Speech
Communication presented on May 11, 2011. Title: NACURH Adventures in Conference
Undertakings and a Resource Handbook
Abstract Approved: _______________________________________________________
Erik Larson
Each conference hosted by a NACURH, Inc. affiliated school publishes a
conference wrap-up report detailing the conference hosting process and the conference
itself. As a resource, these reports are intended for future conference staffs, to share the
lessons learned by the last conference staff. They contain pointers to and evaluations of
the process, and in qualitative analysis reveal common successes and opportunities for
improvement. In a deliverables-based analysis of thirty-one wrap-up reports from 20052010, spanning all eight regional affiliates of NACURH, Inc., one aspect of the
conference hosting process came up repeatedly, communication, and the need for every
participant in the conference process to be aware of the pertinent details of the
conference.
This analysis is followed by a guide to the conference hosting process. The guide
details the conference deliverables for a NACURH related regional conference: the
objectives of the positional chair, a timeline for accomplishing work projects, and other
things to consider in the planning process.
Key Words: conference, NACURH, project management, planning guide
Corresponding E-mail Address: cameomcheung@gmail.com
©Copyright by Cameo M. Cheung
May 11, 2011
All Rights Reserved
NACURH Adventures in Conference Undertakings and a Resource Handbook
A Qualitative Investigation and Analysis of NACURH, Inc. Regional Conferences
and
So You’re Hosting a Conference: A Conference Planning Guide
by
Cameo M. Cheung
A PROJECT
submitted to
Oregon State University
University Honors College
in partial fulfillment of
the requirements for the
degree of
Honors Baccalaureate of Arts in Speech Communication (Honors Scholar)
Presented May 11, 2011
Commencement June 2011
Honors Baccalaureate of Arts in Speech Communication project of Cameo M. Cheung
presented on May 11, 2011.
APPROVED:
Erik Larson, Co-Mentor, representing Business
Shelly Clark, Co-Mentor, representing NACURH, Inc. and Education
Zhaohui Wu, Committee Member, representing Business
Chair, Department of Management
Dean, University Honors College
I understand that my project will become part of the permanent collection of Oregon
State University, University Honors College. My signature below authorizes release of
my project to any reader upon request.
________________________________________________________________________
Cameo M. Cheung, Author
ACKNOWLEDGEMENTS
To my mentors …
Dr. Erik Larson, to you I owe the turning of a figment of my imagination into a corporeal
publication. Were it not for your straight-forward, common-sense approach to my
academic pursuit, I would still be rolling around in the grass.
To Shelly Clark, your support over the last four years has helped me to realize who I am,
who I want to be, and what I want to do.
To my advisors …
To LeeAnn Baker, the tears were worth it. I will be forever grateful for your guidance
and encouragement as I ran in every direction I could. I wouldn’t have found the right
one without you.
Louie Bottaro, the voice of reason and pragmatism in my head sounds just like you.
To my friends …
To Melissa Williams and Mike Mann, from day one, you’ve been behind me, supporting
me 100%. For always pushing me to do more and be more, I cannot thank you enough.
Your current and future students are lucky to have you.
Adam Bernot, the constant through this adventure. I can always call you, night or day, on
the verge of tears or with the best news ever. Without you, neither my thesis nor my
sanity would have been the same.
Erin Lee Miller, I am lucky enough to have shared this collegiate experience with you.
From start to finish, I know that nothing I have done or been these last four years would
have been the amazing experience it has been without you.
To my family …
Mom, you have always known me better than I, and for that I am forever grateful.
Daddy, I would have never been able to do or accomplish what I have without you to
catch me if I fell.
Thank you.
TABLE OF CONTENTS
A Qualitative Investigation and Analysis of NACURH, Inc. Regional Conferences .........1
Background ..................................................................................................................... 2
Introduction ..................................................................................................................... 5
Literature Review............................................................................................................ 8
Methods......................................................................................................................... 12
Data Analysis ................................................................................................................ 15
Research Findings ......................................................................................................... 16
Conclusion .................................................................................................................... 31
References ..................................................................................................................... 35
So You’re Hosting A Conference: A Conference Planning Guide....................................40
Conference Planning Timeline ..................................................................................... 43
Dining & Banquet ......................................................................................................... 46
Entertainment ................................................................................................................ 54
Facilities ........................................................................................................................ 60
Finance .......................................................................................................................... 67
Hospitality ..................................................................................................................... 74
Housing ......................................................................................................................... 78
Philanthropy .................................................................................................................. 84
Programming................................................................................................................. 88
Registration ................................................................................................................... 97
Safety & Security ........................................................................................................ 105
Spirit & Awards .......................................................................................................... 109
Sponsorship ................................................................................................................. 115
Technology ................................................................................................................. 120
Transportation ............................................................................................................. 126
Volunteer Management ............................................................................................... 132
A Qualitative Investigation and Analysis of NACURH, Inc.
Regional Conferences
Regional Conferences from 2005 to 2010
2
Background
The National Association of College and University Residence Halls, Inc.
(NACURH) is an international association dedicated to promoting student leadership,
involvement, and engagement in college and university residence halls. NACURH began
as the Midwest Dormitory Conference at Iowa State University in 1954, and has since
become the largest student-run organization in the world. NACURH is host to affiliated
member schools in the United States, Canada, Hong Kong, and Qatar, currently, and is
presently working with student leaders in Australia and South Africa to affiliate member
schools in those countries. Student leaders at affiliated member schools share ideas and
discuss pertinent issues to students living on college and university residence halls around
the world. In this effort, NACURH has published their vision statement, which states:
The National Association of College and University Residence Halls, Incorporated,
recognizes living on campus as an integral part of the college experience, and therefore
strives to be the organization of choice for residence hall leaders by providing
comprehensive opportunities and resources for college and university students seeking to
create the ultimate residence hall environment and experience (http://www.nacurh.org/).
This vision statement best defines the purpose of NACURH as an organization that
advocates and promotes positive experiences for on-campus residents at colleges and
universities. In addition, NACURH has published their mission statement, which defines
some of the ways that the organization supports and encourages student leadership:
NACURH is the leading national organization advocating for the interests and welfare of
residence hall students, while also providing opportunities for their personal growth and
development. It is an organization of students committed to developing leadership,
honoring diversity, recognizing achievement, promoting scholarship, as well as
stimulating engagement and involvement among students who reside in college and
university residence halls. Through regional and national programs and services,
NACURH provides leadership opportunities for students, shares residence hall
programming resources and best practices, and coordinates activities with appropriate
professional associations and business partners (http://www.nacurh.org/).
As well as providing opportunities and resources for students to make the most of their
on-campus college/university experience, NACURH also promotes leadership and
3
development in a variety of different ways. One of the ways that NACURH supports its
mission and vision is by involving students on every level of the organization. NACURH
is run for students and by students.
Student leaders are engaged in all levels of the organization, as the participants and
primary beneficiaries of the organization’s work. Delegates to conferences and the
audience for the resources that NACURH offers are all students. Each school’s
representatives in corporate and business meetings are all students. Members of the
Regional Boards of Directors are all students. Members of the National Board of
Directors are all students. And the National Executives are also all students. Each of these
levels of the organization are supported by staff advisors, but all business is conducted
and decided by students.
Within the organization overall, there are eight regions: the Central Atlantic
Affiliate of College and University Residence Halls (CAACURH), the Intermountain
Affiliate (IACURH), the Great Lakes Affiliate (GLACURH), the Midwest Affiliate
(MACURH), the Northeast Affiliate (NEACURH), the Pacific Affiliate (PACURH), the
South Atlantic Affiliate (SAACURH), and the Southwest Affiliate (SWACURH). Each
member school within the organization is affiliated with one of these regional affiliates.
Each member school has a National Communications Coordinator (NCC) that is
responsible for representing their host school within the organization. NCCs are then
overseen by and work with their respective regional board of directors (RBD). The
student officers who serve as members of the RBD are elected each year to represent and
conduct business on behalf of the region. While each region has a regional director and
regional finance officer, each region maintains its own regional organizational structure.
4
The regional director and regional finance officer from each RBD are members of
the National Board of Directors (NBD), which conducts and oversees all “national”
business, for the entire international organization and all its member schools. Working
with the NBD, there are four National Executives who manage “national” business,
oversee business on all levels of the organization, and represent the organization to its
partners. In addition, NACURH maintains two national offices: the National Information
Center (NIC) and the NACURH Services and Recognition Offices (NSRO). The NIC and
NSRO are hosted by a member school as selected by a bidding process for three-year
terms by the NBD, and each have a staff of student leaders who manage all the operations
for each office. These offices provide student leaders at affiliate schools with access to
resources provided by the organization, manage affiliations processes, and coordinate
merchandising and organization-wide communications. So, as well as providing
resources services to student leaders, NACURH provides its constituents with
opportunities to be involved in all levels of the ownership and operation of an
international organization.
One of the services that NACURH offers its member schools is the opportunity to
participate in regional and national leadership conferences. Each region of NACURH
hosts a regional leadership conference and a regional business conference. These
conferences “travel”; they are hosted by a different university every year. In order to host
a conference, a member school will submit a bid at the same conference a year before
they intend to host, and the NCCs from the member schools in the region vote on the best
candidate to host the conference. The regional leadership conference, held in the fall,
typically in November, is an opportunity for students to gather and present program ideas
5
and conduct organizational business. Later in the academic year, in February and March,
each region hosts another smaller conference. The purpose of this smaller conference is
for the student leaders at each school to congregate to discuss business and participate in
a more focused conference on the operations of NACURH and its affiliates.
Introduction
As a part of the association’s mission to promote student leadership, the conference
staff is composed entirely of students supported and advised by faculty and staff.
Regional and national NACURH policies define much of what needs to be planned by the
conference staff. Deliverables are defined and explained in these policies, so each
conference staff should be familiar, before bidding with the foundational expectations for
the conference. But because these conferences are hosted by different schools and thus
different students every year, the quality and structure of the conferences varies a great
deal year to year. This is due in part to varying degrees of experience with both the
association and with event coordination amongst the staffs and in part to the way
information is passed from one staff to another by the “Conference Wrap-Up Report”.
And while each conference is different from the last, elements of the planning process are
similar from conference to conference.
Each conference begins with the bid process, during which a school may choose to
present a bid to host a conference. A bidding school, in order to bid, must present a
written bid detailing their prospective plans to host a conference and a presentation of
what potential arrangements they could make for the conference if they were to be
awarded it. The bidding process is an opportunity for each school to better define the
6
conference they hope to host. The bid includes information about all aspects of the
conference and information on the preliminary planning completed by the conference
staff. During this stage, the “specifications of the [conference] are defined; [conference]
objectives are established; teams are formed; [and] major responsibilities are assigned”
(Gray and Larson, 2008, p. 7). The bid and the bid presentation serve as an overview of
the strategic management process the conference staff intents to follow (Gray and Larson,
2008, p. 22), and becomes the basis on which the NCCs determine which school will host
the best conference. So while the selection of a conference host institution is ultimately
decided by the NCCs, the bidding process may be viewed as the selection of a project by
the conference staff team.
After the conference is awarded, the conference staff may get to work solidifying
their plans and moving forward with the planning process, moving into the planning
stage. For the next year, until the conference, more complete “plans are developed to
determine what the [conference] will entail, … what quality level will be maintained, and
what the budget will be” (Gray and Larson, 2008, p. 7). During this stage of the process,
the conference staff, as they work together, negotiate their interpersonal interactions and
develop their own group dynamics. The conference chair and conference advisor are
integral to these negotiations and developments as they lead the conference staff team
through the planning process. In addition to developing socio-culturally, the conference
staff works to make and confirm the technical arrangements for the conference.
From the planning stage, which typically occurs in the months following the award
of the conference, the conference hosting process moves into the execution stage, which
occurs as the conference staff completes the tasks defined in the planning of the
7
conference in the months leading up to the conference (Gray and Larson, 2008, p. 8). The
deliverables defined in regional and national policy are broken down by the conference
staff into more particular tasks (Gray and Larson, 2008, p. 97), and as the conference
staff creates these plans and accomplishes each task, monthly progress updates are submit
to the RBD, who send their feedback to the conference staff. As plans are solidified and
tasks accomplished, the conference planning process moves into the execution stage,
which culminates with the actual conference.
After the conference, the conference staff has a couple months to complete and
submit a wrap-up report; the timeline varies by region. This final report is assembled by
the conference chair at the end of each conference and evaluates every component of the
conference from the initial planning stages through the feedback solicited and received by
the conference delegates. Presently, in order to glean information from previous
conference hosts for insight into the conference planning process, conference staffs must
wade through nearly three hundred page documents for any bit of information that might
be useful or at all applicable to a future conference. These months immediately following
the conference may be considered the delivery stage during which the conference staff
concludes the conference (Gray and Larson, 2008, p. 8), closing all finances and turning
over the conference hosting process to the next conference staff.
The following socio-technical analysis is based on self-evaluative reports created
after the close of each regional leadership and regional business conference. Some of the
reports surveyed did include evaluative information from conference participants, but not
all. Wrap-up reports detail, to varying degrees, the entire conference planning process,
from when the bid was awarded to the close and resolution of the conference.
8
Wrap-up reports may be used by a following conference staff to help them plan and
negotiate some of the hosting process. Included in most wrap-up reports is an evaluation
by each member of the conference staff of what went well and in what ways the
conference staff may have improved the conference or their hosting of it. In reading
multiple conference wrap-up reports, an understanding of some common strengths and
common challenges can be developed. The purpose of this analysis is to assess recent
regional conferences to identify and evaluate commonly noted successes (things done
well) and opportunities for improvement (things that made the conference planning
process difficult) in the regional conference planning process using project management
theories regarding the socio-technical dynamics of hosting a regional conference for
NACURH, Inc. and its affiliates.
Literature Review
Assessing Internal and Administrative Reports and Documents
The data for this qualitative investigation was collected from closing reports
spanning all eight regional affiliates of the organization and that cover a five-year period.
These reports are primarily internal administrative documents used only by succeeding
conferences for a year or two after the conference. “Administrative records are
collections of documents … which are used by organizations to record the development
and implementation of decisions and activities … [t]hey are typically large in number,
with high content rigidity and narrow content scope” (Hakim, 2000, p. 46). By nature,
internal documents are highly specialized to serve the purposes of the organization rather
than documentation for later review or research.
9
The information in these reports also often varies widely in quality and depth.
Since the original purpose of the documents is not necessarily recording information to
report, but for some other internal function, the data must be investigated and analyzed
with this in mind (Hakim, 2000, p. 51). The data in internal reports will likely not be as
comprehensive as data from reports and documents published for external purposes.
Given the nature of these documents, it was initially difficult to identify a method for
analysis.
Internal reports, because they have such specialized purposes then require a
research method specifically tailored to the data. The research method must be designed
as and after data is collected. First, “one obtains details of the contents and characteristics
of a set of records and then identifies the corresponding research model” (Hakim, 2000,
p. 48), rather than designing the research method and collecting data accordingly. The
reports from which data was collected for this investigation are all internal reports,
written for succeeding conferences rather than external publication and later reflection
and analysis.
Qualitative Research Methods
In order to qualitatively investigate and analyze the closing reports that comprised
the data for this research, a research method based on ethnographic research by Dell
Hymes, and the project management theory as described by Clifford F. Gray and Erik W.
Larson was developed. The method developed included a coding system based on the
task deliverables of each conference as a means of organizing the data for analysis.
10
Dell Hymes’s ethnography of speaking research established a method for
organizing and analyzing data collected from observations of communication events. In
his ethnography of communication theory, Dell Hymes describes several categories of
analysis that may be used to describe and decode a speech communities speech codes
(Hymes, 1972, p. 53). Having identified a distinct speech community, one that “share[s]
rules for the conduct and interpretation of speech” (Hymes, 1972, p. 54), a researcher
may use Hymes’s theory of the ethnography of communication to deconstruct the
communication activities of the identified community and develop and explicate the
speech codes that regulate the interactions of the group. The described speech code may
then be described using eight aspects of communication: the communication situation
(i.e. location, time, scene/context, etc.), the participants, the purposes or ends of the
communication, the communication acts/activities, the key (i.e. tone, mood, etc.), the
instrumentalities (e.g. the medium by which the participants communicate), the
communication norms and patterns, and the communication genre (Hymes, 1972, p. 6065). Since Hymes developed these categories, ethnographers of communication have
been able to use this theory to describe speech communities and develop theories about
how people interact and share information with one another. And a similar method of
coding was developed for this research.
The coding system developed for this research was a deliverables-based method
of coding based on project management theories. Project management begins with
defining a project and progresses in four stages. The first of these stages is the defining
stage during which the scope of the project is established. The life of the project then
progresses through the planning, executing, and delivery stages (Gray and Larson, 2008,
11
p. 7). In the first stage, defining the project, the expected and desired outcomes of the
project are articulated. This articulation is known as the scope of the project (Gray and
Larson, 2008, p. 92). The scope statement includes five elements: objective, deliverables,
milestones, technical requirements, and limits and exclusions.
Each of these facets of the project scope statement narrow the focus of the project
to the outcome is clearly defined for each individual involved in the project management
process, from conception to completion and review. The objective is a broad goal that
encompasses the desired outcome for the entire project. This objective is then defined as
a set of deliverables, which more narrowly describe what tasks and goals must be
accomplished in order for the project to succeed. Milestones are then identified as
accomplished tasks or points in time at which progress toward project completion will be
measured. The technical requirements are also defined as a closer description of the
conditions necessary for the project to reach a successful conclusion. And finally the
limits and exclusions of the project are stated to ensure that the project scope does not
expand beyond the original goal, which may compromise the original objective. The
scope statement is then reviewed to verify that the scope of the project aligns with the
project objectives (Gray and Larson, 2008, p. 92-93). The deliverables in particular serve
as a means for better defining individual work areas and elements of projects, which
promotes a systematic approach to achieving project goals.
Where the objective acknowledges the desired outcome of the entire project, the
deliverables defined as parts of the objective better describe the different tasks and subprojects that must be completed in order to meet the project objective. Deliverables are
task areas that can be broken down into sub-deliverables, or more specific task areas, and
12
work packages. Sub-deliverables and work packages may then be assigned and their
completion monitored as individual tasks are completed (Gray and Larson, 2008, p. 100).
For instance, “transportation for a conference” may be a deliverable. This deliverable
may be divided into sub-deliverables like “parking needs”, “transportation to the
conference from airports”, “directions to and around conference site”, etc. These subdeliverables can be further divided into work packages like “reserve/rent vehicles to for
airport shuttles”, “coordinate driving schedules for airport shuttles”, “create maps of
conference site that identifies conference facilities”, etc. These work breakdowns then
become the basis for organizing tasks and timelines toward project completion: work
packages that comprise sub-deliverables that comprise deliverables that comprise the
project objective.
This method of organizing tasks is reflected in NACURH policy and the policies
of its affiliates. These policies each include stipulations regarding what NACURH
conferences must include as elements of the conference. With these articulated
deliverables in policy (i.e. philanthropy, transportation, housing, etc.), every part of the
conference hosting process is divided into these sections. The bid is divided into
deliverable sections. Monthly conference updates are described by deliverables. And
conference wrap-up reports are organized according to major deliverables.
Methods
Regional conference wrap-up reports were collected from each of the eight
regions in NACURH covering a five year period. There was at least one report from each
region from between 2005-2010, but the thirty-one reports collected as data for this
13
research was heavily weighted by reports from NEACURH, PACURH, and SAACURH.
This was due in part to the fact that until recently there has been no standard for
collecting or maintaining records of past regional conferences, particularly regional
conferences. So the availability of reports was not consistent region to region. Recently,
at the 2011 Semi-Annual Business Meeting the NBD passed legislation mandating that
all conference wrap-up reports be submit to the NACURH Conference Resource
Consultant and the NIC upon completion. The reports that were made available were
collected and analyzed to find common successes and common opportunities for
improvement. However, a complete set of reports was not available for this analysis.
The challenges with having a limited number of reports were compounded by
inconsistencies with the many reports, from region to region and year to year and even
within individual reports. The reports collected varied widely in length, depth, and
comprehensiveness. So while there was some consistency with reports from a particular
region, the consistency between reports was restricted to the reports from one region. The
formatting from report to report was inconsistent, making establishing a systematic
pattern for analysis difficult. Many reports were written in parts by whichever individual
was most directly responsible for each deliverable, so while some reports had a section
for each deliverable, some reports had multiple deliverables in a section because a single
individual was responsible for multiple deliverables. Some reports asked the conference
staff member to evaluate the entire conference as well as their responsibilities; other
reports asked conference staff to focus only on their deliverables. There were also
inconsistencies with the evaluation of deliverables amongst the reports. Not all, or even
most, of the reports collected included the conference participant evaluation of the
14
conference. Of those that did, some reports incorporated data from conference
evaluations in addition to the conference staff’s evaluation of the process to evaluate each
deliverable, while others only included the conference staff’s opinion of how well things
went. In addition, there was little notable consistency of the conference staffs’
responsibilities. For some conference staffs, it seemed that the staff advisors did much of
the work and coordinated most of the arrangements, while the conference staff was
involved on a more participant level. But for other conference staffs, the staff advisor
served in a much more oversight-type capacity, reviewing contracts and ensuring that the
conference staff followed legal procedures and university regulations. This variation from
conference to conference was not surprising, but the lack of consistency amongst the
reports collected did make a systematic analysis of the collected reports as a body of data
difficult.
Another unanticipated challenge was the inconsistency within many of the
reports. Many reports were written in parts, by different individuals from the conference
staff as appropriate for who was most directly responsible for the deliverable under
discussion. For example, many reports included note of conference staff group dynamics,
from multiple members of the conference staff. And among the different sections of a
wrap-up report, there were sometimes inconsistent perspectives of how well the group
worked together. Some members of the conference staff may have felt that as a group,
they all worked together very well while other members of the conference staff described
difficult working relationships with their fellow conference staff members. Both the
positive and negative assessments within each report were noted in the data collection for
later analysis.
15
The data from these reports was collected by noting successes and opportunities
for improvement in common phrasing, and each note was then coded and analyzed by
deliverable. Data on successes and opportunities for improvement were noted from each
report. For the purposes of this research, no distinction was made between successes and
opportunities for improvement from conference staff versus conference participant
feedback. Then collected data was coded into sixteen deliverable categories: general
(communication, conference staff group dynamics), food (dining/banquet), entertainment,
facilities, finances, housing, hospitality, philanthropy, programming, registration,
safety/security, spirit, sponsorship, technology, transportation, and volunteers. These
categories were derived from NACURH’s national policy regarding conferences and the
deliverables outlined in that policy.
Data Analysis
The data was collected and noted as a successor an opportunity for improvement.
A success was a task or deliverable that was done well and received positive reflections.
An opportunity for improvement was noted as one that the conference would have
benefited from being completed either more efficiently or better. Then collected data of
noted successes and noted opportunities for improvement was coded by deliverable, as it
best fit into one of sixteen deliverable categories. Successes and opportunities were then
categorized as very common, somewhat common, and not at all common. From the data
set of thirty-one reports, any success or opportunity that occurred in fifteen or more or
(approximately half) of the reports was considered very common. Success and
opportunities that occurred in ten to fourteen (approximately one third to one half) reports
16
was considered somewhat common. The rest, success and opportunities mentioned fewer
than ten times, were considered not common.
The focus of the analysis was on the successes and opportunities that could be
identified as very common from conference to conference. So while the somewhat
common success and opportunities for improvement bear mention, they were not the
focus of the analysis.
Research Findings
Using the deliverables-based codes used to analyze the data from each report, this
research revealed that there were eighteen common successes, both very common areas
of success and somewhat common areas of success. From the data collected, the thirtyone reports seven dynamics of the conference planning process were noted as very
common successes: communication with delegates (before and during the conference),
communication amongst the conference staff, facilities quality, check-in process (at
conference), getting sponsorship, volunteer recruitment, and volunteer management
during the conference. There were also eleven somewhat common successes: conference
staff morale/group dynamics, planning process (how the conference was planned and led
by conference chair/advisor), division of labor amongst conference staff, communication
with vendors, accommodation of dietary needs, dining quality, entertainment quality,
availability and communication regarding invoices for conference (from conference to
conference participants), housing assignments, program evaluations, transportation
to/from conference, and transportation during conference.
17
There were also eighteen common opportunities for improvement, noted as very
common opportunities and somewhat common opportunities. There were six noted very
common opportunities for improvement: communication with delegates, communication
amongst conference staff, communication with vendors, housing assignments,
registration (for the conference), and the website. Then there were twelve somewhat
common opportunities for improvement: conference staff familiarity with NACURH, Inc.
organization, conference staff recruitment and retention, timeliness of responses (from
conference staff to delegates), communication with host university/navigation of
university systems, pre-conference preparation of events and activities, communication
with RBD/NACURH, availability of technology as needed, program selection, getting
sponsorship, transportation during conference, volunteer recruitment, and volunteer
management. Interestingly, there is some overlap in areas that were considered successes
and opportunities, and this is due in part to differing perspectives within each report as
well as differences amongst the reports.
Communication with Delegates
One aspect of conferencing that came up as a very common success and a very
common opportunity for improvement was of communication with delegates. This code
was used to note comments from conference staff and/or conference participants about
how well the conference staff shared information to address/preempt and respond to
conference participants needs and concerns before and during the conference.
As a success, good communication between conference staff was noted by
comments mostly from conference participant evaluations that were sometimes included
18
in wrap-up reports. “Communication pre-conference was exceptional” (MACURH No
Frills 2009). And while communication with delegates may have been excellent, even
within the same report, there are mentions of challenges with communicating with
conference participants. “We … created Gmail accounts for each conference staff
member … [but] [i]t was … challenging (for [some] at least) to remember to check a
secondary email account, and as such [some members of the conference staff] often went
weeks without responding to people” (MACURH Regionals 2009). This noted lack of
communication from conference staff to delegates was echoed in another conference.
“Having the website down the week prior to arrival was challenging … having 1 packet
of info per school is ridiculous … Also, campus maps lacked vital information (street
signs, building names, etc) and made getting around frustrating” (SWACURH No Frills
2010). In this instance, the conference staff’s communication with delegates during the
conference was also an issue. So while some conferences did an “exceptional” job at
connecting with delegates, other conference staffs were less conscientious about ensuring
that information lines were open with conference participants.
According to the data collected, there were fifteen conferences in which
communication with delegates by the conference staff was noted as a success, and
twenty-three conferences where it was noted as an opportunity for improvement.
Although, there is some overlap, with conferences reporting that communication with
delegates was considered both a success and an opportunity for improvement, the data
does seem to indicate that it is an area in which more conferences than not could have
improved on. This was also true about the communication amongst the conference staff
with one another.
19
Communication Amongst the Conference Staff
Communication amongst the conference staff was another very common success
as well as a very common opportunity for improvement. The code “communication
amongst conference staff” was used to note comments, particularly from sections of
wrap-up reports written by conference staff, regarding how well information was shared
amongst conference staff. Some staffs reported that they worked together very well and
information was communicated between conference staff members completely,
appropriately, and promptly. “Communication was not a major issue,” reported one
conference staff; “one just needs to keep in contact with everyone so they know what is
going on even if nothing major has changed” (SWACURH Regionals 2006). In this
conference, it seems that conference staff members determined that regular
communication was important to their functioning.
These communication successes were balanced by notes of how communication
amongst conference staff could have been improved. In some reports, glowing reports of
success were belied by less positive comments about communication challenges amongst
staff members. At one conference, one staff member reported that “[the co-chairs] were
both stellar at communicating what was going on and what needed to be done. They were
both so honest with everything and that helped us as a whole plan what needed to be
done” (NEACURH Regionals 2008). But later sections of the same report told a different
story. “[M]y co-advisor and I made several decisions without conferring first with our cochairs … [and] [o]nce the school year started again, the co-chairs experiences some of
their own communication issues and a few weeks before the conference, realized that
they weren’t on the same page” (NEACURH Regionals 2008). So while some members
20
of the conference staff reported that communication amongst staff went well, others
reported that there were many challenges with regard to inter-staff communication that
could have been improved. Even with in a report, there were inconsistencies in
individuals’ perceptions of how well things went. And this overlap was not isolated to the
one conference. Of the thirty-one reports, eighteen reports reported that communication
amongst the staff was a success and eighteen reported that it was an opportunity for
improvement.
While the data indicates that many conferences succeeded with their inter-staff
communication, an equal number of reports noted that it was an area for improvement. In
fact, communication in general seems to have been an area in which the conference staff
and/or conference participants noted both success and opportunities for improvement.
Communication with Vendors
Communication with vendors was also an area of success and opportunity for
improvement. The code “communication with vendors” was used to note comments
regarding the sharing of information with vendors from the conference staff and
regarding the sharing of information from vendors with the conference staff. And overall
communication with vendors was a very common opportunity for improvement, but it
was also a somewhat common success.
While twenty-one of the reports hade notes pertaining to challenges in
communicating with vendors and about how it may have been improved, thirteen reports
did note success in this area. Some conference staffs established regular communication
patterns with vendors, like the housing accommodations that were reserved. “[The
21
housing chair] had a contact at both hotels that [they] worked with. Once [the conference
staff] won the bid [the chair] talked to [the hotels] weekly … After [the conference staff
and the hotels] had the contracts written, [the chair] checked in with both hotels once
every two weeks” (MACURH Regionals 2009). As a result of this regular
communication, the conference staff was able to work with their housing accommodation
vendors to make adjustments as needed. This may not have been possible, had the staff
not been so proactive about contacting their vendors. However, good communication
with vendors was not the norm for every conference.
Other conference wrap-up reports note that “[t]he biggest issues [the conference
staff] had were with communication” (SWACURH Regionals 2006). In this conference
report, the conference staff details several issues they had with communicating with the
hotel that they book for the conference and the challenges that arose when information
was not shared with all the parties as needed. The communication challenges experienced
by the conference staff were then passed on to the conference participants who also
experienced challenges with the vendor.
While it was somewhat common for conference staffs to have good, strong
communication with their vendors, it was more common for conference staffs to see
communication with their vendors as an opportunity for improvement. This was also the
case with the housing assignments.
Housing Assignments
Housing assignments was another very common opportunity for improvement that
was also a somewhat common success. The “housing assignments” code was used to
22
identify tow different kinds of notes and comments in wrap-up reports. First it was used
to note comments regarding the satisfaction of conference participants with their housing
assignments during each conference. Then it was used to note those from conference staff
regarding challenges with making the housing assignments to conference participants’
satisfaction. Some comments were positive: “[h]ousing only had to fix one problem due
to illness. Other than [the housing committee] is proud to report on a successful
conference” (PACURH No Frills 2008). Later in the report are details regarding how the
conference staff adjusted their rosters so an attending school could bring a replacement
for a delegate that had become very ill just before the conference. And the success of this
conference with assigning housing accommodations was somewhat common. For the
purposes of this research, only explicitly positive comments were noted, but there were
comments that were somewhat ambiguous that were not designated as positive or
negative reflections indicating success or opportunities for improvement. “[W]e assigned
rooms based on [conference participants’] desired roommates and their other request[s]
… Although … the uneven number of advisors and different special requests did not
allow us to fulfill [all of our housing objectives]” (SAACURH Regionals 2006). There
was no feedback anywhere else in the report to indicate that there were any problems
with the housing arrangements made by the conference staff. But since the comment
made by the housing chair in their report was neither explicitly positive nor negative, it
was recorded as neither.
There were some comments that indicated that housing assignments were an
opportunity for improvement for the conference. Per the thirty-one reports surveyed, it
was more common for there to be trouble with housing assignments. “[T]here were a few
23
problems with advisors not wanting to stay with their students” (NEACURH Regionals
2008). This issue of student delegates and advisors being placed together was not isolated
to this conference. The mention of the problem in this case was echoed later in the
conference evaluation feedback of several other reports in addition to this one. And often
the feedback on the issue was negative. In the evaluation feedback, some advisors or
students mentioned that their school’s policy forbids students and advisors to share
accommodations. When these issues were mentioned, they were categorized as
opportunities for improvement. There were other issues with housing assignments, and in
sixteen reports, issues with housing assignments were noted as opportunities for
improvement. Meanwhile, only ten reports noted success in this area.
Overall, housing assignments was a somewhat common success, but overall they
were a very common opportunity for improvement. But there were other areas of the
conference hosting process in which conference staffs reported considerably more
success than need for improvement.
Volunteer Recruitment
Volunteer recruitment was one area noted as a very common success, but also was
reportedly a somewhat common opportunity for improvement. The “volunteer
recruitment” code was used to note comments or notes in the wrap-up reports that
indicated success or opportunities for improvement in the area of recruiting volunteers to
help with the weekend of the conference.
Overall, seventeen conferences reported that they had success with recruiting
volunteers for the conference. Some were very explicit in their comments: “we had a ton
24
of volunteers” (NEACURH Minis 2008), indicating that there was quite a bit of success
in recruiting volunteers. Others were more subtle: “[before the conference the]
conference co-chairs … presented about the conference and handed out interest cards …
Making [potential volunteers] aware of the volunteer opportunities was extremely
helpful” (SAACURH Regionals 2008) and later comments about the breakdown of
volunteer assignments was further indication of their success. Many conferences
indicated that plenty of volunteers the weekend of the conference to help as needed,
seventeen overall.
Still there were eleven conferences that noted trouble recruiting enough help for
their conference weekend, making volunteer recruitment a somewhat common
opportunity for improvement. “[W]e had no volunteers [so] some of the conference staff
took time out of their schedules to help … Trying to find volunteers was a very
frustrating process … Very few people could (or wanted to) commit to spending a few
hours of time that weekend” (SAACURH Regionals 2005). So not all conferences
succeeded in recruiting volunteers to help at the conference, and experienced a lot of
trouble with their efforts. However, overall the volunteer recruitment processes of most
conferences seem to have gone well. So while volunteer recruitment efforts was a
somewhat common opportunity for improvement it was a very common area of success.
Volunteer Management
Like volunteer recruitment, volunteer management was noted as a very common
success, but also a somewhat common opportunity for improvement. The code “volunteer
25
management” was used to note comments and notes pertaining to how well the
conference staff organized and oversaw the volunteers helping with the conference.
While overall the conference staff experienced a lot of success with regards to
volunteer management during the conference, it was somewhat common for volunteer
management to be reported as an opportunity for improvement. “That first night there …
was [a] slight miscommunication between the volunteer chair and the conference chairs
about where the volunteers should be” (NEACURH Regionals 2008). While this
indicates that volunteer management could have been improved, this comment also
reflects on the communication amongst the conference staff. In fact, many of the
comments about any need for improvement with volunteer management came down to
miscommunications between members of the conference staff regarding volunteer needs.
While some conferences struggled with managing their volunteers, many of
reports indicated success in that area. At the MACURH regionals in 2009, the conference
staff established a system of volunteer management that employed walkie-talkies to keep
in touch with volunteers. “[The walkie-talkies] came in very helpful for the weekend …
Volunteer Headquarters was our central location … so that staff and volunteers knew
where they could [find staff and receive instructions]” (MACURH Regionals 2009). By
having systems in place, and communicating those systems to volunteers, the conference
staff was able to manage their volunteers to ensure that there was help where it was
needed. This level of coordination and successful volunteer management was noted in
seventeen different reports.
26
Eleven reports reported challenges with volunteer management, qualifying this
area as a somewhat common area for improvement. But overall volunteer management
was to be a very common area of success.
Getting Sponsorship
Like volunteer recruitment and volunteer management, getting sponsorship was
an area of very common success, but also noted as a somewhat common opportunity for
improvement. The “getting sponsorship” code was used to denote comments regarding
the level of sponsorship relative to the amount of effort expended by the conference staff
to seek out sponsorship. This category was more difficult to assess than others. Many
conference staffs reported success in getting sponsorship, but expressed a desire for more
sponsorship than was received. Ideally, a conference would be completely sponsored, but
the likelihood of that occurrence is extremely unlikely. Instead, conference staffs reported
how they felt about the sponsorship they received. The subjectivity of the data made an
objective analysis of the data more difficult than it was with other areas of the conference
planning process. The actual level of success or failure regarding how much sponsorship
was actually received varied widely by conference, but reports of how well the
conference staff did in getting sponsorship seemed mostly successful.
Ten conference staffs did report challenges in getting sponsorship. “[The
conference staff] sent letters to a myriad of [potential] vendors … but overall, corporate
sponsorship was quite lacking” (SAACURH No Frills 2008). The report goes on to detail
in which potential sponsors were contacted and the results, or rather lack thereof.
Nevertheless, other conferences reported considerable success in garnering sponsorship.
27
“We were given an array of discounts and items for the SAACURH 2008 Conference”
(SAACURH Regionals 2008). The report describes the process set up by the conference
staff to look for sponsorship as well as how sponsors were recognized for their
contributions. So while it was somewhat common for conference staffs to see a need for
improvement in the level of sponsorship they received for the conference, more
conference staffs were successful in seeking support in the form of goods and/or services
from outside sources.
In total, there were sixteen wrap-up reports that reported success in getting
sponsorships for their conferences, and only ten that reported sponsorship as an
opportunity for improvement. And while several of the very common successes, like
getting sponsorship, and opportunities for improvement were also somewhat common of
the reverse, there were some areas of the conference planning process that were noted as
only one or the other.
There were some successes and opportunities for improvement that were noted as
strictly areas of success or opportunities for improvement. Very common successes that
were not also common opportunities for improvement were facilities quality and the
check-in processes. Very common opportunities for improvement were the registration
processes and the conference websites. Each of these was noted as a very common
success or a very common opportunity for improvement only.
28
Facilities Quality
There were only two noted very common areas of success, that were not also noted
as a common opportunity for improvement, one of which was the quality of the facilities.
“Facilities quality” was the code used to note comments in the wrap-up reports about the
quality of the spaces used for the conference. Most of these comments came from the
comments in conference evaluations from conference participants. “Everything was close
which was great. I thought it was a good choice of facilities” (PACURH No Frills 2007).
The conference participants’ pleasure with the conference facilities was one indicator of
satisfaction and success with the facilities used. In other reports the conference staff, in
their wrap-up report sections were able to comment on the facilities used. “The venue
was a nice location … The space worked extremely well, and the conference was not
crowded” (SAACURH No Frills 2007). The facilities for some conferences were
adequate and served the needs of the conferences quite well. And overall, fifteen
conferences noted success with the facilities quality, either from conference participant
feedback or from the perspective of the chair responsible for facilities.
Check-In Process
Another very common success, that was not also a common opportunity for
improvement, was the check-in processes for conferences. The code “check-in” was used
to refer to comments regarding the processes and systems for notifying the conference
staff of conference participants’ arrival at and for the conference. Typically, conference
participants are asked to check-in for the conference with the conference staff as well as
with the housing accommodation, if separate, upon their arrival for the conference. Like
29
the reflections of the facilities quality, much of the data regarding check-in came from
participant feed back. “Check-in was relatively easy, and the staff was willing to help
answer questions that we had” (CAACURH Regionals 2009). Check-in is the first order
of business for conference participants upon arrival at the conference host site, and
typically where the first impression of the actual conference is made. Success in hosting
the check-in processes was very common, with eighteen of the wrap-up reports reported
success in this area.
Registration
And while check-in for regional conferences seems to have generally gone well,
the registration processes for those conferences seems to be an opportunity for future
conferences to improve upon. The “registration” code was used to identify comments
regarding the submission of delegate and advisor information regarding their attendance.
This process typically takes place online, with conference participants submitting online
forms with their relevant personal information. The registration information is crucial to
the success of a conference, as it is from the registration data that the conference staff
makes final confirmations regarding all their arrangements: housing, dining, facilities
(capacity), etc. In spite of the crucial nature of this area of the conference planning
process, twenty-one different reports reported problems with the registration of
conference participants. “After registration had closed, there were still schools that had
wrong/missing information, gender changes, and new people” (GLACURH No Frills
2009). So while most registrations for conferences have moved to electronic submission
forms, there are still issues that must be sorted out afterward, either because incorrect
30
information is submitted or as a result of changes to the information originally submit.
Overall, twenty-one reports that noted registration challenges indicate that registration is
a very common opportunity for improvement.
Conference Website
In addition to the comments regarding the registration processes, as conferences
have moved to registering conference participants online, there seems to have been
challenges with the conferences’ websites. Comments regarding the online presence of
the conference and the information available from conference websites were coded as
“website” success or opportunities for improvement. The conference website has become
the primary source of information for conferences, and typically conferences will create a
separate website from the regional website for their conference. In addition to the
technical tasks that must be accomplished for a working website to be posted online,
there were noted opportunities for improvement regarding the information online. “[The
conference] website was lacking a bit of information, including: [p]acking list, what to
expect as new advisor/delegate, dress code, Ashland area highlights” (PACURH
Regionals 2010). And in addition to not having enough information, some conference
participants reported not being able to access the website at all. “[T]he website down the
week prior to arrival was challenging” (SWACURH No Frills 2010). In total fifteen
conferences noted that their website was an opportunity for improvement.
The findings of this research indicate that communication was often both
successful and an opportunity for improvement for many conferences. Communication
31
with delegates and communication amongst conference staff was identified as both a very
common success and very common opportunity for improvement. And while there was
some overlap in conference reports noting both success and challenges with
communication, the mention of communication indicates its importance to the success of
a conference. This held true for other areas of the conference hosting process that were
reportedly very common successes but also somewhat common opportunities for
improvement. Communication with vendors, volunteer recruitment, volunteer
management, and getting sponsorship, overall were very common areas success, but also
somewhat common opportunities for improvement. In only four categories were their
either very common experiences of success or very common opportunities for
improvement. Both facilities quality and check-in were very common areas of success,
and both registration and the conference website were very common areas in which there
were opportunities for improvement. Of these findings, only one consistent theme can be
identified: good communication, information being shared with all appropriate parties, is
integral to the success of a conference.
Conclusion
The findings of this research are largely inconclusive, regarding common
processes or areas of success or opportunities for improvement. There were several sociotechnical elements of the conference that were noted as common successes and common
opportunities for improvement. And because these elements were noted as both successes
and opportunities for improvement, it was difficult to identify them as a general success
or general area in need of improvement. The small sample size, as well as the variability
32
of these conferences given the scope of the data, made identifying any consistent themes,
either successes or opportunities, beyond the scope of this study.
While the findings indicate a few consistent successes and a few consistent
opportunities for improvement amongst the conferences surveyed, they are material.
Solely very common successes or very common opportunities for improvement are likely
the result of the temporary and transient nature of the conferences and the likewise
temporary and inexperienced nature of the conference staffs, given the nature of the
organization. In addition, given the reflective nature of these reports, it seems that more
problems were reported in the wrap-up reports than success. If something went will, it
often received, at most, a passing mention, while problems were detailed and explicated.
There seems to be only one consistent theme amongst the reflections in the thirtyone reports surveyed: good communication makes the conference hosting process
smoother. The idea of communication, in this case, refers to the process of exchanging
and negotiating the meaning of information between two parties. The communication
process begins with a message, sent from one party to another. This message contains
information designed by the sender to create a common understanding of the information
by the receiver. The receiver receives this message and interprets the information,
creating their own understanding of the information shared. The receiver then responds
by creating their own message, becoming a sender in their own right. This exchange of
information constitutes the negotiation of meaning between two parties is communication
(Griffin, 2009, pp. 6-11). That is not to say that communication is simple. The design of
messages, transmission of messages (i.e. the medium by which they are transmitted), the
receipt and interpretation of messages, as well as the return message, all occur almost
33
simultaneously as communicators negotiate substantial, relational, and procedural
information. Successful communication occurs when both communicating parties reach a
common understanding of each others’ messages. This idea of communication as the
negotiation of a common understanding of relevant information seems to be at the crux of
both noted successes and noted opportunities for improvement from the conference wrapup reports in this study.
The evaluative feedback regarding the three areas of communication –
communication with delegates, communication amongst conference staff, and
communication with vendors – all indicated, whether positive or negative, that good
communication, in which all parties were on the same page, was important to building
relationships as they worked together on the conference and to the conferences’ success.
Good communication with delegates to prepare them for the conference and share with
them everything they need to know about the weekend ahead is crucial to a positive
experience on their part. Good communication amongst conference staff ensures that the
planning and arrangements for the conference go smoothly and there are minimal gaps
and overlaps. And good communication with vendors is important to establish
relationships with them as contracts are drawn and signed as well as to establish good,
future working relationships. These areas explicitly noted the importance of
communication, but it was also clear from the other findings of this research that
communication is important to all areas of the conference hosting process.
The other areas assessed as very common successes or challenges – volunteer
recruitment, volunteer management, getting sponsorship, facilities quality, check-in,
registration, and the conference website – were also areas that had to do largely with
34
communication. Volunteer recruitment efforts often noted how volunteers were recruited
and how information about the conference was communicated to them. Volunteer
management comments often followed or preceded information about how the
conference staff made sure that volunteers had a clear understanding of expectations and
needs of the conference. Then the receipt of sponsorship by the conference had much to
do with the contact made by the conference staff and information regarding the
conference the staff was able to share with potential sponsors. Check-in, registration, and
the conference website were each areas then that had to with how the conference staff
communicated with conference participants before the conference began and how
delegates communicated information to the conference staff. The only area of very
common success or challenge that was not closely related to communication was the
success that many conferences had with the quality of their facilities. All the rest are
directly impacted or directly impact the communication about and around the conference
hosting process.
This conclusion may be supported by a more extensive analysis of conference
wrap-up reports. The reports reveal a great deal about the conference staff’s thoughts on
the conference hosting process and, in some cases, the participants reflections of the
event. However, due to constraints of time and availability, the sample size of this
research was too small to adequately assess what success and opportunities for
improvement exist amongst regional conferences. The only conclusion that may be drawn
from this research is that good, solid communication is an integral socio-technical aspect
of the conference hosting process for regional conference hosted by NACURH affiliates.
35
References
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Related Conference.” NACURH, 2010. PDF.
Coleman, J. K. & Dunkel, N. W. 50 Years of Residence Hall Leadership: NACURH, Inc.
National Association of College and University Residence Halls, 2004. Print.
Dunkel, N. W., Spencer, C. L. & Associates. Advice for Advisers: The Development of A
residence Hall Association. Columbus, OH: Association of College and
University Housing Officers – International, 1998. Print.
Gray, C. F. & Larson, E. W. Project Management: the Managerial Process. Boston:
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Griffin, E. A First Look at Communication Theory, 7th ed. Boston: McGraw-Hill, 2009.
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Hymes, (Eds.), New York: Holt, Rinehart, and Winston, 1972, pp. 52-71.
CAACURH 2009 Regional Conference Wrap-Up Report. Pittsburgh, PA: University of
Pittsburg, 2009. PDF.
GLACURH 2009 No Frills Conference Wrap-Up Report. Edwardsville, IL: Southern
Illinois University Edwardsville, 2009. PDF.
36
GLACURH 2010 No Frills Conference Wrap-Up Report. Green Bay, WI: University of
Wisconsin – Green Bay, 2010. PDF.
IACURH 2007 No Frills Conference Wrap-Up Report. Logan, UT: Utah State
University, 2007. PDF.
MACURH 2006 Regional Conference Wrap-Up Report. Brookings, SD: South Dakota
State University, 2006. PDF.
MACURH 2009 No Frills Conference Wrap-Up Report. Duluth, MN: College of St.
Scholastica, 2009. PDF.
MACURH 2009 Regional Conference Wrap-Up Report. Mankato, MN: Minnesota State
University – Mankato, 2009. PDF.
NEACURH 2007 Regional Conference Wrap-Up Report. Ithaca, NY: Ithaca College,
2007. PDF.
NEACURH 2008 No Frills “Minis” Conference Wrap-Up Report. Geneseo, NY: State
University of New York – Geneseo, 2008. PDF.
NEACURH 2008 Regional Conference Wrap-Up Report . Springfield, MA: Western
New England College, 2008. PDF.
NEACURH 2010 No Frills “Minis” Conference Wrap-Up Report. New Paltz, NY: State
University of New York – New Paltz, 2010. PDF.
NEACURH 2010 Regional Conference Wrap-Up Report. Oneonta, NY: State University
of New York – College at Oneonta, 2010. PDF.
PACURH 2005 No Frills Conference Wrap-Up Report. Forest Grove, OR: Pacific
University, 2005. PDF.
37
PACURH 2005 Regional Conference Wrap-Up Report. San Jose, CA: San Jose State
University, 2005. PDF.
PACURH 2007 No Frills Conference Wrap-Up Report. Corvallis, OR: Oregon State
University, 2007. PDF.
PACURH 2008 No Frills Conference Wrap-Up Report. Ashland, OR: Southern Oregon
University, 2008. PDF.
PACURH 2008 Regional Conference Wrap-Up Report. Corvallis, OR: Oregon State
University, 2008. PDF.
PACURH 2009 No Frills Conference Wrap-Up Report. Seattle, WA: University of
Washington, 2009. PDF.
PACURH 2009 Regional Conference Wrap-Up Report. Bellingham, WA: Western
Washington University, 2009. PDF.
PACURH 2010 No Frills Conference Wrap-Up Report. Spokane, WA: Gonzaga
University, 2010. PDF.
SAACURH 2005 No Frills Conference Wrap-Up Report. Rock Hill, SC: Winthrop
University, 2005. PDF.
SAACURH 2005 Regional Conference Wrap-Up Report. Highland Heights, KY:
Northern Kentucky University, 2005. PDF.
SAACURH 2006 No Frills Conference Wrap-Up Report. Carrollton, GA: University of
West Georgia, 2006. PDF.
SAACURH 2006 Regional Conference Wrap-Up Report. Wise, VA: University of
Virginia’s College at Wise, 2006. PDF.
38
SAACURH 2007 No Frills Conference Wrap-Up Report. Maryville, TN: Maryville
College, 2007. PDF.
SAACURH 2007 Regional Conference Wrap-Up Report. Gainesville, FL: University of
Florida, 2007. PDF.
SAACURH 2008 No Frills Conference Wrap-Up Report. Boca Raton, FL: Florida
Atlantic University, 2008. PDF.
SAACURH 2008 Regional Conference Wrap-Up Report. Clemson, SC: Clemson
University, 2008. PDF.
SAACURH 2009 No Frills Conference Wrap-Up Report. Tallahassee, FL: Florida State
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SWACURH 2006 Regional Conference Wrap-Up Report. Lubbock, TX: Texas Tech
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Tech University, 2010. PDF.
39
Having qualitatively analyzed the conference hosting process, the following is a
conference planning guide, detailing the conference planning process for hosting regional
conferences within the NACURH, Inc. organization.
40
So You’re Hosting A Conference
A Conference Planning Guide for Hosting NACURH, Inc. Regional
Conferences
41
The following Conference Planning Guide details the conference planning process for
hosting regional conferences within the NACURH, Inc. organization.
The guide is divided into sixteen chapters, outlining the general timeline for the
conference hosting process and detailing the planning process for the fifteen major
deliverables (activities, events, services, etc. to be provided during the conference)
described in NACURH, Inc. policy. These chapters are divided further into three
sections: objectives and responsibilities, timeline, and things to consider. The objectives
and responsibilities section of each chapter describes the ultimate objective of the
positional chair responsible for this deliverable and the responsibilities associated with
this objective. The timeline describes tasks and work packages that must be completed in
chronological order. Finally, the “things to consider” sections note several considerations
for the positional chair and their committee when planning and organizing conference
deliverables.
This guide is intended to be a comprehensive guide to hosting regional conferences.
However, given the variable nature of conference host sites, conference staffs, and other
conference planning variables, this guide cannot completely account for every aspect of
the conference planning process for every conference host institution.
Each chapter is written so that it may be used separately from the other chapters, by a
positional chair or positional chair advisor or in conjunction with other chapters as a part
of the entire guide.
42
Table of Contents
Conference Planning Timeline ..........................................................................................43
Dining & Banquet ..............................................................................................................46
Entertainment .....................................................................................................................54
Facilities .............................................................................................................................60
Finance ...............................................................................................................................67
Hospitality ..........................................................................................................................74
Housing ..............................................................................................................................78
Philanthropy .......................................................................................................................84
Programming......................................................................................................................88
Registration ........................................................................................................................97
Safety & Security .............................................................................................................105
Spirit & Awards ...............................................................................................................109
Sponsorship ......................................................................................................................115
Technology ......................................................................................................................120
Transportation ..................................................................................................................126
Volunteer Management ....................................................................................................132
43
Conference Planning Timeline
18 – 12 Months Before the Conference
Bid Writing Process: In this process, a bid must be written by the candidate host school,
submit to the Regional Board of Directors, and presented to the region. This bid is usually
presented one year before the conference being bid for, at the same conference. (A regional
conference will be bid for at the regional conference; a No Frills conference will be bid for at
the No Frills conference.)
Bid for Conference: A bid presentation will occur one year in advance of the conference,
and the region’s NCCs will determine where the conference will be hosted.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Send Conference Host School Information to Conference Resource Consultant: Having
won the bid to host a conference, the host school must send the NACURH Conference
Resource Consultant a copy of their winning bid and a copy of the Host School
Acknowledgement form, which includes acknowledgement from university officials that the
university is capable and willing to host the conference. The host school must also send proof
of insurance with acknowledgement that the university’s insurance will cover all conference
activities.
Confirm Arrangements Made For Conference: Any arrangements noted in the bid should
be confirmed. In this stage, initial contracts should be drafted and initial arrangements should
be made.
9 – 6 Months Before the Conference
Continue to Make and Confirm Arrangements: As arrangements for the conference are
made, confirmations and details should be arranged. Plans for all aspects of the conference
should be solidified in preparation for updates to the Regional Board of Directors and the
region.
6 – 3 Months Before the Conference:
Conference Update at Preceding Conference: The conference staff should have an update
ready to present to the region regarding conference arrangements. This presentation will be
made at the NACURH-related conference immediately preceding the conference. (For
regional conferences, this presentation will be made at the NACURH conference preceding
the regional conference. For No Frills conferences, this presentation will be made at the
regional conference preceding the regional business conference.)
Continue to Make and Confirm Arrangements
3 – 2 Months Before the Conference
Site Visit: The Regional Director, the Regional Associate Director of
Finance/Administration, and the Regional Advisor (typically) will attend a conference site
visit two to three months before the conference. (In some regions, the site visit is included as
part of the Regional Board of Directors Summit/Retreat with the entire board in attendance.)
The site visit is an opportunity for the conference staff to do a “dry run” of the
conference. Each positional chair should be prepared to present all the arrangements they
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Conference Planning Timeline
have made to the attending regional board members and be prepared to answer questions
regarding those arrangements.
The final registration cost for the conference will also be set and approved at this site
visit. This registration cost is typically derived from a “break-even” attendance number
described in regional/national policy.
Open Conference Registration: After the site visit, the conference registration system can
open, and delegates may begin registering for the conference. As delegates register for the
conference, specific information regarding numbers for reservations and information for
housing, dining restrictions, transportation itineraries, programs, etc. will become available.
2 – 1 Month Before the Conference
Finalize Conference Arrangements: After the site visit, conference staff will have an
opportunity to address any issues that may have been identified at the site visit and make final
confirmations for arrangements that have been made.
Prepare for Conference: As the date of the conference draws near, the plans and
arrangements should be completed. All the arrangements should be finalized, and work that
needs to be done (i.e. stuffing binders, purchasing goods, compiling and dispensing
registration information, etc.) should be taken care of in this time.
4 – 3 Weeks Before the Conference
Close Conference Registration: The close of registration marks the last day delegates may
submit registration information. When this process closes, all pertinent delegate information
should be finalized, and final confirmation on all arrangements can be made.
Work on Conference Preparations: As spaces open for use and storage and registration
information is finalized, details regarding conference arrangements (i.e. dining needs,
housing needs, etc.) can be finalized. Also, any work that needs to be done in preparation for
the conference should be done in the last few weeks leading up to the conference.
3 – 2 Weeks Before the Conference
Finalize Conference Preparations: Once registration for the conference has closed, the
preparations for details that require precise information can be finalized. During this time,
specific conference participant information should be disseminated to the appropriate
members of staff and all arrangements made final.
2 – 1 Week Before the Conference
Continue Finalization of Conference Preparations: All arrangements and details should be
made final and confirmed for the conference.
The Week Before the Conference
Pre-Conference: The Regional Board of Directors and several of the special guests (i.e.
National Executive(s), national office representatives, regional board members from other
regions, etc.) will arrive a few days early (typically the Wednesday before the conference) to
assist the conference staff with the final arrangements for the conference and to prepare for
the conference. In conjunction with regional board members, the conference staff will be able
to make any last adjustments to the arrangements that have been made as needed.
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Conference Planning Timeline
At the Conference
Host the Conference: The arrangements have been made and finalized. Follow the plan. In
the planning process, contingency plans should have been made for any foreseeable changes
that might need to be made.
After the Conference
Write and Submit Wrap-Up Report: Every conference hosted within the NACURH, Inc.
organization will submit a wrap-up report that includes reflections and analyses of the
conference planning and hosting process, specific to the conference hosted. This wrap-up
report should be submitted to the Regional Director, the NACURH Conference Resource
Consultant, and the National Information Center. The information submit should also include
the conference logo, the conference bid, and the delegate binder. (See regional policy for
exact details.)
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Dining & Banquet
Objectives/Responsibilities
The objective of the Dining/Banquet Chair/Committee (hereafter referred to as the
Dining Chair) is to coordinate all dining arrangements for the conference.
The responsibilities of the Dining Chair include coordinating dining options for each
meal for each delegate, liaising with dining staff to ensure all dietary needs are met,
and coordinating the banquet arrangements with dining/catering services.
Note: The dining and banquet arrangements may be coordinated by one or separate
individuals. For the purposes of this guide, each track of responsibility is listed
separately in this document.
Timeline
The responsibilities of the Dining Chair begin early in the planning process with
confirmation that dining arrangements can be made for the conference bid and
continue through the last day of the conference with Sunday breakfast/lunch
(whichever is the last meal offered by the conference).
18 – 12 Months Before the Conference
Dining: The meals provided by the conference typically include Friday dinner (if
applicable), Saturday breakfast, Saturday lunch, Sunday breakfast, and Sunday lunch (if
applicable).
Identify Dining Facilities: During the conference, conference participants will eat
their meals somewhere near the other conference activities. These arrangements may
be made with a dining center on campus or with a near-by venue. In identifying
various facilities, consider facility capacity, ADA accessibility, hours of operation,
potential disturbance to surrounding community, etc.
Discuss Potential Dining Arrangements: With each dining facility, managers
should be approached about the availability of the facility for the conference.
Arrangements for circulation, dining options (including arrangements for dietary
restrictions), seating, etc. should be discussed. Specific information about potential
arrangements for vegan, vegetarian, Kosher, Halal, allergies, etc. dining restrictions
should be included in the bid.
Project Costs: In discussion with dining facility managers, project the cost of each
meal per delegate and how costs will be assessed to the conference. These costs will
be built into the projected budget for the conference.
Banquet: Banquet is usually held as dinner on Saturday of each regional conference.
Identify Banquet Facilities: The banquet is usually held before the Awards
Ceremony, in the same location. If the banquet and Awards Ceremonies will be held
in the same location, the banquet and Awards Ceremonies will need to be
coordinated between the Dining Chair and the Spirit Chair.
Identify Potential Catering Service for Banquet: The bid should also include a
note about which catering service may cater the banquet. This decision may be
influenced by university policy/contracts regarding approved vendors. Arrangements
for circulation, dining options (including arrangements for dietary restrictions),
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Dining & Banquet
seating, etc. should be discussed with potential catering services. Information about
dining options, costs for linens, availability of china service, delivery services, etc.
should also be included in the bid.
Project Costs for Banquet: From the menus available from potential catering
services, project the cost of each banquet meal, and identify any fixed costs that
would be associated with each catering service. These costs will be built into the
projected budget for the bid.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Dining
Reserve Dining Facilities: Upon winning the bid to host the conference, dining
facilities should be reserved. Depending on the facility, dining may not be exclusive
to conference participants. In either case, the dining facility will need to make
arrangements to accommodate the influx of diners.
Confirm Dining Facilities Arrangements: Depending on the capacity of the facility
and size of the conference, particular arrangements regarding the circulation of
patrons through the dining facility may need to be arranged. These arrangements
should be discussed and made with the facility’s management.
Schedule Meal Times: In coordination with other conference staff the dining
facility’s management, determine when the best times for meals will be for the
conference schedule. Schedules should include times for Friday dinner (if
applicable), Saturday breakfast, Saturday lunch, Saturday dinner (banquet), Sunday
breakfast, and Sunday lunch (if applicable). (Refer to regional/national policy for
specific requirements.)
Banquet
Reserve Banquet Facilities: In coordination with the Facilities Chair and the Spirit
Chair, facilities for the banquet should be booked. Many facilities large enough to
host banquets the size of conference banquets have events scheduled several months
in advance, so facilities should be booked as soon as possible.
Request Proposals for Catering: Requests for Proposals should be sent to catering
services eligible to cater the conference banquet. Some colleges and universities have
exclusive contracts with certain vendors or other taxes and fees may apply. These
restrictions may limit which catering services are eligible for hire.
9 – 6 Months Before the Conference
Dining
Confirm Dates for Dining Information Notification: In coordination with the
dining facility management, determine when the dining facility staff will need
information on how many conference participants there will be, what the menu will
be for each meal, and when the staff will need information on individuals with
dietary restrictions.
Plan Menus: Determine what food will be available during each meal. Menus should
be planned in consideration of dietary restrictions that may affect various conference
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participants. (For more details on dietary restrictions, see “Things to Consider”
below.)
Discuss Meal Options for Dietary Restrictions: Conference participants may have
specific dietary restrictions that limit what they may or may not be able to eat. Menus
should be planned accordingly. This may mean ordering special meals for particular
individuals, and the dining staff will need to be notified in advance. (Conference
delegates all live in university accommodations at their respective campuses and will
likely have made arrangements to accommodate their dietary restrictions on their
home campuses. They should be contacted later, after registering for the conference,
regarding these arrangements.)
Confirm Costs for Dining: The costs for dining should be established early so those
costs can be reflected in the budget. Special meals for individuals may cost more than
other regular meals, and those costs should be reflected in the budget.
Banquet
Select Catering Service: After receiving proposals from eligible catering services
for the banquet, a catering service may be selected and arrangements for the banequet
made.
Contract Catering Services: After selecting a catering service for the banquet,
prices and arrangements should be discussed so a contract can be drafted, approved,
and signed contracting services for the banquet at the conference.
Plan Menu: The menu for the banquet should be planned and arrangements made for
meals for individuals with dietary restrictions. Depending on the flexibility of the
budget and catering service, multiple options may be available for individuals to
select during registration. (In coordination with catering services, determine how
specific meals will be matched with conference participants (i.e. colored place cards,
name badge stickers, notification of wait staff, etc.).
6 – 3 Months Before the Conference
Site Visit: At the site visit, members of the Regional Board of Directors will visit the
conference host site for an in person update on the conference arrangements. The Dining
Chair should be available to present the dining and banquet arrangements that have been
made and what arrangements are in progress.
Dining
Confirm Dining Information for Registration: In coordination with the
Registration Chair, confirm what information should be submitted with each
delegate’s registration. Though personal information will be submitted with
registration, a field should be available for conference participants to note any
particular dietary restrictions they might have.
Finalize Dining Schedule: After the site visit, the schedule should be finalized. In
coordination with the rest of the conference staff and dining facility’s management,
confirm that the times noted on the conference schedule and the times noted by the
dining facility’s management are in accord.
Publish Dining Information: Publish all dining information, including menus,
arrangements for individuals with dietary restrictions, and schedules online for
conference participants to preview.
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Dining & Banquet
Banquet
Confirm Facilities Arrangements for Banquet: In coordination with the Facilities
Chair, confirm the facilities arrangements for the banquet. This confirmation should
also include a confirmation of what time conference staff will have access to the
facility to check arrangements (i.e. table settings, centerpieces, layouts, etc.).
Discuss Meal Options for Dietary Restrictions: The catering staff should also be
appraised of any potential dietary restrictions that may need to be accommodated.
Menus should be planned and adjusted accordingly. Also, how the wait staff will
informed of an individual’s dietary needs should be determined.
Publish Banquet Information: Banquet menus and other arrangements should be
published online for conference participants to preview.
3 – 2 Months Before the Conference
Dining
Track Dining Information from Registration: As registration information is
submitted, track the dining information as distributed by the Registration Chair. This
information will help track how many conference participants are attending, and will
be dining with the conference. This information should also include information
about dietary restrictions/needs so the dining staff can be notified of the specific
needs of individual conference participants.
Banquet
Confirm Banquet Menu: As registration information is submit, the conference
participants should be submitting information about dietary restrictions and/or needs.
This information can be forwarded to the catering service and catering arrangements
adjusted accordingly.
2 – 1 Month Before the Conference
Dining
Contact Conference Participants About Dietary Needs: Contact conference
participants who have identified specific dietary restrictions or needs. These
conference participants will likely have had to make special accommodations at their
home campuses and may be able provide information on how their dietary needs can
be accommodated. (For more information on dietary restrictions, see “Things to
Consider” below.)
Banquet
Confirm Banquet Service Arrangements: Confirm the facilities and catering
arrangements that have been made and that those arrangements will still
accommodate the needs of conference participants per the registration information
they provide.
4 – 2 Weeks Before the Conference
Dining
Update Dining Information with Dining Services: When registration closes, all
information for each conference participant should be finalized. The finalized
information (i.e. number of conference participants, identified dietary restrictions,
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Dining & Banquet
etc.) can be forwarded to the dining facility’s management and dining arrangements
made.
Confirm Arrangements for Conference Participants with Dietary Restrictions:
Confirm with conference participants that dining arrangements that have been made
for them are sufficient to suit the needs of their dietary restrictions, as needed.
Banquet
Update Information with Catering and Facilities Services: If any conference
participants have identified specific dietary needs or restrictions, the catering staff
will need to be appraised of these needs. With the finalized registration information,
final confirmation of numbers and catering arrangements can be made.
Confirm Arrangements for Conference Participants with Dietary Restrictions:
Confirm the arrangements that have been made for conference participants that have
identified specific dietary restrictions/needs with them. This confirmation should
include confirmation on how conference participants will notify the wait staff that
their meal has been specially arranged.
2 – 1 Week Before the Conference
Dining
Final Confirmation of Dining Arrangements with Dining Services: Check to
confirm that the dining facility’s arrangements for the confirmation are ready for the
conference. This final check should include a final update on numbers, a check of the
facilities arrangements that have been made with the dining facility, etc. This check
should also include a final update with information from conference participants who
have identified specific dietary needs or restrictions.
Banquet
Prepare Any Materials for Banquet Arrangements: Any banquet materials (i.e.
centerpieces, place cards, etc.) that the conference staff is preparing should be done
in the weeks before the conference as time allows.
The Week Before the Conference
Dining
Facilitate Pre-Conference Dining Arrangements: In the days before the
conference, the Regional Board of Directors and some of the special guests will
arrive early to help the conference staff prepare for the conference. During this preconference time, dining arrangements should be ready for them. This may entail
providing guest meal passes for a university dining center or directing early arrivals
to available venues. (Note: Each regional budget may have some funds allocated to
providing for regional board members and guests during travel, which can apply to
pre-conference.)
Prepare Dining Facility for Conference: The Spirit Chair may have decorations
and/or other spirit related arrangements for the dining facility. Decorations and other
preparations should be made in the days before the conference as soon as conference
staff is granted access to the dining facility.
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Banquet
Final Confirmation of all Banquet Arrangements: In coordination with the
Facilities Chair, contact both the catering and facilities services for the banquet and
confirm that all arrangements for the conference will be ready as contracted. This
confirmation should also include a final update of all noted dietary restrictions and
dietary needs.
Final Preparation of All Materials for Banquet: As time allows, finish preparing
the materials created and arranged by the conference staff for the banquet. Any
centerpieces, table decorations, etc. that the conference staff is providing for the
banquet and/or Awards Ceremony should be prepared and ready before the
conference.
At the Conference
Dining
Oversee Dining Hours and Needs: Check-in at each meal time to ensure that all
conference participants dining needs are met. Also check-in with the dining facility’s
management to ensure that things are running smoothly. Troubleshoot as needed.
Banquet
Prepare Banquet Space: When the conference is granted access to the banquet
facility, in coordination with the Facilities Chair and Spirit Chair, ensure that all
preparations that are being made by the conference staff are made (i.e. decorations,
laying out programs, centerpieces, etc.). (Note: Facilities services and catering
services should take care of setting up tables, place settings, and other event specific
arrangements; conference staff should only be responsible for the conferences related
arrangements.)
Check-In with Catering Service: Before the banquet, check-in with the catering
staff. Catering staff should be appraised of any schedule changes or special
arrangements that need to be made for which arrangements have not yet been made..
Things to Consider
Dietary Restrictions
Vegetarian
Individuals who identify that they keep a vegetarian diet do not eat meat. Most dining
services and catering services will be able to provide a protein/entrée option that does
not contain meat or other meat products. The degree of vegetarianism varies from
person to person. Some individuals may choose not to eat anything with meat
products in them (i.e. gelatin, etc.); others choose only to abstain from eating meat.
Vegan
Individuals on vegan diets do not eat meat or any animal by-products (i.e. milk, eggs,
meat-based broths, etc.). Conference participants who are vegan should have dining
options that include more than just salad and fruit.
It may be more practical for any vegetarian options to also be vegan. All vegan
options will be acceptable for a vegetarian diet, whereas not all vegetarian options
will be acceptable for a vegan diet.
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Kosher/Halal
Individuals who keep diets in accordance with Jewish (Kosher) or Muslim (Halal)
law only eat foods that have been raised, stored, prepared, and served in accordance
with religious law. Individuals whose diets are restricted by religious law will have
made arrangements on their home campuses, so they should be contacted regarding
those arrangements. For these individuals, dining services may need to order preprepared meals to be stored and heated on-site for the conference.
Allergies
Individuals with food allergies may have these allergies to varying degrees.
Arrangements should be made to contain allergens and prevent contamination. Menu
options should be selected with particular consideration of common food allergies
(milk, egg, peanuts, tree nuts, fish, shellfish, soy, wheat, etc.). Anyone who identifies
a food allergy should submit, with their registration, medical information describing
the degree of their allergy, their reaction to their food allergens, and what
arrangements should be made in the event of food contamination. Dining
arrangements may then be adjusted accordingly.
Gluten-Free
Gluten is a type of protein often found in breads and other starches. Individual
degrees of gluten intolerance and gluten allergies vary, but there should be options
available for those individuals who are gluten intolerant or allergic to gluten. If
someone is particularly sensitive to gluten (i.e. may experience a rash when in
contact with products containing gluten, etc.), arrangements may need to be made to
prevent any contamination of their food. Dining/catering staff can make these
arrangements but will need notice.
Identifying Guests with Dietary Restrictions
Dining
No identification may be required for individuals with particular dietary restrictions if
food is served cafeteria-style or buffet-style. If identification of individuals with
dietary restrictions is necessary, either because meals are being served or there only a
limited number of certain meals etc., specific conference participants’ name badges
may be marked for presentation.
Dining staff and conference participants may need arrangements made for meals that
must be kept separate to prevent contamination. These arrangements should be made
on a case-by-case basis.
Banquet
The banquet is typically a seated and served meal. Catering staff then should be
notified of a system to identify which individuals will be served meals for particular
dietary restrictions. This can be done with a color-coded system of place cards;
conference participants my need to notify wait staff, etc. These arrangements should
be made in coordination with the catering service.
Sponsorship
Dining and banquet arrangements may be sponsored to varying degrees by either dining
services or catering service or another group that may be interested in sponsor
recognition. The dining and banquet arrangements would be a good opportunity to
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Dining & Banquet
discuss sponsorship options. Either the dining service or the catering service may be able
to provide a discount for the event or include elements of the service free of charge. All
these arrangements can be considered sponsored.
Meals for Conference Staff
Dining
Conference staff may not have much time during scheduled mealtimes to get
something to eat, but arrangements should be made for conference staff to eat as
well. Shifts may be scheduled, volunteers tasked with delivering lunch to staff
stationed around campus, or other arrangements made to ensure everyone gets a
chance to have something to eat. Because they are not technically “attending” the
conference, the conference staff will likely not be counted in the numbers of
registered delegates, but dining arrangements should be made for them and the cost
built into the registration cost.
Banquet
The entire conference staff is usually in attendance at the banquet and awards
ceremony, during which they are recognized for their service. Arrangements should
be made for these banquet meals to be paid for the conference staff. So, the cost of
banquet meals for the conference staff may be built into the registration cost for the
conference.
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Entertainment
Note: No Frills conferences do not always include organized entertainment events as an
official aspect of the conference. For No Frills conferences, only information regarding
the arrangement of keynote speakers may apply.
Objectives/Responsibilities
The objective of the Entertainment Chair/Committee (hereafter referred to as the
Entertainment Chair) is to successfully coordinate social and entertainment events for
the conference.
The responsibilities of the Entertainment Chair include coordinating all arrangements
for evening “fun” events, organizing socials, and arranging guest speakers for
conference ceremonies.
Timeline
The responsibilities of the Entertainment Chair begin with the identification and
pricing of entertainment events and continue through the closing ceremonies of the
conference, with guest speaker liaison responsibilities.
18 – 12 Months Before the Conference
Identify Potential Entertainment: The bid should include information on what
entertainment will be hosted at the conference.
Regional conferences typically begin on Friday afternoon/evening and span the
weekend through midday Sunday, which means that there are two evening periods
during which conference participants will expect entertainment. The first evening of
the conference is typically when positional socials are held. The second evening of
the conference is typically when delegates are invited to participate in other
entertainment events.
Information about potential guest speakers may also be included in the bid. Potential
speakers may be contacted before the bid is won to gauge availability and interest.
Identify Potential Entertainment Venues: The conference bid should include note of
what venues may be appropriate for entertainment events. In coordination with the
Facilities Chair, note in the bid the specific qualities of potential venues.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Finalize List of Entertainment Events: After winning the bid to host the next
conference, a schedule for entertainment events can be finalized. This list should
comprise a complete account of all evening entertainment events and when they will be
hosted. (Note: The final schedule will be confirmed later as other conference events and
activities are scheduled and finalized.)
Reserve Facilities for Entertainment: In coordination with the Facilities Chair, spaces
for entertainment should be reserved. The facilities needed for each entertainment event
will depend on the nature of the event.
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Entertainment
Book Entertainment: If the conference chooses to employ outside entertainers for the
conference, the entertainers should be booked once the decision to have the entertainment
has been confirmed. Entertainment that may require outside entertainers may include
shows (i.e. comedians, magicians, etc.), dances (i.e. DJs, bands, etc.), etc. (Note: all costs
associated with booking entertainment for the conference should be communicated to the
finance chair to be accounted for in the conference budget.)
Send Invitations to Potential Guest Speakers for Ceremonies: Conference ceremonies
may feature a master of ceremonies; sometimes the conference chair assumes this
responsibility. If the conference chair chooses not to host the ceremonies, other student
leaders may be invited to participate in the conference as master of ceremonies. Each the
opening and closing ceremonies also typically include a keynote address delivered by a
figure of note from the host institution or the field of student affairs. Invitations to
potential speakers should be delivered early so each speaker has time to arrange their
schedule to attend the conference ceremonies.
9 – 6 Months Before the Conference
Confirm Facilities Arrangements: After the list of entertainment for the conference is
finalized and the space reservations made, the specific facilities needs for each
entertainment event can be confirmed and finalized, in coordination with the Facilities
Chair. Outside entertainers should also be contacted regarding what facilities needs they
may have so those arrangements can be made.
Coordinate Hospitality Needs for Entertainment: Some entertainment events (i.e.
socials, etc.) will feature food and other hospitality arrangements. In coordination with
the Hospitality Chair, identify the particular hospitality needs of each event and make
those hospitality arrangements.
6 – 3 Months Before the Conference
Confirm Guest Speakers: Once guests speakers have confirmed their availability for the
conference ceremonies at which they will speak, arrangements for their speaking
engagement should be confirmed. Speakers from out of town may need housing
arrangements made; these arrangements should be made in coordination with the
Housing Chair. Speakers may plan a visual presentation to accompany their keynote
address; so technology arrangements might be necessary. Technology arrangements for
keynote addresses should be made in coordination with the Facilities Chair.
Draft Entertainment Information for Delegate Binder: The delegate binders should
also include a short biography of each keynote speaker and information about each
entertainment event (i.e. socials, dances, shows, etc.). (Note: Speakers may be able to
provide short biographies for the binder and to post online. So request information from
them before drafting a new document.) Once finalized, this information should be
submitted to the Registration Chair for printing.
3 – 2 Months Before the Conference
Site Visit: At the site visit, members of the Regional Board of Directors will review the
progress of all conference plans. The site visit update from the Entertainment Chair
should include information regarding all entertainment arrangements: facilities
reservations, entertainers that have been booked, arrangements for socials, guest
speakers, etc.
Draft Scripts for Conference Ceremonies: (Note: The Awards Ceremony is typically
coordinated by the Spirit Chair with members of the Regional Board of Directors.) In
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Entertainment
coordination with the Conference Chair and Regional Board of Directors, drafts of scripts
for all conference ceremonies should be written.
2 – 1 Month Before the Conference:
Draft Decorations and Signage for Entertainment Events: In coordination with the
Spirit Chair and Facilities Chair, decorations and signage can be drafted with the
finalized entertainment information.
4 – 2 Weeks Before the Conference
Prepare Decorations and Signage for Entertainment Events: In coordination with the
Spirit Chair, purchase/prepare decorations for the conference and print signage in
preparation for posting. Decorations and signage can be organized and stored until the
conference is granted permission to post them immediately before the conference.
Confirm Final Facilities Arrangements for Entertainment Events: Leading up to the
conference, all facilities arrangements should be reviewed and confirmed. This final
check will ensure all arrangements adequately fulfill the needs of the conference.
2 – 1 Week Before the Conference
Finalize Scripts for Conference Ceremonies: During pre-conference, when the
Regional Board of Directors arrive to prepare for the conference on-site, drafts for
opening and closing ceremonies can be reviewed by the Conference Chair with the
Regional Board of Directors and finalized. Enough copies of the final scripts should be
printed/available for anyone who will need to speak or help facilitate the ceremonies.
The Week Before the Conference
Practice for Ceremonies During Pre-Conference: Everyone speaking during any of the
conference ceremonies (Opening Ceremonies, Awards Ceremonies, and Closing
Ceremonies) should be familiar with the scripts and their roles during the ceremonies.
During pre-conference, when the Regional Board of Directors is at on site to prepare for
the conference, both conference staff and the Regional Board of Directors should
familiarize themselves with each of the ceremonies scripts.
At the Conference
Opening Ceremonies: Arrangements and scripts for opening ceremonies at the
conference should be finalized during pre-conference. The opening ceremonies are
typically the first official event of the conference and take place Friday evening.
Entertainment Events: Each evening, after all other business is concluded (before
1:00AM, per NACURH, Inc. policy), conference participants are invited to attend a
variety of entertainment events. Friday evening, after opening ceremonies, is typically
when socials are held for conference participants to begin networking. Saturday evening,
after the banquet and awards ceremonies, conference participants are typically when
other entertainment events are held. (For more information about socials and
entertainment events, see “Things to Consider” below.)
Closing Ceremonies: The script for closing ceremonies can be finalized during the
conference, revised to address anything that comes up during the conference, but it
should be complete before the conference begins. The closing ceremonies are typically
the last event of the conference and take place Sunday after all programs and other
business is concluded.
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Things to Consider
Socials
Socials, typically held Friday evening, offer conference participants an opportunity to
meet and socialize with other conference participants with similar objectives for the
conference. The positional socials (i.e. NCC Social(s), NRHH Social, Presidents’ Social,
Advisor Social, etc.) may be hosted by members of the Regional Board of Directors and
feature some structured activities, facilitated by regional board members.
Socials typically feature a welcoming atmosphere and some refreshments. Arrangements
for refreshments should be coordinated with the Hospitality Chair.
Delegate Social
This social is open to all conference delegates. This social typically features music
and a chance for delegates to meet like minded student leaders from other schools
and catch-up with old conference buddies.
LGBT Social
The LGBT Social is another social open to all delegates. This social is intended
specifically for students of all gender identities and sexual orientations to meet one
another and promote solidarity amongst the LGBT community and its allies.
NCC Social(s)
The NCC Socials are specifically designated for NCCs and NCCITs to get to know
one another. These socials may be hosted by members of the Regional Board of
Directors who may facilitate icebreaker activities and discussions at the social.
Depending on the size and structure of the region, it may be appropriate to identify
space for sub-regions to break-out during the social as well so NCCs and NCCITs
from specific sub-regions can socialize with other others who attend institutions near
one another.
NRHH Social
The NRHH Social is an opportunity for NRHH representatives and NRHH members
to meet one another, socialize, and begin discussing NRHH related topics. This social
may be hosted by the Associate Director for NRHH, who may choose to facilitate
icebreaker activities and/or discussions.
Presidents’ Social
Presidents of RHA, and sometimes hall governments, also typically have their own
social where they can meet other presidents from the region. This social may also be
hosted by a member of the Regional Board of Directors.
Advisor Social
Delegate advisors also typically have a social separate from the delegate socials
during which they can meet and talk with other advisors about supporting and
encouraging student involvement and engagement. This social is hosted by the
Regional Advisor and Conference Advisor. On Campus Marketing also typically
sponsors Advisor Socials, providing funds for expenses for the Advisor Social at
each regional conference.
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Entertainment
Entertainment Events
Saturday evening after the Awards Ceremonies typically features several entertainment
events. The events at each conference will vary. Listed below are some common events
held at regional conferences.
Swap Shop: Most regional conferences will host a swap shop. Swap shop is usually
hosted in an open space with tables for displaying school and conference memorabilia.
This event offers conference participants an opportunity to trade goods from their school
and/or RHA. For Swap Shop, delegates will provide all the goods, so the only facilities
arrangements that need to be made will be space and tables on which they can display
their wares.
Dance: Many conferences will host an informal dance on Saturday evening. For this
dance, a DJ usually contracted and all other arrangements are made in coordination with
the DJ.
Movies: Movies featuring the conference theme or issues related to the conference theme
may also be shown at the conference. If applicable, some companies may send
promotional, advanced copies of movies to show at the conference. As with all movie
showings, copyright laws should be observed when arranging facilities.
Reserving/Contracting Entertainment
The university’s legal counsel must review ALL contracts BEFORE signing.
Upon reserving entertainment for the conference, contracts will be drafted detailing the
vendor’s commitments to the conference and the agreed upon costs associated with
utilizing the vendor’s services. These contracts should be reviewed carefully before
contracts are signed.
The arrangements with the entertainment vendor should also include information about
insurance liabilities for both the conference and the vendor. If the vendor will be
assuming liability for the entertainment activities, they may require that participants sign
additional waivers. If the vendor will not be assuming liability for the entertainment
activities, the host school and conference staff should make appropriate arrangements to
mitigate any risks associated with the activities, and the conference staff should confirm
that the university’s insurance will cover any liabilities associated with the activities.
Opening and Closing Ceremonies
Opening and Closing Ceremonies each typically feature an address by the conference
chair, a keynote address by a guest speaker, the official opening/closing of the conference
by the Regional Director, and announcements by conference staff and the Regional Board
of Directors.
Scripts for Opening and Closing Ceremonies can be prepared in advance and revised as
needed. Both scripts should be written and adjusted in coordination with the Conference
Chair and the Regional Board of Directors.
Inviting Guest Speakers
Invitations for guest speakers should be formal, so a written letter or formal email would
be appropriate. The letter should include information about the conference, the audience
to which the person is being invited to speak, the ceremonies at which the person is being
invited to speak, and contact information for the conference staff.
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Entertainment
Volunteer Needs
Different entertainment activities and events may require extra staffing during the
conference. If refreshments are to be available, volunteers may be needed to restock
snacks that are running low. If any activities require extra waivers, volunteers may be
needed to distribute and collect participants’ waivers.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Facilities
Objective/Responsibilities
The objective of the Facilities Chair/Committee (hereafter referred to as the Facilities
Chair) is to arrange all of the facilities, except housing, for the conference.
The Facilities Chair’s responsibilities include identifying appropriate spaces for
conference needs, reserving spaces for the conference, coordinating the use of
equipment as needed, etc.
Note: For regional conferences, the Facilities Chair will work closely with the
Programs Chair, Banquet Chair, Entertainment Chair, and Spirit Chair to ensure that
adequate and appropriate arrangements are made for the conference. Facilities
arrangements may be made by each chair individually, but all facilities arrangements
should be considered as a collective objective to ensure all needs are considered and
no arrangements overlap.
Timeline
The responsibilities of the Facilities Chair begin with the bidding process with
identifying spaces that would be suitable for conference needs and will continue
through the end of the conference, when the conference closes and the facilities are
no longer in use.
Note: “Spaces” refers to physical areas that may be reserved or used for conference
purposes; “facilities” refers to the spaces and any arrangements that may be included
in the use of the space – including furniture, equipment, etc.
18 – 12 Months Before the Conference
Identify Spaces: The facilities required by a regional conference will vary depending on
the size and nature of the conference. In conjunction with the other positional chairs (i.e.
Programs Chair, Banquet Chair, Entertainment Chair, Spirit Chair), identify what kinds
of spaces will be needed for each event, identify what kinds of spaces are available, and
match facilities needs to available facilities.
Prepare Report on Viability of Facilities Available: The bid should include details on
the spaces that may be available for the conference and the viability of those spaces.
These details should cover information on cost of reservations, location and accessibility
of spaces, capacity of spaces, available amenities of spaces, venue restrictions, etc.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Make Reservations: Having won the bid to host, reservations can be made and facilities
reserved for the conference. This process may involve making the initial arrangements
for each venue (i.e. furniture arrangements, equipment needs, etc.). Reservations should
include boardroom spaces, program spaces (as applicable), spaces for ceremonies,
banquet venue (in coordination with the Banquet Chair), etc. The conference staff should
also have a space near the majority of conference events (i.e. programs, boardrooms, etc.)
reserved with access to power and internet so conference participants can locate
61
Facilities
conference staff as needed and conference staff can take care of essential business in a
convenient location.
Draft Facilities Contracts: As reservations are made, contracts may need to be drafted
confirming the reservations. These contracts should detail what spaces are to be reserved
and the details regarding payment for reserving and using the spaces. (Note: University
legal counsel should review all contracts before signing.) Also when considering facilities
and facilities contracts, details about risk management and insurance should be discussed.
9 – 6 Months Before the Conference
Confirm Reservations: As contracts are drafted, reservations for spaces can be
confirmed. In conjunction with other positional chairs, confirm that the facilities reserved
will suit the needs of the conference. This confirmation should include an identification
of when the conference will have access to the facilities to prepare for the conference.
Finalize Contracts: After the university legal counsel has reviewed any and all facilities
contracts, any revisions can be made to the contracts at this juncture so the final drafts
can be reviewed and approved by the university’s legal counsel for signing.
Identify Facilities Needs: Identify facilities needs from information gathered from
positional chairs and regional board members. Depending on the activities that will occur
at the conference and the preferences of individual chairs and regional board members,
specific arrangements for facilities may need to be made.
Make Facilities Arrangements: With spaces reserved and contracted, specific
arrangements regarding the spaces can be made (i.e. furniture arrangements, equipment
needs, etc.). These arrangements will be specific to the conference and the space.
Facilities arrangements should be made in conjunction with other positional chairs and
the Regional Board of Directors (specifically any of the regional board members who
may be chairing a boardroom (i.e. the Regional Director, the Associate Director of
NRHH, etc.) during the conference). Program spaces in particular may require specific
arrangements depending on the facilities needs identified by program presenters.
6 – 3 Months Before the Conference
Finalize and Sign Contracts: After the final drafts of each contract are reviewed and
confirmed by university legal counsel, they may be signed. These contracts should detail
all costs for reserving and using each space, any restrictions on use of space, how long
facilities will be available, contact information of facilities staff, any special
arrangements that have been negotiated between the conference staff and the facilities
staff, etc.
3 – 2 Months Before the Conference:
Site Visit: At the site visit, the Regional Director, regional finance officer, and the
Regional Advisor will tour all the reserved facilities. This tour is an opportunity to
present all the arrangements that have been made for each space reserved for use by the
conference. During this tour, questions will likely be asked about the progress of
arrangements and about other considerations for each facility (i.e. furniture arrangements,
equipment needs, accessibility, etc.), including what arrangements have been made for
contingency spaces.
Plan Conference Preparations for Facilities: With arrangements for facilities finalized,
confirm when the conference will have access to each facility. Prepare a schedule with
information about when the conference will be able to access each facility to prepare for
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Facilities
the conference (i.e. decorate spaces, post conference signage, etc.). Identify what
preparations need to be made before the conference and how preparations will be made.
Schedule Facilities for During Conference: With the facilities confirmed and
contracted, a complete schedule of the facilities to be used during the conference can be
made identifying each space, what it will be used for, and when it will be used during the
conference. This schedule should also include space for information about what facilities
arrangements have been or will be made for the space.
2 – 1 Month Before the Conference
Track and Confirm Facilities Needs for Conference: As programs and other
presentation information is submitted with registration information and programs are
selected, facilities needs for the conference can be identified and confirmed.
Confirm Final Facilities Arrangements: Having identified and made facilities
arrangements, follow-up confirmations can be made regarding facilities needs. Any
concerns regarding access, technology needs, furniture arrangements, etc. should be
addressed and resolved.
Finalize Plans for Conference Preparations for Facilities: Confirm and finalize the
plans for preparing each facility for use by the conference. These plans should include
final checks of each facility and space to ensure it is ready for the conference.
4 – 3 Weeks Before the Conference
Confirm Facilities Needs for Programs: (for regional conferences only, does not apply
to No Frills conferences): Be in contact with program presenters who have identified any
facilities needs for their programs. If they have confirmed a need for specific facilities
arrangements, those arrangements should be made and confirmed during this time.
Prepare for Conference Preparations for Facilities: Since it is likely the conference
will not have access to each facility until the days leading up to the conference, any work
that can be done in preparation for final checks of the facilities arrangements (i.e. making
and organizing decorations, making checklists for each facility, etc.) should be done.
3 – 2 Weeks Before the Conference
Finalize Facilities Needs: Finalize all facilities needs for presentations and activities
with both the program presenters and facilities managers.
Continue Preparations for Conference Preparations for Facilities: Continue work on
all conference preparation materials for facilities checks and facilities preparations.
Decorations should be made and organized for set-up; checklists for facilities checks
should be finalized; schedules for facilities checks should be made, etc.
2 – 1 Week Before the Conference
Finish Preparations for Conference Preparations for Facilities: Before preconference, in the days immediately preceding the conference, ensure that all conference
preparations materials are finished and ready to be put to use.
Confirm Finalized Arrangements: Before the conference, confirm with facilities
manager all of the facilities arrangements. Ensure that each space reserved for the
conference is ready and that arrangements have been finalized and are correct.
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Facilities
The Week Before the Conference
Prepare Facilities for Conference: As soon as the conference is granted access to each
facility, conference preparations in each space can be done. These preparations may
include decorating, checking equipment and furniture arrangements, posting signage, etc.
Conference preparations should be done while in contact with facilities management
should any last minute details require adjustment.
Pre-Conference: When the Regional Board of Directors and special guests arrive for
pre-conference, in the last days before the conference, they may request to access to each
facility to ensure that all the arrangements they need to have been made have been made.
They may also request permission to decorate or rearrange a space, so they should be
apprised of any facilities restrictions regarding use of space.
At the Conference
Troubleshoot Facilities Problems: In conjunction with facilities management, any
issues with facilities (including space, equipment, etc.) should be addressed by the
Facilities Chair. Contingency arrangements may need to be activated should any of the
planned arrangements go awry. (Back-up equipment and spaces should be available and
have been considered in the planning stages.)
Things to Consider
Types of Spaces
Different events during the conference will have different spatial needs, which should be
accommodated as necessary in the planning process.
Boardroom Spaces
The Regional Board of Directors will conduct, with the NCCs, NRHH
Representatives, and Presidents, business at each regional and No Frills conference.
For these meetings, they will need boardroom spaces reserved to hold their meetings.
Modular classroom spaces and or arena spaces, depending on the size of the
conference, would be best. NCC boardrooms can range in size from twenty people to
more than fifty. Consult with boardroom chairs (each conference will have at least
two boardrooms: NCC Boardroom and NRHH Boardroom) about facilities needs.
Spaces for Ceremonies
Opening Ceremonies, Closing Ceremonies, and Award Ceremonies, will occur at
each conference. Opening and Closing Ceremonies are typically held in
auditorium/theater-style venues. The Awards Ceremonies can be held in either a
theater-style venue, or in the same space as the banquet, with a small stage placed at
the front of the space to focus the event. Arrangements for ceremonies should be
made in coordination with the Banquet Chair and Entertainment Chair.
Program Spaces
Conferences may also feature program sessions presented by conference participants.
The program presentations are typically held in classroom settings, so appropriate
spaces should be reserved. Some program presentations will need specific equipment
or require specific arrangements (i.e. “running” space, theater-style seating, modular
furniture, etc.). These needs should be coordinated with the Programs Chair.
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Facilities
Facilities Arrangements
Each event of the conference will be hosted in a space reserved, and each event may have
particular facilities needs.
Boardroom Facilities
The chair of each boardroom should know the exact arrangements that should be
made for the boardroom they chair.
Typically, the tables/furniture in boardrooms at regional and No Frills conferences
are arranged in a quadrilateral or circular (arena arrangements) to facilitate discussion
as business is conducted. However, different arrangements can be made as suits the
facilities and the boardroom chair. The three most common arrangements for the
tables and chairs in a boardroom are arena arrangements, classroom arrangements,
and theater arrangements.
Arena arrangements consist of tables that are arranged in a
circle/square/rectangle with chairs on the outside so when seated, each member
of the boardroom can see one another.
Classroom arrangements also have tables and chairs, but are set up in rows with
each member of the boardroom facing one direction (where the boardroom chair
will be).
Alternatively, theater arrangements for the space can be made. This arrangement
consists only of chairs, situated facing one direction, facing the boardroom chair.
Individual boardrooms may also have specific equipment needs. Typically, the
Associate Director of Administration/Records/etc. will have a computer to take
minutes and notes on business as it is conducted. So arrangements will need to be
made for them.
As individual regions go paper-less, computers are becoming more common.
These computers may need access to outlets, so providing power strips should be
considered. And since many of the documents for consideration are posted online
before the conference for NCCs and NRHH Representatives to prepare for the
conference, wireless internet access may be useful.
The NCC boardroom, in particular, may have specific audio/visual equipment
needs. Equipment for presentations (i.e. projector, computer interface,
microphones, sound systems, etc.) may need to be available for these
boardrooms.
Ceremonies Facilities
Opening and Closing Ceremonies
Opening and Closing Ceremonies are usually held in auditorium/theater-style
venues. These venues should have appropriate audio/visual equipment available.
Depending on the size of the venue and the number of people in attendance,
microphones and a sound system will be required. Also depending on the needs
of the keynote speaker, presentation equipment may be required. These
arrangements should be coordinated with the Entertainment Chair.
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Facilities
Awards Ceremonies
The Awards Ceremonies are typically held during or after the Banquet. At the
Awards Ceremonies, the Regional Board of Directors, sometimes with the
Conference Staff, will present awards that have been decided in boardrooms.
These presentations typically require audio/visual equipment for a slideshow and
speeches. These arrangements should be coordinated with the Regional Board of
Directors, the Entertainment Chair, Spirit Chair, and the Banquet Chair as
needed.
Program Facilities
Program spaces may need to be equipped with audio/visual equipment for the
program presenter to present their program. The specific needs of each program
presentation should be coordinated with the Programs Chair and each individual
program presenter.
Accessibility of Facilities
NACURH, Inc. has a commitment to diversity and inclusiveness. So all facilities, as
much as possible, should be accessible for individuals with mobility restrictions. Should
no accessible facility be available, each region has funds committed to assisting a
conference with complying with ADA requirements. The regional finance officer will be
able to assist with coordinating these arrangements.
Stipulations Regarding Use of Space
Different facilities may have restrictions on how space may be used and what types of
activities may take place in certain facilities. Some facilities may not allow guests to use
certain adhesives on the walls or post things with fasteners that would puncture the wall,
which would mean that decorations may be restricted. All regulations and restrictions
regarding the use of the facilities reserved should be considered when reserving facilities.
There may also be additional costs associated with certain activities. For example, some
facilities may have exclusive contracts with certain catering services, limiting what food
may be brought into or provided in the spaces used by the conference. Some facilities
may also have additional service charges for using the space that are not listed in the
quoted price for the reservation.
Other Campus Events
Other groups may have events going on right before, right after, or at the same time as
the conference. So facilities should be reserved well in advance to ensure that there is no
conflict with other groups that may wish to use the space. In case another group has a
reservation for a space immediately before or after a conference event, ample time for
set-up and clean-up should be scheduled and included in the reservation.
Conference staff may need to negotiate with other groups regarding the use of different
spaces to prevent conflicts. Nearby facilities, even if they will not be used for the
conference, should be considered in case another group chooses to host an event in those
spaces that may interrupt conference activities.
Contingency Plans
In the event that a reserved space becomes unavailable or unusable for a scheduled
conference activity, alternative arrangements should be made. Arrangements for all
facilities should have an identified contingency plan. Comparable facilities should be
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Facilities
available in the event that the original facility will no longer be adequate to serve the
conference’s needs. This applies particularly to outdoor facilities in the event of rain.
Volunteer needs
Volunteers may be needed for facilities, particularly to assist with technology needs and
directions. Facilities may not provide assistance with technology available at the
conference, so volunteers may be needed to troubleshoot facilities issues. And depending
on the layout and location of the conference facilities, additional volunteers may be
needed to help with directing conference participants to conference activities.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Finance
Objectives/Responsibilities
The objective of the Finance Chair/Committee (hereafter referred to as the Finance
Chair) is to manage the conference budget and all financial transactions so the
conference does not go into deficit and has minimal excess.
The responsibilities of the Finance Chair include building a budget proposal for the
bid, managing the budget throughout the conference planning process, tracking and
managing all transactions, confirming payment of bills to vendors for goods and
services, closing conference finances for wrap-up report, etc. Every aspect of the
conference will impact the budget, so the Finance Chair must be familiar with every
part of the conference. The Finance Chair’s responsibilities will last long past the date
of the conference, and possibly even the wrap-up report, until all the conference
finances are resolved and can be closed.
Note: The Finance Chair should be in communication with the regional finance
officer, who will be overseeing the conference finances as an additional measure of
accountability, throughout the conference planning process. Any questions regarding
finances for the conference may be directed to the regional finance officer and the
regional advisor.
Timeline
The responsibilities of the Finance Chair begin with developing the budget proposal
for the conference bid and continue until all vendors for the conference are paid and
accounts closed.
18 – 12 Months Before the Conference
Review Policy Regarding Conference Finances: Before a budget is created, regional
and NACURH policy regarding conference finances and financial management should be
reviewed. These policies include information on how to set-up the conference budget and
highlight financial considerations for the conference staff.
Develop Budget Proposal: The bid for the conference should include a budget proposal
that outlines how much the conference will cost and what the delegate and advisor
registration costs will be. (Note: The NACURH Conference Resource Consultant has a
template for conference budgets.) Conference budgets typically include price points for
zero delegates, a projected number of conference participants, and ±50 and ±100
conference participants.
Identify Finance Advisor: A staff advisor for the Finance Chair should be identified and
brought in to help with the developing the conference budget proposal for the conference
bid. The Finance Advisor is extremely important to ensure that the conference finances
are maintained and managed properly. This individual should be intimately familiar with
negotiating bank/university financial systems and managing large budgets.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
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Finance
12 – 6 Months Before the Conference
Establish Regular Meetings Between Finance Chair and Finance Advisor: In order to
ensure that the conference finances are being properly managed, the Finance Chair and
Finance Advisor should have regular meetings to look over conference finances. These
meetings may be only once a month in the early planning stages and may become more
frequent, to meeting once a week or multiple times a week, as the date of the conference
gets closer.
Open Conference Account: After winning the bid to host the conference, if applicable,
open a bank account or university account through which the conference can receive
payments and pay vendors. As needed, the regional budget may have funds available to
loan the conference staff to begin planning the conference (i.e. pay deposits, open
accounts, etc.).
Update Budget with Projected/Confirmed Costs: As contracts are drafted and signed,
final costs for the conference will be confirmed. These costs should be finalized in the
conference budget. Also projected costs for non-contracted transactions and purchases
should be re-evaluated and confirmed.
Draft Purchase Tracking Forms: For all purchases made for the conference, a form
noting what the transaction was and what it was for should be submitted to and kept by
the finance chair. All receipts for purchases and transactions should be kept with the
transaction form for reference. These forms should be kept for reference until the
conference is closed with the submission of the conference wrap-up report.
Draft Invoice Forms: When each school registers for the conference, their registration is
an agreement to pay for the attendance of all the conference participants registered for the
conference. Each school should then receive an invoice detailing how many delegates
and advisors have been registered, any extras they are purchasing from the conference
(i.e. t-shirts, etc.), and the total of the registration fees being assessed to the delegation.
Communication with delegations and individuals regarding invoices should be
coordinated with the Registration Chair.
Draft Receipt Forms: A form noting that all registration fees have been paid in full
should be drafted for submission to each delegation upon receipt of payment for the
conference. (Note: This for may look very similar to the invoice delivered to each
delegation registered.)
Appraise Conference Staff of Budget Limits: Conference staff should be apprised of
how much money has been allocated to certain line items in the budget for conference
related purchases. Conference staff should be aware of general financial operations to
ensure that none of the monies for the conference are mishandled.
6 – 3 Months Before the Conference
Finalize Conference Budget for Site Visit: Before the site visit, the budget for the
conference should be readied for review by the regional director, regional finance officer,
and the regional advisor. The budget should include all purchases made to date and all
contracted conference-related costs. The budget should also then reflect an assessment of
how much the registration fees will be, given attendance projections.
Develop System for Payment of Registration Costs: In coordination with the
Registration Chair, a system for sending invoices to schools upon registration should be
developed. Then there should also be an established procedure for submission of
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Finance
payments from conference participants. This system should outline the procedures for
paying with checks, paying cash, and paying via credit card, as applicable.
Track Conference Related Transactions: As purchases are made and contracts signed
for goods and services, documentation should be collected for all transactions and filed
for later reference. (Note: There may be costs associated with the site visit, like housing,
food, etc. These costs should be built into the conference budget.)
3 – 1 Months Before the Conference:
Site Visit: At the site visit, members of the regional board of directors will visit campus
in person to review all the arrangements that have been made for the conference. The
Finance Chair should present or available throughout the site visit to discuss expenses
and revenues for the conference as they pertain to each positional report. The Finance
Chair’s update should be last so the conference budget can be adjusted if anything comes
up related to finance during the rest of the site visit. A final conference budget will be
approved at the end of the site visit, and any changes thereafter will need to be approved
by the regional finance officer as detailed in regional policy.
Set Registration Price: The delegate and advisor registration price for the conference
should be set by the end of the site visit. This price should be set around a “break even”
price determined by the conference staff in consultation with members of the regional
board (typically determined by how much each delegate would need to be charged for the
conference not to go into deficit if attendance at the conference is 80% of the average of
the last three of the same conferences – exact details may be found in regional policies).
By setting the registration price using a “break-even” point, the conference staff can
mitigate the risk that the conference goes into deficit, while also minimizing excess,
which would indicate that conference participants were overcharged for their conference
registration. This price should be set before registration for the conference opens.
Send Invoices for Registration: As delegations register for the conference, they should
receive an official invoice from the conference staff detailing how much is due to the
conference.
Continue to Track Conference Related Spending
The Month Before the Conference
Collect Payment for Registration: As delegations submit payment for their attendance
at the conference, all payments should be deposited and receipts issued to payees.
Send Receipts for Payment: After payments are deposited for conference registration
fees, receipts should be issued to each delegation. This receipt may look like the invoice,
but should include a note confirming that all monies due the conference have been paid in
full.
Confirm Conference Budget: The conference budget should be updated and funds
reallocated as needed to accommodate all conference expenses.
Anticipate of Excess Funds: With the “break-even” number assessed as what will
likely be lower than the actual attendance, the conference may receive more in
revenue than anticipated. These excesses will most likely come from line items that
have a fixed cost (i.e. facilities – charged at a flat rate, etc.). The excess income may
be reallocated to ensure that all conference participants get the most out of their
conference experience.
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Finance
Reallocate Excess Funds: As excess funds become available, those excesses may be
reallocated to other line items to improve conference participants’ conference
experience. All reallocations should be approved by the regional finance officer
before they are reallocated in accordance with regional policy.
At the Conference
Collect Final Payment for Registration: At check-in, all delegations should submit or
have submitted payment. NACURH, Inc. has a “no pay, no key” policy. Any delegation
that does not submit payment, will not, under NACURH policy, be allowed to attend the
conference. (Note: Delegations may be able to submit alternative forms of payment, as
allowed by the conference staff and the Regional Board of Directors.)
Issue Invoices and Receipts: Copies of invoices and receipts should be available for and
issued to each delegation as they check-in.
Issue Monies to Regional Board of Directors for Conference Add-On Fee: Regional
policies may stipulate that each conference submit to the region a per-delegate fee for
each conference. These monies should be submitted to the region per the schedule
outlined in the region’s governing documents. (For more information, consult regional
policy.)
Repay Conference Loan, if applicable: If the conference staff received a loan from the
region to being making arrangements for the conference, the loan should be repaid before
the end of the conference or as stipulated in regional policy.
After the Conference
Close All Open Accounts with Vendors: After the conference, all accounts with
vendors closed and all accounts payable fulfilled. These transactions should be
documented and filed for later reference and noted in the budget to be included in the
conference wrap-up report.
Finalize Conference Budget: The final budget should include note of all transactions
(i.e. registration fee payment, conference related purchases, etc.). This final budget will
be included in the wrap-up report noting all conference expenditures, all conference
revenue, and the total conference excess/deficit.
Submit Conference Excess to Regional Board of Directors/Resolve Conference
Deficit: Since it is unlikely the total conference expenses will be equal to the total
conference revenue, there will likely be an excess or a deficit. An excess will exist if the
actual number of conference delegates in attendance exceeds the number of delegates
used to determine for the “break even” point attend the conference. A deficit will be the
result of fewer delegate attend the conference than the number projected to derive the
“break even” point. This excess/deficit should be resolved per regional policy by the time
the conference wrap-up report is due to the Regional Board of Directors. (For more
information, consult regional policy.)
Things to Consider
Budgets
The conference budget should be organized by line item and by projected delegate
attendance. Line items may be named by area of responsibility and sub-line items created
for different types of expenses to be catalogued. Projected attendance numbers may be
derived from past conference wrap-up reports. The noted projected attendance should
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Finance
include the cost for the conference per delegate for zero delegates, one delegate, four
delegates (or however many will be housed in a housing unit), the projected number of
delegates, ±50 delegates, and ±100 delegates. By noting costs for zero, ±50, and ±100
conference participants, the budget will be able to reflect fixed costs and variable costs
for the conference.
The budget can be built using Microsoft Excel or another spreadsheet program, and
sheets for tracking particular line items can be built. All transactions then should be
reflected in the budget so an accurate assessment of conference related spending can be
derived.
For instance, if the projected conference attendance for the conference were 200
conference participants, the budget might be organized as follows:
0
1
4
100
150
200
250
300
Dining
Facilities
Hospitality
Housing
Spirit &
Awards
Transportation
Etc.
Column Breakdown
0 – This column will note fixed costs (i.e. those costs that will remain as noted
regardless of how many conference participants attend). These costs will decrease, as
they are divided evenly amongst more delegates.
1 – This column will note variable or per person costs. The costs are charged based
on how many individual items of something are purchased (i.e. meals for banquet,
etc.).
4 – This number may vary depending on how many conference participants may be
housed in each housing unit (i.e. hotel room, residence hall room, etc.). This number
should reflect the maximum number of individuals who may be housed in a single
housing unit. This will help derive the per-delegate cost for housing. For instance, if a
hotel room will house four people and costs $120 per room, then the 1 column will
list housing as $120, but the 4 column will list $30.
100, 150, 200, 250, 300 – these columns are based on the projected attendance for the
conference. These columns will reflect projected costs for the whole of the
conference based on how many conference participants are expected to attend.
For the final budget, both conference expenditures and conference revenue should be
included so an accurate assessment of the conference excess/deficit may be derived.
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Finance
Forms
Transaction Forms
The Finance Chair should have a system for tracking all spending for the conference.
One of the easiest ways to track transactions is by using a standardized transaction
form which will summarize the details of all conference spending an to which
receipts may be attached. With this form conference finances can be better overseen
and checked.
Invoices
Each registering delegation should receive an invoice upon registration for the
conference that details how much is due to the conference for the registered
conference participants’ attendance. This invoice should note the cost of each
conference participant’s registration, how many of each type of conference
participant are attending with the delegation (i.e. student delegate, advisor in a single
room, advisor in a double room, etc.), any extra charges associated with the
registration process (i.e. invoice fees, transaction fees for payment, etc.), other
optional charges (i.e. Sunday lunch – if not included with the conference, conference
t-shirts – if not included in the conference registration price, etc.) and the total
amount due. A printed copy of this invoice should be available for each delegation at
check-in for their records.
Receipts
Upon payment, each delegation should receive notice that their account has been paid
in full. This form may be derived from the delegation’s invoice and delivered
electronically. Or the conference may choose to issue handwritten receipts from a
receipt book at check-in. Hard-copy receipts should be available at check-in for each
delegation, for their records.
Taxes
Some delegations may require a tax ID number so payment can be issued to the
conference. The conference should use the host school’s tax ID number. Each conference
is the host school’s conference that happens to be a regional conference, rather than a
regional conference at the host school. All responsibility for the conference and related
activities belong to the host institution (per the host acknowledgement form, required for
bidding).
Alternative Payment Options
Per the NACURH, Inc. “no pay, no key” policy, delegations that do not submit payment
for the conference before the conference opens will not be allowed to attend any
conference activities.
If a school registers for the conference but is unable to attend, the registered school is
still responsible for payment for all reigstrants. Refunds/reimbursements may be
issued at the discretion of the Regional Board of Directors after the conference.
Many schools will bring payment in the form of a check to the conference to deliver
in person at check-in. The Finance Chair should be present at check-in to receive
payment, issue receipts, and answer questions.
If a school has not submitted payment before the conference and does not have payment
available upon check-in, they may not check-in for the conference. However, there are
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several alternatives, which may be made available to them as determined appropriate by
the conference staff and Regional Board of Directors (particularly the regional finance
officer and the Regional Advisor).
Personal Checks
A school may be able to submit a personal check to be held by the conference staff
until payment from a school can be collected. If a personal check is issued to be held
by the conference staff, this check is typically written by the delegation advisor and
specific details regarding how long the check will be held are determined by the
individual writing the check, the delegation advisor, the regional finance officer, the
Regional Advisor, the conference (finance) chair, and the conference advisor.
Personal checks should only be written if the conference host institution is
comfortable accepting this form of payment.
Promissory Notes
A school may also choose, if the option is made available, to sign a promissory note.
The terms of this promissory note shall detail the amount due, from whom the
amount is due, when the amount must be received by the conference, when the
amount due will begin to accrue interest, and how much interest will accrue on the
amount due. If the amount due is not paid in full by the date stipulated on the
promissory note, the promissory note should also note that the school from whom
payment has not been received shall be placed in bad standing with NACURH, Inc.
and its affiliates. This promissory note is a legal contract to be signed by the
Delegation Advisor, the delegation NCC, the regional finance officer, the Regional
Advisor, the Conference (Finance) Chair, and the Conference Advisor.
Journal Voucher/Electronic Transfer
If the option is available, a school may be able to journal voucher money or submit
an electronic transfer of funds to the conference host school to pay for the
conference.
Journal vouchers require that both the delegation’s host school and the conference
host school be members of the same financial system, which typically only applies to
public universities that are member schools of the same university system (i.e.
Oregon University System, University of California schools, California State
University schools, etc). Most journal vouchers are handled through a university’s
business affairs offices and must be coordinated before those offices close for
business on Friday. If a journal voucher is not or cannot be submitted, the delegation
will need to arrange an alternative method of payment.
Electronic transfers may be an option if the delegation’s host school is able to submit
electronic payment and the conference host school can accept electronic payment. If
electronic transfers are not a viable option, the delegation will need to arrange an
alternative type of payment.
Contracts
The university’s legal counsel should review ALL contracts BEFORE signing.
As positional chairs and the conference chair review contracts before signing, the finance
officer and advisor should also be reviewing all the contracts before they are signed.
These contracts will contain information regarding the cost of the different aspects of the
conference, which will need to be factored into the cost of the conference.
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Hospitality
Objectives/Responsibilities
The objective of the Hospitality Chair/Committee (hereafter referred to as the
Hospitality Chair) is to coordinate the arrangements for the hospitality at the
conference (i.e. hospitality room(s), boardrooms, etc.).
The Hospitality Chair is then responsible for reserving a location for the hospitality
room and making all the arrangements for the food and beverage services outside of
meals that will be provided by the conference.
Note: The Hospitality Chair may also be responsible for coordinating some of the
arrangements for socials at regional conferences, as many of the responsibilities of
the Hospitality Chair will be relevant to and may overlap those of the Entertainment
Chair in coordinating conference socials. (For more information on co-coordinating
socials between the Hospitality Chair and Entertainment Chair, see “Entertainment.”)
Timeline
The Hospitality Chair should be involved in the bidding process in identifying and
forecasting hospitality room arrangements. The Hospitality Chair’s duties will
continue through the closing and clean up of the hospitality room the last day of the
conference.
18 – 12 Months Before the Conference
Identify a Space for the Hospitality Room: The bid for the conference should include a
short description of an appropriate space that has been identified for the hospitality room.
The hospitality room at a conference is a space, typically (near) where delegates are
housed, where conference participants may to pick up a snack and relax in the company
of other conference participants. The hospitality room differs from the socials in that the
hospitality rooms are for everyone and are not necessarily intended to facilitate
networking opportunities for delegates and advisors.
Forecast Arrangements for Hospitality: The conference bid should also include a
forecast of what food and beverage services can be made available and how much those
services will cost. The bid should also include information on when the hospitality rooms
may be open for conference participants and whether or not it will be staffed by a
volunteer or member of the conference staff.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 6 Months Before the Conference
Reserve Space for Hospitality Room: In coordination with the Facilities Chair, the
space for the hospitality room should be reserved for the conference. This reservation
should include restrictions for the space (i.e. any specific vendors with which the facility
has an exclusive contract, sound and capacity restrictions, etc.). The reservation should
also include any facilities considerations (i.e. sound system for music, arrangements for
furniture – if applicable, etc.)
Make and Confirm Forecasted Arrangements: Forecasted arrangements for the
conference should be made early. If the food and/or beverage service is to be catered,
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Hospitality
those arrangements can be made and contracted early. If food and beverage services will
not be catered, specific plans for those services should be drafted and confirmed. If the
hospitality room will feature music or any other kind of passive entertainment, those
arrangements should also be made early.
Identify and Coordinate Hospitality Needs: In coordination with other positional
chairs, Identify hospitality needs for different spaces and what arrangements are feasible
for conference events. Entertainments events may include hospitality arrangements (i.e.
refreshments at social activities during conference, etc.). Different facilities during the
conference may also require hospitality arrangements (i.e. boardrooms, conference
information table, volunteer staging area, etc.). Other positional chairs may have
hospitality needs and should be consulted regarding their needs and requests.
6 – 3 Months Before the Conference
Continue to Coordinate Hospitality Arrangements: Continue to coordinate
arrangements for the hospitality needs noted by other positional chairs. As these
arrangements are made, relevant positional chairs should be kept up-to-date with
arrangements and changes.
3 – 2 Months Before the Conference
Finalize Arrangements: The open hours for the hospitality room can be finalized as the
schedule for the conference is confirmed. The hospitality room is typically open in the
evening after other conference events have concluded. (For regional conferences, the
hospitality room may be open at the same time as the socials.) Food and beverage service
arrangements should be ready for presentation at the site visit. The hospitality room
facilities arrangements should also be ready to be presented to the RBD in attendance at
the site visit.
Site Visit: At the site visit, members of the regional board of directors, typically the
Regional Director, regional finance officer, and Regional Advisor, will visit the
conference host site to review arrangements and support the conference staff as they plan
for the upcoming conference. At the site visit, members of the regional board of directors
will review the hospitality arrangements and may make recommendations for some of the
facilities (i.e. boardrooms, passing areas in program buildings, etc.).
2 – 1 Month Before the Conference
Confirm Finalized Arrangements: After site visit, there may be some things that may
need to be addressed regarding the arrangements for the hospitality room. These changes
should be made as soon as possible.
4 – 2 Weeks Before the Conference
Prepare Arrangements: If food and beverage services are not catered for the hospitality
room, and are being purchased by the conference staff, purchases should be made in
advance of the conference. The conference may need to have a space identified to store
goods for the hospitality room.
2 – 1 Week Before the Conference
Organize Arrangements for Conference Preparation: Any purchased goods for the
hospitality room should be organized and prepared for set up as soon as the hospitality
room is available.
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Hospitality
The Week Before the Conference
Prepare Hospitality Room for Conference: As soon as the conference is granted access
to the hospitality room, decorations and signage may be posted. During this time,
furniture and other facilities arrangements can be done.
Prepare Arrangements for Other Venues: Until facilities are opened for the
conference to set up, some hospitality arrangements may be put on hold. As much as can
be done to prepare for hospitality set up should be done in advance and stored until
conference staff and volunteers are granted access to facilities.
At the Conference
Set Up Hospitality Arrangements in Facilities: In designated areas, hospitality tables
may be available for conference participants to grab snacks and drinks (i.e. boardrooms,
passing spaces in program buildings, etc.). Staff and/or volunteers should make sure that
these stations are supplied and ready for conference participants.
Stock Hospitality Room with Food and Beverage Services: When the hospitality room
is available, and can be monitored for conference participant access only, food and
beverage services can be laid out for delegates.
Open the Hospitality Room: The hours for the hospitality room should be clearly posted
and the hospitality room should be opened for delegates as scheduled. Food and beverage
services should be available for delegates to come by and grab a snack and relax.
Close the Hospitality Room: These spaces may need to be cleaned by the conference if
no other arrangements are made. As applicable, extra food and drinks may be made
available to delegates to take with them to program sessions or away with them after the
conference closes.
Things to Consider
Food and Beverage Service
Catered Services: If the food and beverage services for the hospitality room are catered,
those arrangements should be made early and contracts signed as soon as the university’s
legal department has approved them. These arrangements can be contracted and
scheduled well in advance of the conference and confirmed as the date of the conference
approaches.
Contracts: University legal counsel must review ALL contracts BEFORE signing.
Copies of all contracts should also be shared with the Conference Chair and Finance
Chair.
Non-Catered Services: Food and beverage services may be less expensive if they are not
catered. Purchasing snacks and drinks, or having them sponsored, may be an excellent
option for the hospitality costs, if other arrangements are not more cost effective. If the
food and beverage services are not catered, costs should be forecasted as a part of the
bidding process and the cost of those items should be reflected in the budget. Packaged
goods are convenient for delegates to “pack out” for sessions and travel, if food is being
purchased by the conference.
Food Options
Some conference participants may have specific dietary restrictions or needs. In
consultation with the Dining Chair, a variety of options should be available: vegan,
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Hospitality
vegetarian, Kosher, Halal, gluten-free, etc. Refreshments available at entertainment
events and in hospitality rooms should also be selected in consideration of potential
allergies. Pre-packaged or separated foods should be available to prevent crosscontamination for individuals with allergies to certain foods.
Many conference participants like to take snacks from hospitality rooms for after the
hospitality rooms close, so snacks that are easily portable (i.e. pre-packaged, snack-sized,
etc.) are ideal. Most conference participants go to the hospitality rooms for a late-night
snack, so the refreshments in the hospitality rooms do not need to serve as an additional
meal.
Conference participants may also make special requests to the conference staff for
particular items for the hospitality rooms. If possible, it is always nice to accommodate
these requests, especially if the request is the result of a dietary restriction, but it is not
necessary to go to great lengths to fulfill requests. If a request cannot be fulfilled, it
would be appropriate to share that information with the person making the request.
NACURH Caffeinated Beverages Policy
NACURH, Inc. policy stipulates that at no caffeinated beverages may be served or
distributed after 11:00PM. So for conference activities (i.e. hospitality rooms,
entertainment events, boardrooms, etc.), where refreshments may be available, that are
scheduled go continue past 11:00PM, volunteers and/or conference staff should be
available to remove caffeinated beverages.
Volunteer Needs
Volunteers may be needed to help set-up, staff, and clean-up hospitality rooms,
entertainment events, boardrooms, and other conference events. Volunteers may be
needed to set-up hospitality rooms, restock refreshment tables, etc.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Housing
Objective/Responsibilities
The Housing Chair/Committee (hereafter referred to as the Housing Chair) is
responsible for delegates’ and advisors’ temporary living accommodations during the
conference.
The Housing Chair’s responsibilities include identifying accommodations (i.e. a local
hotel, unoccupied college/university venue, etc.), negotiating a contract with the
selected accommodation, liaising with the accommodation’s staff to ensure everyone
is checked-in for their stay efficiently, and ensuring that during the conference all
delegates and advisors are satisfied with their temporary living arrangements.
Timeline
The process of making the conference housing arrangements begins early, as a part of
the bidding process. Typically, the bid for a conference is submitted for review by the
National Communications Coordinators at the same conference for the next year. This
gives the conference staff one full year to plan and confirm arrangements for the
conference.
18 – 12 Months Before the Conference
Identify Accommodations: As the bid comes together, a hotel or other accommodation
near the main campus should be identified to house guests for the conference. This would
be a good time to enter into some preliminary conversations with the hotel about
reservations and price.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 10 Months Before the Conference
Make Final Accommodation Selection: Having won the bid to host the next
conference, the Housing Chair should then enter into more in depth conversations with
the selected accommodation about reservations. (An examination of past conference
attendance and hotel venue’s capacity will aid in determining the delegate cap.) At this
point, the per room costs should be discussed.
10 – 8 Months Before the Conference
Get Price Quotes: This time is when specific quotes from the hotel venue should be
obtained. These price quotes should include quotes for conference attendance of varying
size and any discounts that may be available given certain circumstances. From these
quotes the accommodation selection can be confirmed and the Housing Chair, with the
hotel venue, can begin drawing up a preliminary contract for reserving room for the
conference.
Draft Contracts: Having selected an accommodation venue, contracts need to be drafted
reserving the space for the conference. In this drafting process, details regarding risk
management, liability, and insurance coverage.
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Finalize Contracts: Contract drafts should be completed and sent to the host institution’s
legal department to ensure that all the documents related to the contract are in order. The
university’s legal counsel should review ALL contracts BEFORE anything is signed.
8 – 3 Months Before the Conference
Create Systems for Using Registration Information: The Housing Chair should be in
close communication with the Registration Chair per the interconnected nature of these
two areas of responsibility.
In advance, the Housing chair should determine how registration information will be
used, including grouping delegates and advisors, assigning delegates and advisors to
rooms, and tracking travel arrangements for check-in and check-out times. (Note:
Each delegate’s and advisor’s gender will need to be confirmed for room groupings.)
The selected hotel venue may also need additional information (i.e. name, etc.) about
delegates and advisors – the guests who will be staying. So this is the time to confirm
that information and make sure it is a part of the registration form.
Registration information should be carefully managed so that privacy for conference
participants and other guests is respected.
Finalize and Sign Contract: With the contract with the accommodation venue finalized
and approved, sign the contract. This should all be done in conjunction with the
university’s legal counsel.
3 – 2 Months Before the Conference
Track Registration Information: In conjunction with the Registration
Chair/Committee, registration information should be tracked so room assignments and
groupings can be made.
Update Accommodations Venue with Numbers: As the date of the conference draws
closer, the Housing Chair should connect with the hotel venue regularly with updates
about current and projected attendance.
Site Visit: Members of the Regional Board of Directors will be visiting the campus
before the conference to confirm, in person, that the conference planning process is
proceeding on schedule and that no details are overlooked. Some regional boards take
this opportunity to have the entire Regional Board of Directors convene to conduct
business and become familiar with the campus as well as conduct the site visit. While
members of the Regional Board of Directors are visiting the host site, housing
accommodations will need to be provided for them. Typically the site visit is only
overseen by the Regional Director, regional finance officer, and the Regional Advisor
from the RBD.
2 – 1 Month Before the Conference
Continue Tracking Registration Information: As more delegations register for the
conference, and more information about those delegates and advisors is submitted, room
assignments and groupings can be made.
Update Accommodations Venue with Numbers and Needs: As the date of the
conference draws closer, the Housing Chair should connect with the hotel venue
regularly with updates about current and projected attendance. Special accommodations
needed/requested by conference participants should be communicated as soon as possible
so those terms and arrangements can be negotiated.
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Confirm Check-In Procedures with Accommodations Venue: Because the check-in
process is multi-faceted, the Housing Chair should discuss with the hotel venue how
guests will check into their accommodation either with or before/after checking-in for the
conference with the conference staff.
4 – 3 Weeks Before the Conference
Update Accommodations Venue with Numbers: As the date of the conference draws
closer, the Housing Chair should connect with the hotel venue regularly with updates
about current and projected attendance.
Assess and Address Accommodation Needs: The Housing Chair will need to be in
contact with conference participants who indicate that they may need additional
accommodation needs. The hotel venue should be appraised of this information so
accommodations can be arranged.
3 – 2 Weeks Before the Conference
Update Accommodations Venue with Numbers: As the date of the conference draws
closer, the Housing Chair should connect with the hotel venue regularly with updates
about current and projected attendance.
Connect with Hotel Venue to Finalize Arrangements: Once all the registration
information has been submitted, the Housing Chair can confirm all the final details for
the conference guests’ arrival at the hotel venue: from the check-in process through to the
check-out process.
2 – 1 Week Before the Conference
Finalize Housing Assignments: A final list with housing assignments should be submit
to the housing accommodations as soon as they are complete right before the conference.
This is to ensure that any special accommodations are met and that housing assignments
will be satisfactory for all conference participants.
The Week Before the Conference
Confirm Final Arrangements: At this time, the Housing Chair can prepare the materials
needed for housing check-in and make final confirmations about the arrangements that
have been made for guests at the hotel venue.
At the Conference
Continually Assess Accommodations: Ensure hotel arrangements are satisfactory for
conference participants. Address concerns as they arise.
Manage Hotel Venue Common Spaces: If common spaces in the hotel are being used,
the Housing Chair should work with the hotel venue’s staff to manage these areas.
Things to Consider
Selecting Accommodations
Some universities may have particular policies regarding how outside vendors may be
found and contracted. Certain financial or contract search procedures may apply. Some
universities may have a bidding policy that requires a specified bidding timeline.
Understanding these processes early before any contracts are drafted is important to
ensure that university policies and local laws are followed.
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Start on Contracts Early
Funding for deposits may be needed before information deadlines and/or delegate
arrivals, so starting the contracts early so the other arrangements that must be made with
the housing accommodations venue can be done on time is critical. All of these
arrangements should be discussed and defined as soon as possible to ensure that there is
no miscommunication between the housing accommodations venue and the conference
staff.
Contracts
The university’s legal counsel must review ALL contracts BEFORE signing.
Hotels sometimes have contract forms that can be tailored to specific groups, and from
these form contracts, drafts can be drawn up for review. (Note: some hotels and other
venues may require a guarantee on the number of conference attendees, which will
establish a minimum cost that must be paid whether or not rooms are filled.)
The contract will need to be considered from the perspective of both the conference’s
needs as well as the hotel’s needs (and the conditions necessary for the hotel to
accommodate the conference’s needs). For instance, the hotel may require that all the
information they need be in by a certain date, which will affect registration deadlines.
Stay in Communication with Venue
There are a lot of arrangements to be made regarding check-in, delegates’ stay, etc., and
with so many people involved as staff and/or conference participants, so some details
regarding the conference may be overlooked (i.e. cheering policy, decoration policy,
etc.). Connecting with the hotel venue regularly to discuss arrangements and any changes
that may have occurred will mitigate the risk for these oversights.
Venue Arrangements
Depending on the hotel venue, check-in may be held at the hotel venue or at another
location. In either case, the hotel venue’s staff should be aware of the check-in process
and how/when delegations will arrive.
The Housing Chair should also be in conversation about the hotel venue’s policy on
things like noise and decorations, as the nature of these conferences can be more
exuberant than with other groups.
Have Efficient Systems for Gathering and Tracking Registration Information
The registration process gathers a great deal of personal information from delegates, and
having an efficient system for gathering and tracking this information will make
communicating it to other parties easier.
Assigning Delegates and Advisors to Rooms
Delegates are usually assigned to rooms with other delegates of their same gender. This is
considered a standard placement, but gender inclusive/neutral housing may be made
available if the conference host school chooses to make such housing arrangements an
option for delegates to choose. Feasibility of gender inclusive/neutral housing will
depend on the conference host school’s policies and/or the housing accommodation’s
assignments policy.
Historically, delegates have been assigned to room with at least one other member of
his/her delegation whenever possible. Delegates are also typically assigned to rooms near
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the rooms of other members of their delegation. Be aware that many people are
uncomfortable with rooming or sharing a bed with someone they do not know. If
possible, try to avoid assigning delegates to rooms without another member of their
delegation or in which they will be sharing a bed with a stranger.
Advisors are sometimes assigned to rooms with or near their delegations, or they are
assigned to rooms separate from their delegations with other advisors in a block.
Historically, conferences have made housing assignments with advisors assigned to an
advisor block rather than with their delegations for regional conferences when advisors
and delegates are housed in the same faciliity. Still, advisors should never be assigned to
share a room with their student delegates.
Advisors are typically assigned to doubles or singles. In the event that an advisor requests
single room accommodations, the extra cost of their single room accommodation (instead
of a double room) should be included in the registration price for those advisors. Be
aware that advisors should not be assigned to doubles in which there is only one bed; if
assigned to a double, each advisor should have his/her own bed.
Gender Inclusive Housing Options
NACURH has made a commitment to supporting inclusivity and supports conference
host schools in providing gender inclusive housing options for delegates. If possible,
given university policy and the policies of the contracted housing accommodations,
gender inclusive housing may be made an option for conference participants.
In the event that a conference participant identifies non-cisgender, housing
accommodations should be made in accordance with his/her preference. In these cases,
conference participants may be contacted directly regarding their accommodation to
ensure that they and other conference participants are comfortable for the duration of the
conference.
While making these arrangements, be sure that each individual’s right to privacy is
respected. Each individual should be in charge of their own information, and no
information should be shared with anyone but pertinent staff without the explicit
permission from the individual.
Staff Rooms in the Housing Accommodation
Depending on the distance from their own housing and the distance from the conference
facilities, rooms may be booked for use by the conference staff for the duration of the
conference. These rooms may be used as secondary hubs for conference staff or may be
designated as “break rooms” for conference staff to take naps or sleep during the
conference. If booked, the cost of these rooms should be built into the budget for the
conference.
Damage Charges to Housing Accommodations
The conference should clearly explicate how damages will be charged to delegates in the
event that the housing accommodations are damaged. The conference budget may have a
contingency fund to cover these costs, or payment for these costs may be forwarded to
the responsible party, as arranged by the conference staff. It may be simplest to ensure
that the contingency line item is sufficient to cover damage charges, in the event that the
housing accommodations are damaged.
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If there is significant damage to the housing accommodation, conference staff should
negotiate, in consultation with the RBD, with the responsible parties to ensure full
reparation for the cost of the damage.
Spirit Indoors
Specifics regarding quiet hours, courtesy hours, and “No Cheer Zones” in and around the
housing accommodations should be negotiated in consultation with the Spirit Chair.
Hotels and other housing accommodations may not be reserved for the exclusive use of
the conference. Other guests should be considered when negotiating and establishing
spirit rules in and around housing accommodations.
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Philanthropy
Note: This section applies only to those conferences that will undertake a philanthropic
initiative. Not all conference will host a community service event, so the information in
this section may not apply to all conferences.
Objective/Responsibilities
The objective of the Philanthropy Chair/Committee (hereafter referred to as the
Philanthropy Chair) is to coordinate a philanthropic effort at the conference for
conference participants to support.
The Philanthropy Chair, to this end, will identify a philanthropic organization(s) to
support. Then, the Philanthropy Chair will coordinate with the organization(s) to plan
and host a project for at the conference.
Timeline
The philanthropic efforts undertaken for the conference begin with the bidding
process, in which the cause selected for the conference’s philanthropy efforts is
identified. Over the planning year, before the conference, the details of how
conference participants will be invited to support the selected cause will be defined
and readied.
18 – 12 Months Before the Conference
Select a Cause: The bid process includes the preliminary search process for a
philanthropic cause: identifying a cause to support, identifying local organizations that
support this cause, determining the feasibility of working with various organizations.
Identify Philanthropic Organizations: Find organizations in the local area who
might/would be interested in utilizing involved student leaders for a few hours on a
weekend.
Draft Projects: Focusing on the cause and type of support the organizations identified
typically utilize, draft some preliminary ideas for what conference participants can do
before, during, and after the conference to support the cause and what limits there might
be on which conference participants can participate.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Contact Philanthropic Organizations: Contact the identified organizations to discuss
the possibility of partnering with them to work to support their cause.
Confirm Partnership with Selected Organization: Once contact has been made and an
organization has been selected, the Philanthropy Chair can begin coordinating with the
organization a service project in which delegates can participate.
Draft Plan for Philanthropy Project: This process should include determining what the
project will look like when it is hosted at the conference, how delegates can prepare for
the project before arrival, and what arrangements need to be made to successfully host
the project. This plan should also include contingency plans in the event that the project
cannot be hosted as planned.
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Philanthropy
9 – 6 Months Before the Conference
Create Contingency Plans: Having created a plan, the Philanthropy Chair should begin
drafting and implementing contingency plans. This may mean identifying an alternative
organization with whom the conference will coordinate philanthropic efforts.
Draft Risk Management Forms: Sometimes volunteer projects involve doing physical
labor. In the event that philanthropy project does involve optional physical labor, there
must be a release form signed by those who choose to participate in the activity. This
form may be similar to the conference liability waiver, but it will be specific to the
activity.
6 – 3 Months Before the Conference
Confirm Project Plans with Partner Organization(s): As plans for the philanthropic
project develop, stay in contact with partner organization(s) to confirm those plans.
Coordinate On-Campus Arrangements: If any part of the project will be taking place
on campus, facilities and hospitality arrangements will need to be coordinated.
3 – 2 Months Before the Conference
Announce Philanthropy Project: Announce the standing plans for the conference’s
philanthropy project via the regional listserv, a preceding conference, and/or in a regional
meeting. The announcement should include information about what cause is being
supported, what the project will be, and what preparations delegates planning to
participate should make. This will allow conference delegates to begin their preparations
to support the philanthropy project as they prepare for the conference.
Site Visit: The site visit is an opportunity for members of the regional board of directors
to visit the conference host site and go over the details of the conference with members of
the conference staff. For the Philanthropy Chair, this means that members of the regional
board of directors, typically the Regional Director, regional finance officer, and Regional
Advisor, will be checking into the arrangements made for the philanthropic initiatives
hosted at the conference. Information about how donations will be collected,
philanthropy projects will be coordinated, etc.
2 – 1 Month Before the Conference
Answer Questions About Philanthropy Project: Inevitably someone will have a
question about the philanthropy project. These questions can range from what
participants will need to wear to whether or not there will be snacks. Be prepared to
answer these questions.
4 – 3 Weeks Before the Conference
Continue to Answer Questions About Philanthropy Project
Send Out Liability Waiver: If the project requires a liability waiver, this would be the
time to forward the waiver to delegates so they can bring them to the conference filled
out.
3 – 1 Weeks Before the Conference
Continue to Answer Questions About Philanthropy Project
Confirm Arrangements: Confirm the arrangements that have been made with the
philanthropic organization(s) for the philanthropy project and facilities.
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The Week Before the Conference
Finalize Arrangements: Request final confirmation for the project from the
philanthropic organization(s) and facilities.
At the Conference
Collect Donations: At the conference is a good opportunity to collect donations from
conference participants. With an announced philanthropy project, some schools may have
collected donations (i.e. monetary donations, donations of goods, etc.) that they will bring
with them to the conference. Check-in for the conference is a good time/place for schools
to deliver their donations to the conference for delivery to the philanthropic organization.
Collect Liability Waivers: If liability waivers are warranted, they can be collected at
check-in or when people gather for the project.
Host Philanthropy Project: Gather participating delegates, take them to the project
location, and give them the instructions. Like any other program, this project should be
fun as well as give participants a chance to give back.
Things to Consider
Choosing a Cause
The focus cause for the philanthropy project should align with the conference theme or
regional initiatives.
For instance, if the conference theme is “Dr. Seuss”, a good cause to support in line with
that theme might be supporting an organization that promotes literacy and academic
success; then the philanthropy project might be collecting books for Books for Africa
and/or writing letters to House representatives about supporting education and closing the
achievement gap.
Choosing a Philanthropic Organization
There are a lot of different organizations that support similar causes, and deciding which
organization with whom to partner may be difficult. Making the decision may be easier,
then, if a set of criteria is already established. These criteria should help narrow the
choices by ensuring that the organizations in question align with the mission and vision
of NACURH, Inc.

Does the organization support the mission of encouraging, promoting, and supporting
student leadership?

Does the organization support inclusive communities and diversity as NACURH, Inc.
does?

Is the organization affiliated with any other groups that may not support the same
mission as NACURH, Inc.?

Will the organization be able to co-sponsor a philanthropy project at the conference?
There are many more questions to be asked. Hopefully this will help start the process of
selecting a philanthropic organization with whom to partner.
Travel to/from Philanthropy Project
Some local philanthropic organizations may have locally based projects that may be open
to conference participants. In the event that an off-site (from the conference) philanthropy
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project is a part of conference, travel arrangements should be considered to transport
conference participants to and from the philanthropy project site. Depending on the
distance, conference participants may be able to walk, but ADA accessibility
arrangements should be prepared in case someone who wishes to participate needs
special accommodations.
“What if it rains?” (Contingency Plans)
Depending on the location of the conference, it may rain during the conference. And if
the philanthropy project is outdoors (i.e. participating in a park clean-up effort, breaking
ground for a series of community gardens, etc.), it may rain on participants. Since not
everyone is comfortable working in the rain, there may need to be an alternative, indoor,
philanthropy project available.
Indoor projects can be harder than outdoor projects to coordinate, because the logistics of
bringing a project to people rather than people to a project can be more difficult. Some
indoor projects that may serve well as an alternative project are sorting donations at a
local food bank, letter writing campaigns, or making/wrapping shoebox gift boxes for an
organization that sends basic supplies to developing countries.
Alternative Support for Philanthropic Efforts (Non-Monetary Support)
Some schools may have policies that prohibit collections or donations for school
sponsored activities, like attending conferences or participating in RHA. Schools that
cannot participate in philanthropic efforts monetarily should have alternative ways to
support the philanthropic efforts sponsored by the conference.
Some philanthropic organizations already have programs or projects designed for groups
seeking alternative ways to support their efforts. Conference staff may be able to arrange
for non-monetary donations or other alternative ways for schools to participate in
philanthropic efforts. Other philanthropic organizations may seek to coordinate an
alternative opportunity for conference participants to support their cause at the
conference.
Philanthropy and Spirit
One way to recognize the contributions and participation of delegates in philanthropy
efforts is to award spirit points for donations and/or participation in philanthropy projects.
Participation in philanthropy efforts may an opportunity for delegates who may not wish
to participate in the traditional expressions of spirit (i.e. cheering, participating in making
banners/displays, etc.).
In coordination with the Spirit Chair, a system for awarding spirit points for donations or
participation in philanthropy efforts should be determined and included in the Spirit
Chair’s communications with delegates and other conference staff. If they are to be
included, the philanthropy-based spirit points should be built into the spirit point rubric
developed by the Spirit Chair.
Volunteers
Volunteers may be needed to help staff philanthropy projects. If the conference will be
coordinating donations, volunteers may help collect and organize donations. If the
conference will be hosting on-site or off-site philanthropy projects for delegates to
participate in, volunteers may be directed to staff those projects and help direct delegates.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Programming
Note: No Frills conferences may not include program sessions as an official aspect of the
conference. So the position of the Programming Chair/Committee may not apply.
Objectives/Responsibilities
The objective of the Programming Chair/Committee (hereafter referred to as the
Programming Chair) is to coordinate the program selection and the program sessions
at the conference.
The responsibilities of the Programming Chair include establishing a system for
program submission and selection, coordinating program spaces with the Facilities
Chair, facilitating the presentation and evaluation of programs, etc.
Note: Programs are submitted and presented by delegates at the conference, which
means that the Programming Chair is not responsible for the actual facilitation of
each program.
Timeline
The responsibilities of the Programming Chair begin early in the planning process
with the establishment of a program timeline and continue through the last day of the
conference when the top programs are presented again.
18 – 12 Months Before the Conference
Identify Program Spaces: In coordination with the Facilities Chair, identify spaces on
campus that would be suitable for programs for the bid. At conferences, programs are
typically held in classroom spaces, equipped with technology as needed. The NCCs
voting on where the next conference will be will likely be most interested in what
amenities will be available for program presenters and the distance of available facilities
from other conference facilities.
Draft Program Submission Timeline: The bid should also include a draft of the
timeline for program submissions and submission requirements. The drafted timeline
should include when the conference staff will begin accepting program submissions,
when the submission process will close, when submissions will be reviewed, and when
program presenters will be notified.
Determine Available Program Tracks: Conference participants attend conferences for
a variety of reasons, and identifying specific program tracks may enable delegates to
better select programs that will serve their conference objectives. (Program submissions
should identify a program track.)
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Reserve Program Spaces: In coordination with the Facilities Chair, reserve spaces for
program sessions. Amongst the spaces reserved for programs, there should be several that
can provide program presenters with access to technology facilities, some with modular
furniture should different special arrangements be desired by program presenters, etc.
(Note: Program presentations are typically one-hour long presentations. Reservations
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Programming
should be made accordingly and include several session times, which will comprise the
majority of conference for most delegates.)
Identify Volunteer Needs: In coordination with the Volunteer Chair, identify how many
volunteers will be needed to address programming needs during the conference. These
volunteers will likely assigned to direct delegates to program spaces, assist program
presenters, collect program evaluations, and tally program evaluation results.
Determine and Publish Program Submission Guidelines: Program submissions should
be accepted around the same time as registration, but may have a different timeline. The
submission guidelines should detail what information must be included in each program
submission and the timeline for bid submissions, reviews, and notifications.
9 – 3 Months Before the Conference
Draft Program Submission Forms and Build Program Submission System: Having
determined what information should be included with each program submission, in
coordination with the Technology Chair, a submission form should be drafted and tested.
(For an example of a program submission form, see “So You Think You Can Host.”)
Build Program Submission Review System: As programs are submitted, conference
staff (and other volunteers, if applicable) will review each submission and evaluate the
suitability and viability of each program for the conference. So criteria for evaluating
each program submission must be established to ensure that each program is evaluated
equitably.
Draft Program Notifications for Presenters: There are three statuses for program
submissions after they have been reviewed: accepted, rejected, and alternate. Accepted
programs will be presented at the conference. Rejected programs will not be asked to be
presented at the conference. Programs designated as alternates as contingency if not all
the accepted programs can be presented; these letters should include a date by which the
conference staff will notify the presenter of their program’s accepted/rejected status.
Form letters/emails to send should be prepared notifying program submitters of their
program’s status in the review process; these letters should also include information
regarding confirmation that a program will be presented.
Draft Program Evaluation Forms: At the conclusion of each program, each program
attendee should fill out an evaluation form, which will help determine the top programs
to be presented in the final program session of the conference. So, program evaluation
criteria need to be established and evaluation forms drafted. (For an example of a
program evaluation form, see “So You Think You Can Host.”)
Build Program Evaluation System: Having determined the evaluation process – to
create the program evaluation forms, build a system for documenting, compiling, and
analyzing the program evaluations.
Create Program Schedule Template for Delegate Binder: A template for program
information and schedules will be included in the packet delegates receive of conference
information. This programs schedule should include space to note what programs will
occur during each program session and a brief description of the program for delegates’
reference.
Plan Programming on the Go: If the conference/region will be hosting Programming on
the Go, arrangements for this resource should be organized before the conference.
Programming on the Go is an opportunity for student leaders that are not able to attend
the conference to access the programming resources presented at the conference. A
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method of collection and delivery of program materials should be coordinated and
established before the conference.
Create Program Presenter Information Template: At the beginning of the conference,
program presenters may be presented with a specific document noting the time, location,
and available amenities of their program. This document may be drafted ahead of time
and merged with specific program data later.
Coordinate Award Plaques/Certificates: The best programs at the conference may be
recognized and asked to be presented again at the end of the conference to give delegates
another opportunity to participate in the programs’ presentations. These programs are
typically announced at the Awards Ceremonies and the presenters of those programs
recognized with a certificate or plaque. Certificates and/or plaques should be coordinated
with the RBD and/or the Spirit Chair.
3 – 2 Months Before the Conference
Site Visit: At the site visit, the regional board members in attendance will review all the
plans for the conference. For the Programming Chair, this review will include a review of
program facilities, the program submission process, and the program evaluation process.
This review may also include, for the Programming Chair, a review of the schedule for
programs.
Open Program Submissions: After the site visit, when registration for delegates opens,
the program submission process should also open for conference participant to submit
their programs for review and selection.
2 – 1 Month Before the Conference
Close Program Submission: In an effort to ensure that program presenters are notified
in a timely manner, the program submission process (from submission to notification)
may close before delegate registration.
Compile and Review Program Submissions: As program submissions are submitted,
they should be reviewed and evaluated. The submission form created earlier in the
planning process should help organize submission information for review.
Notify Program Submitters of Review Evaluation: When programs are reviewed,
program submitters should be notified of the status of their program submission. Once
notified, program presenters can prepare for their presentations with materials and
program plans. As a part of this notification, program presenters should confirm that they
can and still plan to present their accepted program.
Collect Program Resources for Programming on the Go: As program presenters are
notified and confirm that they will be able to present at the conference, the resources they
plan to present and an outline of the presentation should be collected for Programming on
the Go.
4 – 3 Weeks Before the Conference
Finalize Programs To Be Presented: As program presenters confirm that they will
present their programs at the conference, final drafts of the program schedule for the
delegate binder may be written for publishing. Each program confirmation should also
include a confirmation of any particular facilities needs that the program presenter may
want/need (i.e. projector for visual presentation, tables for craft activities, etc.).
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Assign Confirmed Programs to Spaces: As programs are accepted and confirmed,
program presentations can be assigned a time and space during each program session.
The time and place assignment should be made in consideration of any session themes
and any facilities needs identified by the program presenter.
3 – 2 Weeks Before the Conference
Submit Final Program Schedule for Printing: When all the programs for the
conference have been confirmed and the program schedule for the conference has been
finalized, the final draft of the program schedule can be submit to the Registration Chair
for printing.
2 – 1 Week Before the Conference
Prepare Program Presenter Materials: At check-in program presenters can be given
information about their program presentation. Program presenter information may be
sorted into packets for each school, so each delegation may distribute program presenter
information as appropriate.
The Week Before the Conference
Post Program Information: As soon as facilities are available to the conference, post
signage for program facilities and regarding program schedule and location chances since
the printing of the delegate binder where appropriate. Information on who to contact and
how to contact them if there are any problems or changes should be posted clearly with
the other program information.
Coordinate Facilities Needs for Program Presenters: Any facilities needs identified by
program presenters should be coordinated as soon as possible. Coordinating these
facilities should include a final check of all program facilities to ensure all program
facilities are ready for program presentations.
At the Conference
Coordinate Program Sessions: Volunteers should be available to direct program
presenters and program attendees to program facilities. At this time, program presenters
may identify facilities needs that require changing program locations or facilities
arrangements. Management of the program sessions is the responsibility of the
Programming Chair
Notify Delegates of Program Schedule Changes: In the event that a program cannot
presented as planned, an alternate may be available to take its place, or the program may
be cancelled. All changes should be posted visibly for conference delegates’ reference.
Distribute Program Evaluations: At the end of each program session, program
evaluations should be distributed and collected by volunteers. The evaluations will be
used to determine the top programs from all those presented.
Collect and Analyze Program Evaluations: Each program should be evaluated by all
the attendees of that program. These evaluations will be collected by volunteers and
entered into the evaluation system for analysis. The system should yield information
noting the top rated programs by attendees.
Announce and Post Top Programs: After all the program sessions have concluded and
evaluations have been collected and tabulated, the top programs of the conference will be
announced at the Awards Ceremony. These programs are typically presented a second
time on the last day of the conference. During the top programs presentations, the
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conference chair, conference advisor, and members of the Regional Board of Directors
will also host a session on hosting a conference to describe the process and answer
questions. (Note: Not all top programs may be presented given the individual travel
itineraries of each program presenter.)
Share Programming on the Go Resources: All of the programming materials presented
at the conference should shared with attending and non-attending schools for student
leaders who are not able to attend the conference. These resources may be shared online
through the regional and/or conference website. They may also be shared in electronic
forms on CDs or other media.
Things to Consider
Program Submissions
Submission Timelines
Early in the conference planning process, dates for program submission windows
should be identified and announced. These dates should include

when the program submission process will open,

when the program submission process will close,

when program submitters will be notified of the results of the conference
staff’s review of each program submission,

when program presenters should confirm that they will present their program
at conference,

when alternate program presenters will be notified of the final status of their
program, and

when program presenters will be notified of the final arrangements for their
program presentation.
All dates should be established with consideration of semester school and quarter
school schedules.
Submission Guidelines
Before the program submission process opens, guidelines for program submissions
should be published. These guidelines should detail what information should be
presented in each submission:

Program Title

Program Presenter: Name, Host Institution

Program “Track”

Program Summary

Facilities Needs for Program
The published guidelines should also note what criteria the conference staff will use
to evaluate program submissions.
Program Schedule
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The program schedule will be published in the delegate binder to supplement the general
conference schedule. The program schedule will note what programs will be presented
during each program session. This information will allow delegates to preview programs
so they may make an informed decision on which programs will best suit their interests.
Information in the program schedule should include

Program Title,

Program Presenter’s Name and Host Institution,

Program “Track”,

Program Time and Location, and

Program Summary.
The program schedule may also include space for delegates to decide and write down
ahead of time which programs they will attend during each session.
Program Evaluations
At the end of each program presentation, attendees will be asked to fill out an evaluation
of the program session. The evaluations can include space to rate various aspects of the
program as well as space for comments, which can be forwarded to the presenter after the
conference.
Evaluation Forms
Small quarter sheets or half sheets for evaluations are the easiest to distribute and
collect. These can be prepared ahead of time and organized before the conference for
easy distribution during/after program sessions.
Each evaluation should ask attendees to evaluate the quality of the program, which
may be further broken down into evaluation categories as appropriate.
Evaluation Analysis
Microsoft Excel and other like programs have many features that may make data
entry and analysis. Another benefit of using these programs is that the formulas for
analyzing the large amounts of data can be created and prepared before the
conference so the bulk of the work during the conference will be data entry.
The evaluation data will be collected by volunteers and entered into the evaluation
analysis system, which will identify the top rated programs presented at the
conference. This analysis should take into account several factors: quality of program
(average evaluation score), number of attendees at program, etc.
Program Tracks
Program tracks denote what objective the program serves at the conference. For instance,
positional tracks will include programs specific to conference participants with a specific
position at the conference. Program subject tracks can be identified by the conference
staff to group programs that address similar issues.
Delegate Track
This positional track is not usually identified as a distinct track, but includes
programs suited to delegates that are not attending the conference with a specific
position.
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These programs may include programs that support the continued involvement of
general delegates and student leaders. These programs may also include opportunities
for delegates to learn how to make the most of their conference experience.
NCC Track
Though NCCs spend much of the conference in boardroom conducting business, they
may have an opportunity to attend one or two program sessions. These programs may
also include sessions for NCCITs (if they are not in boardroom with the current
NCC) and student leaders considering becoming the NCC for their host institution.
These programs typically offer NCCs and NCCITs an opportunity to engage in
discussions with one another around topics relevant to their positions as NCCs. These
programs are also an opportunity for NCCs to develop in their roles at their host
institutions and as representatives of their host institutions within NACURH.
NRHH Track
The NRHH Track is for NRHH representatives and NRHH members. NRHH
representatives also have a boardroom in which they discuss NRHH business, but
each school typically only sends one official NRHH representative. Other delegates
who are also members of NRHH, and who are not participating in boardroom
meetings, may be interested in NRHH specific programming at the conference.
Programs on the NRHH Track give NRHH representatives and NRHH members an
opportunity to discuss and share ideas for programming and promotion, particularly
as related to NRHH and its four pillars: scholastics, recognition, service, and
leadership.
Presidents’ Track
The Presidents’ Track is typically for RHA Presidents but may also include programs
for hall government presidents.
Presidents’ Track programs offer presidents an opportunity to discuss and share
issues related to organizational management, organizational structure, and other
issues relevant to their positions as presidents.
Advisor Track
At many conferences, there may also be opportunities for delegation advisors to
participate in advisor-specific programs. These are typically organized by the
conference advisor and/or the regional advisor. The Programming Chair will then
only be responsible for coordinating facilities for these programs and not program
selection.
These programs often include Advisors as a Resource Training (ART) sessions. ART
sessions offer advisors an opportunity to discuss and learn about new and innovative
ways to support and encourage the student leaders they serve.
Subject Tracks
Programs may be divided into subject tracks, grouping programs by topic. Subject
designations may be useful to those whose objective is to learn about and share ideas
on specific issues.
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Some common subject tracks include:

diversity – programs focused on privilege, oppression, and social identities

LGBT – programs focused on gender identity, sexual orientation, and related
issues

philanthropy – programs focused on community service and social justice

academic/educational programs – programs focused on planning and
promoting academic success and engagement

leadership – programs focused on leadership style, group
organizing/motivation, etc.

personal development – programs focused on self-awareness and personal
growth

group development – programs focused on group dynamics

sustainability/eco-awareness – programs focused on environmental issues
Program Presenter Information
Before they present their program, each program presenter will need certain information
about the arrangements that have been made for their program. Program presenters may
find a document detailing their specific program presentation information useful. A sheet
noting pertinent information about each presenter’s program for the presenter can be
distributed to NCCs/Advisors during the check-in process organized by institution.
The information that should be shared with each presenter should include

Program being Presented,

Program Presentation Time,

Location for Program Presentation,

Any/All Facilities Arrangements for the Program, and

Contact Information for Programming Chairs.
Programming on the Go
Programming on the Go is an opportunity for student leaders who are not able to attend
conference to access the programming resources presented at the conference. Program
materials, resources, and presentations are collected before the conference and made
available for conference delegates to pick up at the conference and also shared online or
through other media. Programming on the Go allows delegates and other student leaders
to use the resources from the conference whether or not they are able to attend.
Programming on the Go resources are typically coordinated by the Programming Chair
with members of the RBD.
Contingency Plans
In the event that a program cannot be presented as planned, other arrangements should be
in place to notify delegates of changes to the program schedule. Information regarding
changes to the programming schedule may be announced at meals, shared with
volunteers who can inform delegates, posted around conference facilities, posted online,
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etc. Program changes should be made in consultation with relevant program presenters to
ensure that there are not schedule conflicts with presentations and/or boardroom
schedules.
Volunteer Needs
Program presentations comprise much of the activity that occurs during regional
conferences, and may require many volunteers to ensure that everything runs smoothly.
Programming volunteers may be assigned to help with any aspect of program
presentations for the conference. Volunteers may be needed to direct delegates to and
through program buildings. Volunteers may be assigned to distribute, collect, and/or
tabulate program evaluations. Volunteers may be required to assist with the technology
needs of program presenters.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Registration
Objective/Responsibilities
The objective of the Registration Chair/Committee (hereafter referred to as
Registration Chair) to develop a registration system that accurately compiles all the
necessary conference participant information for the conference.
The Registration Chair’s responsibilities include coordinating with the Housing
Chair, Transportation Chair, Programming Chair, Dining Chair, and other positional
chairs to determine what information each conference participant needs to submit.
The Registration Chair is also responsible for working with the Technology Chair to
develop the registration system for the conference to collecting and compiling and
dispensing, as needed, the necessary information. This chair will also be in charge of
coordinating the conference materials and information for conference participants
when they arrive.
Timeline
This process should begin as a part of the bidding process, with conversations with
other chairs about what information their responsibilities will need, and will continue
through the check-in and check-out process.
18 – 12 Months Before the Conference
Draft Conference Planning Plan: Discuss with other chairs their information needs.
Determine important dates for conference: date of the conference, registration deadline
for schools (both quarter and semester schools), last dates for delegates to change
information, etc.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference:
Discuss with Chairs Information Needs: As other positional chairs determine what
information they will need from delegates and advisors, these information needs should
be compiled for the registration form.
Finalize Registration Timeline: The dates for registration opening, registration closing
for semester schools, registration closing for quarter schools, final days for submitting
changes to registration information, etc.
9 – 6 Months Before the Conference
Develop Registration Process: In conjunction with the Technology Chair, the
registration process should be drafted. This process should include delegation
registration, delegate and advisor registration, program registration, and the process for
compiling and organizing all this information. As the process is finalized, the process can
be tested as well, to tease out any glitches and potential problems that guests may have.
Payment of conference registration fees may also become a part of the registration
process; this should be done in conjunction with the Finance Chair. (For examples of
registration forms, see “So You Think You Can Host.”)
Develop Templates for Delegate Materials: Each delegate will receive a binder with
information about the campus hosting the conference, programs, conference events, etc.
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Each delegate will also receive a nametag to wear during the conference and any other
personalized materials as determined by the conference staff. As much as possible should
be completed beforehand. So templates for nametags should be drafted for completion
using Mail Merges. And templates for the binders should also be drawn-up so that the
binder can be printed as soon as the program information has been formatted.
6 – 3 Months Before the Conference
Finalize Registration Process: Tests of the registration process should aid in identifying
those areas of the conference registration process that need adjusting. As changes are
made, the process should be continually re-evaluated. (Deliberate attempts to incorrectly
input information may help identify problem areas.) And as the process for registration is
finalized, the Registration Chair should develop systems for conference participants to
change their information as needed.
Finalize Templates for Delegate Materials: The Registration Chair, in the time before
the conference, now has time to assess drafts of delegate materials and confirm layouts
and designs for nametags, binders, etc. so that those materials are ready for printing upon
the input of the conference participants’ information.
Announce Registration Timeline: As the conference draws closer, delegation caps,
registration dates, and conference timelines should be announced via the regional listserv
to NCCs and advisors. They can then begin assembling their delegations and preparing
for the conference.
Site Visit: Regional Board members will visit the conference host site before the
conference to confirm, in person, that the conference planning process is proceeding on
schedule and that no details are overlooked. Typically only the Regional Director,
regional finance officer, and the Regional Advisor will attend site visit.
3 – 2 Months Before the Conference
Open Registration: Open registration for NCCs to register delegates for the conference.
Compile Registration Information: When registration opens, NCCs will be submitting
information via the registration process developed. This information needs to be
compiled for easy reference by conference staff to confirm other details for the
conference.
Forward Registration Information, as needed, to Other Positional Chairs: Other
positional chairs will need the information provided by delegations to ensure that all the
details of the conference are arranged to suit the conference participants who will be
attending, the Housing Chair, Programming Chair, Dining Chair, and Transportation
Chair, especially, will need access to the information provided by the registration
process. (The process should include the submission of the information needed as
discussed among the Registration Chair and other positional chairs.) The Finance Chair
will also need access to the registration information to prepare and send invoices to
schools.
2 – 1 Month Before the Conference
Compile Registration Information: With registration open, NCCs will be submitting
information via the registration process developed. This information needs to be
compiled for easy reference by conference staff to confirm other details for the
conference. This is a time-consuming process that may multiple hours a day to complete
correctly.
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Forward Registration Information, as needed, to Other Positional Chairs: Other
positional chairs will need the information provided by delegations to ensure that all the
details of the conference are arranged to suit the conference participants who will be
attending, the Housing Chair, Programming Chair, and Transportation Chair, especially,
will need access to the information provided by the registration process. (The process
should include the submission of the information needed as discussed among the
Registration Chair and other positional chairs.)
4 – 3 Weeks Before the Conference
Close Registration: The closure date will be the last day NCCs will be able to register
delegates for the conference. The registration closure date will be determined by the
needs of the accommodation’s venue, and should be before the date by which the
accommodations venue needs delegate information. A final date for registration
information to be changed, after registration closes, will allow NCCs to confirm their
delegations’ information after registering for the conference.
Confirm Check-In Process: Having identified the check-in location, the check-in
process (i.e. where the affiliations table, Finance Chair’s table (for accepting registration
fee payments, issuing invoices, etc.), OCM table, etc. will go) can be planned.
3 – 2 Weeks Before the Conference
Send Delegate Materials for Printing: Having compiled the registration information,
the conference participants’ nametags can be created and the conference binder can be
finalized. Once the nametags and binder files are completed, they may be printed.
Make Arrangements for Conference Participants with Specific Needs: For those
conference guests who have noted specific needs (i.e. mobility restrictions, dietary
restrictions, etc.), arrangements will need to be made. The Registration Chair should
coordinate these arrangements with the appropriate positional chair.
2 – 1 Week Before the Conference
Do a “Run Through”: With the conference staff and check-in location’s staff, the
Registration Chair can go through the step-by-step process for check-in to identify any of
the arrangements that may need addressing.
Assemble/Prepare Delegate Materials: As printed materials are finished and delegate
bags, pens, etc. are delivered, delegate bags can be filled with binders, goodies, etc.
The Week Before the Conference
Confirm Specific Needs with Conference Participants: Per their registration, the
Registration Chair should be aware of any specific dining/housing/etc needs of
conference participants. Conference participants should be emailed to confirm any
specific accommodations they have requested and clarify any needs that have been noted.
Final Assembly and Preparation of All Conference Materials: The final assembly and
preparation of binders, bags, nametags, etc. should be completed before the conference
begins.
At the Conference
Confirm Registration Information: with delegations as they arrive. Though each
conference participant should have checked and re-checked that all their information, or
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their NCC should have, but as people arrive, they may reveal new information to you that
differs from the information they provided initially.
Coordinate Changes with Other Chairs: If/When conference participant information
changes, the Registration Chair needs to communicate those changes to the appropriate
positional chair to ensure any adjustments to the arrangements that have been made can
be done so efficiently.
Things to Consider
Registration Information
Registration information will be determined by the information needs of the different
positional chairs to fulfill their responsibilities and the needs of the Registration Chair for
delegate materials. Each chair will need to know specific things, though some of these
items may be redundant, so the registration process need only ask for this information
once. Below is a list of typical registration information gathered for a conference:
Name and Preferred Name: Delegate materials, like nametags, are pre-made with
conference participants’ information.
Position: Several delegates in each delegation will belong to specific groups of
people (i.e. NCC, residence hall government president, NRHH representative, etc.).
This information is commonly included on these delegates’ nametags.
School: Delegate materials, like nametags, are pre-made with conference
participants’ information, including their home institution.
Gender: Historically, housing has not been gender inclusive; so, for housing
assignments’ purposes, gender has been a field required for registration.
Medical Needs: Should something happen to a conference participant while they are
the conference, he/she will need to have submit some preliminary information the
conference staff can share with Emergency Services.
Emergency Contact Information
Insurance Information
Dietary Restrictions: The Dining Chair will need to coordinate with vendors to
ensure that dietary needs are met.
Housing Needs: Mobility and other accommodations may need to adjusted for some
conference participants.
Transportation: Delegations should submit their travel information so arrangements
for their travel to and from the conference can be accommodated.
T-Shirt Size: At many conferences, conference participants receive a conference tshirt and/or a regional t-shirt for which the conference staff will need a size to make
the order.
Disclaimer and Policy Forms: For every conference, NACURH, Inc. requires that
conference participants complete each a Disclaimer Form absolving NACURH, Inc.
and the conference host school from liability and an Alcohol and Drug Abuse Policy
Form stating that the conference participant agrees to abstain from the use of alcohol
and other drugs, unless prescribed for personal medical use, for the duration of the
conference.
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NCC and Advisor Contact Information: communication with delegates is done
primarily through the NCC or Advisor. For instance, invoices are typically sent to
either the NCC or Advisor and either the NCC or Advisor typically manages
deadlines for information submission.
Registration Process
Each conference host school will need to decide whether to host an online registration
process or a paper registration process. Most schools are now hosting online registration
because registering conference participants for the conference online is more efficient.
Google hosts a lot of tools that may be useful for communicating with conference
participants. And many of these tools can also be utilized to facilitate the registration
process.
The registration process should include a step in which registrants can confirm that the
information they have submit is correct, and a follow-up email should be sent confirming
the registrant’s information has been successfully submit. This will mitigate some of the
many emails the conference staff will receive about registration and whether or not their
registration is complete.
The registration process for delegates will begin with the opening of registration, through
registration closing, then confirmation of any information changes, and the completion of
registration for any accepted alternates. The registration process will end when all of the
delegates have arrive at the conference and confirmed that all the arrangements made on
their behalf by the conference staff are satisfactory.
Registration Schedule
Different schools may be on different academic calendar schedules. For instance,
semester schools and calendar schools may have different academic calendar schedules to
work around fifteen- or ten- week term schedules hosted by the institution.
Accommodations may need to be made for schools depending on their academic calendar
schedules. Different timelines and deadlines for schools on different academic schedules
may allow for more student leaders to participate in the conference.
Specific Needs of Conference Participants
Dining: There are a number of different factors that may limit the dietary choices of
delegates. The registration process, then, should have a field for delegates to inform
conference staff if they have dietary restrictions. When creating the delegate registration,
there are several types of dietary restrictions to consider:
Allergies: Depending on the degree of the allergy, some dishes may need to be made
without the allergen or dishes may just need a special note about the dish containing
the allergen. Some common food allergens include peanuts, soy, dairy (milk), wheat,
gluten, blueberries, etc. When asking about food allergies, it would be prudent to ask
the degree of the allergy so the Dining Chair can coordinate with the dining staff
what arrangements need to be made.
Vegetarian/Vegan Diets: Vegetarians do not eat meat. Vegans do not eat anything
that is or contains animal byproducts (i.e. eggs, milk, gelatin, etc.).
Religious Dietary Restrictions: There are two main religious dietary restrictions that
will apply to conference guests: Kosher diets and Halal diets. (They are not the same;
it is not possible to accommodate one and assume it will be appropriate for the other.)
These dietary restrictions do not just limit food choices; they also dictate the
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preparation of the food. So Kosher or Halal ingredients may become necessary, and a
special area of the kitchen may need to be quarantined for food preparation. It would
be appropriate to send a specific email to conference participants that indicate they
have these restrictions about what arrangements they have made at their institutions
to accommodate these needs.
Housing: On their registration, a delegate may indicate that they have certain mobility
limitations or may need special housing accommodations (i.e. conference participants
with hearing impairments may need specialized emergency evacuation notification
equipment installed in their accommodation). The Housing Chair will need to know
about these individuals to coordinate their rooms with the accommodation venue. It
would be appropriate to send a specific email to conference participants that indicate they
have these restrictions about what arrangements they have made at their institutions to
accommodate these needs.
Transportation: Delegations should, as a part of the registration process, submit their
travel information to and from the conference. There are several primary ways
delegations travel to conferences that will require different arrangements:
Plane: Delegations that fly to a conference will need to be picked-up and
dropped-off at the airport, as they will not have a vehicle with them. So the NCC
or Advisor for each delegation that flies should submit the delegation’s travel
itinerary to ensure they are picked-up from and dropped-off for their flights in a
timely manner.
Train: Delegations that take the train to a conference will need to be picked-up
and dropped-off at the train station at which they arrive. The NCCs or Advisors
for these delegations should submit the delegation’s travel itinerary to ensure
they catch their train.
Automobile: Delegations within driving distance will need on-site parking
accommodation for their vehicles.
Waivers and Forms
NACURH, Inc. maintains several standardized forms that conference participants are
required to sign in order to participate in NACURH activities and conferences. Each
conference host school may also have specific forms required by the college or university
that conference participants must sign in order to participate in conference activities.
These forms should be distributed and collected in coordination with the Safety &
Security Chair and the Technology Chair.
Drug and Alcohol Waivers
NACURH and its regional affiliates have a standardized drug and alcohol waiver that
all conference participants (including staff and RBD) are required to sign before
participating in the conference. This waiver stipulates that the signer has agree to
forego the use of drugs and alcohol, excepting legally prescribed medications, for the
duration of conference activities as defined by the RBD and conference staff. The
RBD maintains a copy of this form for use by conferences.
This form may be adapted to include other activities and products as needed for each
conference.
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Liability Waivers
NACURH and its regional affiliates have standardized liability waivers that all
conference participants are required to sign before participating in conference
activities. A copy of this form is maintained by the RBD for the use by conferences.
Other Institutionally Required Forms
Each conference host school may also have forms that conference participants will
need to sign agreeing to abide by the policies and procedures of the conference host
institution. These forms should be distributed with the other NACURH forms.
Check-In Process
At check-in, the delegation’s NCC and/or Advisor will confirm the arrival of all delegates
in the delegation and confirm any other details pertinent to the delegation’s host school’s
affiliation. This process will include several steps:
Conference Registration Fees Payment: At check-in delegations should have the
opportunity to confirm that their payment for the conference has been completed and
receive a receipt or invoice stating the completed status of these transactions.
Affiliation (as necessary): Some schools will complete their affiliation at the
conference. To that end, an officer from the National Information Center will be at
the conference to facilitate the completion of this process. (For more details, see
NACURH governing documents.)
Pick-Up of Delegate Materials: Either at check-in or immediately following check-in,
delegates will be issued their conference delegate materials, which will need to have
been prepared before hand.
Collect/Confirm Receipt of All Delegate and Advisor Information: Any missing
information about delegates and/or advisors may be collected at check-in. Waivers
and liability forms should also be collected for each conference participant upon
arrival for the conference. Blank forms should be made available for those who do
not have signed forms with them.
Other Check-Ins: The RBD and/or other members of the conference staff may need
to connect with delegates and/or advisors upon their arrival. Positional chairs (i.e.
Philanthropy Chair, Programming Chair, Housing Chair, etc.) and the RBD should
communicate to the Registration Chair anything about which they might need to
connect with conference participants at check-in.
Affiliations
The affiliations process will affect the cost of a school’s delegates’ registration fees.
Schools must re-affiliate every year.
This process is facilitated by the National Information Center; so more details about the
affiliations process can be found in the NACURH governing documents and each
region’s governing documents as well. All questions regarding affiliations should be
directed to the National Information Center.
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Delegate Materials
Each delegate will receive a number of “goodies” upon arriving at the conference:
Delegate Binder: The delegate binder contains all the information each delegate will
need to know during the conference: safety information, conference schedules,
locations of conference events (i.e. maps and lists of campus buildings), letters from
host institution officials and conference staff, program information, etc. Typically all
the conference information is compiled by the registration chair into a binder or
booklet for conference participants to reference throughout the conference.
Delegate Nametag: For identification with the conference, each delegate will be
issued a nametag with their information on it: name, position (if applicable), and
school.
Conference Backpack: Typically a string backpack, this backpack is a uniform carryall for conference participants to tote whatever materials they need for the conference
around with them.
OCM “goodies”: OCM often has goods they like to test with delegates at conferences
and other promotional materials for delegates and these will be included with the
materials delegates receive on their arrival at the conference.
Delegate materials must be assembled before the conference. But it is often easiest to sort
these materials into sets to be given to delegations. So each delegation will typically
receive two sets of delegate materials: those things which are not personalized (i.e.
binders, etc.) and a set of things personalize or for specific delegations/delegates (i.e.
nametags, etc.).
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Safety & Security
Objectives/Responsibilities
The objective of the Safety/Security Chair/Committee (hereafter referred to as the
Security Chair) is to oversee risk management and ensure that arrangements for the
conference are safe for conference participants.
The responsibilities of the Security Chair include compiling safety and security
information about campus for conference participants: maps of campus that note call
boxes, campus security contact information, crime statistics, etc.
Timeline
The responsibilities of the Security Chair begin with assembling safety information
about the host campus for the conference bid and continue through the conference.
18 – 12 Months Before the Conference
Prepare Review of Campus Security and Safety: The conference bid should include a
brief report on what security and emergency response measures are in place on campus.
This report should also include information on how delegates will be able to contact
conference staff in the event of an emergency.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 6 Months Before the Conference
Notify Campus Security about the Conference: Upon winning the bid for the
conference, campus security should be notified about the impending conference so they
can prepare for the influx of people to campus. This notification should include the dates
of the conference, expected number of attendants, and a general overview of the
conference proceedings.
Identify Security Needs for Conference Events: Certain events may require security
staff, per university policy or because of the nature of the event. Security staff needs
should be coordinated with the appropriate chair (i.e. Entertainment Chair, Spirit Chair,
etc.).
6 – 3 Months Before the Conference:
Draft Safety & Security Information for Conference: Draft preliminary protocols for
emergency situations (i.e. natural disasters, medical emergencies, police emergencies,
etc.). Information for delegates regarding how information will be disseminated and what
protocols will be enacted in the event of an emergency.
Coordinate Security for Conference Events: For any conference events that require
additional security, security staff should be contracted and arrangements coordinated.
Site Visit: Regional Board members will visit the conference host site before the
conference to confirm, in person, that the conference planning process is proceeding on
schedule and that no details are overlooked. Typically only the Regional Director,
regional finance officer, and the Regional Advisor will attend site visit.
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3 –1 Months Before the Conference:
Finalize Emergency Protocols: All emergency protocols and safety information should
be submit to the university’s office of risk management for review. When all protocols
and information has been approved, finalize emergency protocols.
Draft Safety & Security Information for Delegate Binder: Draft safety & security
information for delegate binders. This information should review all pertinent
information regarding emergency protocols.
4 – 1 Weeks Before the Conference
Prepare Safety & Security Materials for Conference: All safety materials for the
conference should be prepared in advance of the conference. These preparations should
include extra maps for distribution with contact information for emergency services and
conference staff, conference staff cell phones (if applicable), conference staff/volunteer
walkie-talkies, etc.
Confirm Safety & Security Protocols with Campus Security Services: In the weeks
leading up to the conference, confirm with campus security services that they know the
conference host site will be hosting an influx of conference participants.
The Week Before the Conference:
Check Safety & Security Protocols and Preparations: All protocols and materials for
the conference should be reviewed. All conference staff should be apprised of emergency
protocols. All safety equipment/materials should be checked and prepared.
At the Conference:
Manage Safety & Security Protocols: During the conference, the Security Chair is
responsible for managing the implementation of safety and security protocols and liaising
with security staff at conference events.
Things to Consider
Emergency Protocols
Emergency protocols should be in place for medical emergencies, natural disaster, etc.
These protocols should detail the proper procedures in the event that any of these
emergencies occur.
Medical Emergencies
In the event of a medical emergency, information should be prepared about all local
hospitals, clinics, and pharmacies. Conference staff should also be aware of local
emergency medical services protocol regarding medical transportation.
The medical emergency protocol should include procedures for notifying an
individual’s NCC and advisor. (Each conference participant should also submit
insurance information and pertinent medical information when registering. This
information may be shared with medical personnel as needed.)
Natural Disasters
Information regarding emergency procedures in the event of natural disaster (i.e.
earthquakes, landslides, severe storms, blizzards, etc.) should be prepared. These
procedures should also detail evacuation procedures for campus and plans to return
conference participants to their home campuses.
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Communication with Conference Staff
Conference participants should be able to contact conference staff as needed. Contact
information may consist of a conference staff cell phone, a conference staff headquarters
where conference participants can find conference staff, etc.
Security for Conference Events
University policy may require that additional security be present at certain conference
events. Or certain conference events may require additional security, given the nature of
the event. If additional security is necessary, security for events should be coordinated
with university security and other members of conference staff.
Late Night Safety Procedures
All conference delegates should be provided with information regarding late night safety,
particularly as many conference events tend to end late at night. Particularly for these
late-night events, the conference staff should have and have communicated procedures
for traveling back to the conference housing accommodations. In the event that someone
from the conference becomes lost, they should have a way to contact conference staff or
safety personnel. Staffed walking groups or shuttle stops for travel back to housing
accommodations may be ways to ensure that no one is lost or feels unsafe while attending
the conference.
Safety Information
The United States federal statue known as the Clery Act mandates that colleges and
universities that participate in federal financial aid programs keep and maintain and
report information about crime that occurs on and around their campuses. These statistics
are available to the public and should be made available by the conference staff to
conference participants.
In coordination with the Technology Chair, links to the conference host school’s Clery
Act statistics, department of safety, and local police information should be made
available through the conference website.
Waivers and Forms
NACURH, Inc. maintains several standardized forms that conference participants are
required to sign in order to participate in NACURH activities and conferences. Each
conference host school may also have specific forms required by the college or university
that conference participants must sign in order to participate in conference activities.
These forms should be distributed and collected in coordination with the Registration
Chair and the Technology Chair.
Drug and Alcohol Waivers
NACURH and its regional affiliates have a standardized drug and alcohol waiver that
all conference participants (including staff and RBD) are required to sign before
participating in the conference. This waiver stipulates that the signer has agree to
forego the use of drugs and alcohol, excepting legally prescribed medications, for the
duration of conference activities as defined by the RBD and conference staff. The
RBD maintains a copy of this form for use by conferences.
This form may be adapted to include other activities and products as needed for each
conference.
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Liability Waivers
NACURH and its regional affiliates have standardized liability waivers that all
conference participants are required to sign before participating in conference
activities. A copy of this form is maintained by the RBD for the use by conferences.
Other Institutionally Required Forms
Each conference host school may also have forms that conference participants will
need to sign agreeing to abide by the policies and procedures of the conference host
institution. These forms should be distributed with the other NACURH forms.
Volunteer Needs
Volunteers may be needed to help staff and ensure safety and security during the
conference. These volunteers may be needed to lead walking groups to/from/around
conference facilities, keep an eye on vacant rooms in which conference participants have
left their possessions, provide information regarding safety and security, etc.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Spirit & Awards
Note: No Frills conferences may not include spirit as an official aspect of the conference.
For No Frills conferences, the responsibilities of the Spirit & Awards Chair/Committee
may pertain only to awards.
Objective/Responsibilities
The objective of the Spirit and Awards Chair/Committee (hereafter referred to as the
Spirit Chair) is to organize and manage the spirit competitions and awards for the
conference.
The Spirit Chair’s responsibilities include organizing different aspects of the
conference’s spirit competitions (banner competition, display competition, roll call,
etc.), developing a rubric to determine spirit winners, coordinating awards, etc.
Timeline
The process of organizing spirit and awards for regional conferences will begin with
the bid to host a conference and last through the announcement of the awards.
18 – 12 Months Before the Conference
Outline Spirit Competition: For the bid, outline the spirit competition. This should
include what elements of the conference will earn schools credit toward their spirit score
(i.e. points, etc.). The outline should also include general guidelines for how the spirit
competitions will be regulated. Finally, the outline should identify what decorative/spirit
items the conference will display around campus.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Draft and Finalize Conference Logo Design: As soon as the conference is confirmed,
the conference logo should be finalized so it can be used on published materials. This
logo may be used on letters to potential sponsors, on the conference website, and on other
materials and resources for the conference. Conference logos should not violate copyright
or trademarks, and university legal counsel should be consulted before using copyrighted
or trademarked images or designs from other companies or organizations.
Identify “Spirit Spy” Needs and Spirit Judge Needs: In conjunction with the
Volunteer Management Chair, identify how many “Spirit Spies” (volunteers who will
note “spirited” delegations) and Spirit Judges will be needed.
Identify “No Cheer” Zones, if applicable: If there are areas of campus that need to
remain undisturbed by loud cheering (i.e. residence hall areas, inside echoing buildings,
etc.), they should be identified as “No Cheer” Zones. (Since most regional conferences
occur while school is in session, these areas should be respected as university property
and should be marked as areas where delegates should remain quiet.)
Develop List of Conference Spirit Items: Identify decorations and locations for
decorations of campus. Identify signage needed for campus. (Decorating campus and the
areas being used for the conference will encourage conference spirit and bolster the
atmosphere of the conference.) Begin designing awards (i.e. plaques, certificates, etc.) for
presentation at Awards Ceremonies (the Regional Advisor may be a useful resource for
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this), begin designing templates for conference signage designing begin conceptualizing
conference t-shirts.
Contact RBD to Coordinate Awards Ceremonies: The regional Associate Director for
NRHH and the Spirit Chair are responsible for coordinating the Awards Ceremonies. The
RBD will also have information regarding what awards will be presented, and work with
conference staff to coordinate the presentations of awards.
9 – 6 Months Before the Conference
Organize Spirit Competitions: The regulations for each competition will need to be
carefully defined. The size of each banner/display and necessary accoutrements (i.e.
grommets for hanging banners, etc.) need to be outlined for delegations. In addition, the
roll call competition needs to be organized (i.e. (How) Will schools be paired for the
competition? Will schools be given time to prepare their roll calls before the
conference?). Then, other ways of showing “spirit” need to be identified (i.e. Will
schools receive spirit points for participating in the philanthropy opportunity?).
Coordinate Online Spirit Competitions: Conference participants may want to show
their NACURH spirit before the conference even begins. Online spirit competitions in
which delegations can post videos, answer trivia questions, etc. may be a good way to
engage delegates before they arrive for the conference.
Design Conference Spirit Items: Design/Organize decorations for campus. Design
signage templates. Design award plaques for engraving. Design conference t-shirts (and
research prices for t-shirt orders).
Draft Awards Ceremonies Schedule: In coordination with relevant RBD members and
other conference staff, a schedule for the Awards Ceremonies should be drafted. This
schedule should include timing for each speaker and the presentation of each award.
Coordinate Facilities and Arrangements for Awards Ceremonies: In coordination
with the Facilities Chair, Banquet Chair, and other members of the conference staff, make
reservations and arrangements for the Awards Ceremonies, which typically follow the
banquet.
6 – 3 Months Before the Conference
Develop Spirit Rubrics: As details for the conference are solidified (i.e. delegation
capacity, locations for events, etc.), adjust the spirit rubric accordingly. Some fields may
need to be added or removed and the subsequent weight of each field will need to be
adjusted to reflect these changes. These rubrics should be developed for judges who will
evaluate each school for spirit.
Develop Spirit Point Tracking System: Having developed a rubric, create a system for
tracking spirit points throughout the conference. This system should consider who will be
noting spirited activities, how they will be noting spirit, and how they will communicate
their observations for the record.
Develop Conference Spirit Items: As designs for signage, plans for decorations, etc. are
approved and finalized, those items can go to production so they can be organized and
stored before the conference.
Coordinate Needs for Roll Call: The Entertainment Chair will be a part of coordinating
ceremonies, in consultation with the Facilities Chair, so details regarding Roll Call, or
any aspect of Opening, Closing, or Awards Ceremonies, should be done with both the
Entertainment Chair and Facilities Chair. Roll call is more specifically the responsibility
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of the Spirit Chair, so if roll calls will have music or other technology/facility needs,
these should be coordinated with the Technology Chair and Facilities Chair.
Coordinate Facilities Needs for Banners and Displays: Not all facilities being used
will necessarily be designed for displaying the displays and/or banners brought by each
conference delegation. In coordination with the Facilities Chair, space for displaying
banners and displays should be identified and facilities arranged. This identification
should be done early in the event that the facility needs to make special accommodations
(i.e. hanging a wire to put up banners, arranging tables for displays). The location should
also be a major consideration; the banners and displays should be displayed in an
accessible location for conference delegates to appreciate and view them.
Draft Script for Awards Ceremonies: A script for the ceremonies that can be read by
presenters should be prepared in coordination with RBD members. The RBD may have a
copy of past scripts on file, which can be adapted to use for the upcoming conference.
The script should note who will be presenting each award (typically a member of the
RBD or NACURH guest and a member of the conference staff will present awards
together) as well as what they should say when they are speaking.
Site Visit: Regional Board members will visit the conference host site before the
conference to confirm, in person, that the conference planning process is proceeding on
schedule and that no details are overlooked. Typically only the Regional Director,
regional finance officer, and the Regional Advisor will attend Site Visit.
3 – 2 Months Before the Conference
Finalize Spirit Rubrics: After the conference site visit, the delegation cap will be set and
the facilities details should be finalized. Once these details are finalized, the spirit rubrics
can be finalized.
Announce Spirit Rubric: Post to the conference website and/or conference listserv the
details of the spirit competition. As delegations form, they will begin working on banners
and displays and other spirit competition materials, so the guidelines need to be published
for them to access the regulations for the spirit competitions at conference.
Finalize Spirit Point Tracking System: Once the final changes have been made to the
spirit point rubric, the system for tracking points can be finalized as well.
Begin Printing/Ordering/Purchasing Conference Spirit Items: With conference spirit
items designed, begin printing signage and other non-delegate specific materials. This is
also the time to be purchasing decorations and other conference spirit items. This
includes plaques that will not be engraved with the winners’ names.
Open Online Spirit Competitions, if applicable: Open and announce opportunities for
conference participants to show their spirit before the conference by submitting/posting
spirit videos, answering trivia questions, etc.
2 – 1 Month Before the Conference
Print/Order/Purchase Conference Spirit Items: With conference spirit items designed,
begin printing signage and other non-delegate specific materials. This is also the time to
purchase decorations and other conference spirit items. This includes plaques that will
not be engraved with the winners’ names.
Finalize Script for Awards Ceremonies: In the last months before the conference, the
script for the Awards Ceremonies should be finalized. This script should include the
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order of ceremonies, who will be presenting each award, and what each award presenter
pair should say.
4 – 3 Weeks Before the Conference
Organize Conference Spirit Items: As conference spirit items are purchased and orders
begin to arrive, they should be stored and organized in preparation for when the
conference staff has access to the facilities being used for the conference to decorate and
check on the arrangements. Storage space may be required until conference staff is
granted access to facilities.
3 – 2 Weeks Before the Conference
Prepare Conference Spirit Items for Conference: Two weeks before the conference
most/all of the conference spirit items should have been purchased or have been
delivered. All of these items should be checked again and organized in preparation for
when the conference is granted access to put up signage, decorate conference facilities,
pick-up by delegations, etc.
2 – 1 Week Before the Conference
Continue Preparing Conference Spirit Items for Conference: These last two weeks
before the conference will likely be the most work intensive weeks of the hosting
process. Having purchased and organized all the conference spirit items, all the
conference spirit items should be reorganized from their purchase/delivery organization
so they are ready for posting, pick-up, etc. for the conference.
Confirm “Spirit Spies” and Spirit Judges: In conjunction with the Volunteer
Management Chair, confirm which volunteers will be assisting with the spirit
competition. Those volunteers then need to be tutored in the spirit competition system
that has been arranged and how they will be tracking and evaluating spirit throughout the
conference.
The Week Before the Conference
Prepare Campus for Conference: As soon as access to facilities is granted, signage,
decorations, etc. can be posted. Facilities can be checked to ensure that any arrangements
for furniture, hanging apparatuses, etc. are ready (this should be done in coordination
with the Facilities Chair). This is also when items for each delegation should be
organized for quick and easy dispensing to delegations as they arrive. (Note: Delegations
may be receiving a lot of other conference related goods when they check-in, so delivery
of conference items should be done in coordination with other positional chairs.)
Coordinate Awards Ceremony with Regional Board of Directors: The Regional
Board of Directors should be making their own preparations for the conference, which
includes preparations for the awards ceremony. In conjunction with the Regional Board,
finalize the plans for the awards ceremony. Final revisions to the script should be made
so copies of the script can be printed in preparation for the conference. All scripts should
be finalized before the conference begins.
At the Conference
Track Spirit Points: As competitions open and close, enter spirit point data into the
tracking system that has been developed for tracking the spirit competition.
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Spirit & Awards
Print Awards: Before the Awards Ceremony, enter the winners into the award templates
and print the awards for presentation. These may be certificates that will accompany
plaques, as determined in the conference planning stages.
Roll Call: At the roll call, delegations (maybe in pairs or groups) will have an
opportunity to announce their presence with a short skit. The roll call is typically a part of
the spirit competition, so regulations for the roll call skits should be established and
communicated ahead of time. The conference staff also typically participates in roll call.
For the conference staff, the roll call should be short and simple so it does not become a
burden for the other members of the conference staff, but still a fun way to participate
actively in the conference.
Awards Ceremony: In conjunction with Regional Board members and pertinent
conference staff, ensure that the awards ceremony goes as planned and that any issues
that arise are addressed. The awards ceremony usually follows the banquet in either the
same or a different venue. At the awards ceremony, awards that have been decided in
each boardroom are announced and the conference staff is recognized for their work. The
Regional Board of Directors will coordinate most of these ceremonies, but may ask that
the conference staff participate in the planning of and/or the actual ceremonies.
Things to Consider
Spirit for Everyone
Though NACURH-related conferences tend to be spirited events, even without spirit
competitions, not everyone is comfortable with loud cheering, dressing-up in crazy
outfits, being pinned with or pinning clothespins to others, and/or arts and crafts. With
this thought in mind, be sure to include opportunities for delegates to participate or optout of spirit opportunities. This may mean including an opportunity for individuals to
earn spirit points by participating in the philanthropy opportunity, volunteering to help
conference staff, good sportsmanship, etc.
Conference Spirit Items
Conference spirit items include any conference items that may have the conference logo
on them. This list includes, but is not limited to
Conference T-Shirts: The t-shirts will need to be designed and ordered as registration for
the conference draws to a close. When registration closes, information regarding the tshirt size of each delegate will be compiled and the order for the t-shirts can be made.
Conference Signage: College and university campuses vary widely in size and
geography, so signs directing delegates new to the campus should be designed and
printed so they can decoratively direct conference participants where they need to go.
Conference Staff Spirit Items: At leadership conference, many delegates will often
exchange spirit items to signify their having met people from different schools. If they
are so inclined, the conference staff may wish to be included in these exchanges, for
which they will need something (i.e. decorated clothes pins, etc.) to share with delegates.
Spirit Point Rubric
Similar to a grading rubric for a class, the spirit rubric should outline the maximum
number of points a school can earn for each area of the spirit competition and the
guidelines for earning those points.
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Banner: The banner competition is a competition amongst schools to create the most
appealing and relevant banner to represent their school at the conference. There
should be size and material requirements as well as stipulations for any
accoutrements that need to be included in the creation of the banner (i.e. grommets to
hang the banners, etc.).
Display: The display competition is a chance for delegations to show off their
creativity in a small tabletop display that represents their school’s interpretation of
the conference theme. The rubric should state the size requirements and any other
stipulations on materials.
Roll Call: Attending schools will prepare roll call skits, sometimes in pairs,
sometimes individually. The regulations for these skits noting necessary inclusions,
props, costumes, music, visual aids, etc. should be detailed in the rubric.
Overall Spirit: Cheering is a major part of leadership conferences. So the regulations
for cheering need to be very explicitly defined. This includes which areas are
acceptable and which areas are not acceptable locations for cheering.
The rubric should indicate how the spirit competition will be evaluated and winners
identified.
Tracking Spirit Points
Using Microsoft Excel or another data entry system, should be used to create a way to
track spirit points as competitions wrap-up. This system should be created and tested
before the conference to ensure that data entry can be quick and yield accurate results.
Also note that data entry for the spirit competitions will take some time, so be prepared to
close the spirit competition before the awards ceremony to ensure enough time to
complete the data entry and determine the awards for printing.
Other Campus Events
When identifying “No Cheer Zones” and coordinating decorations, other events
occurring around campus should be considered. If other events are taking place, the
Facilities Chair and facilities management services should be consulted regarding how
and where decorations may be hung.
Coordinators of other campus events should be notified of the conference so
accommodations can be made for and by the conference as pertains to other events
occurring at the same time as conference activities.
Volunteer Needs
Volunteers may be needed to help with many of the aspects of spirit for the conference.
Volunteers may be asked to assist with judging banners and displays. Volunteers may be
needed to help with noting expressions of spirit around campus. Volunteers may also be
assigned to help tally and tabulate spirit points.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Sponsorship
Objective/Responsibilities
The object of the Sponsorship Chair/Committee (hereafter referred to as the
Sponsorship Chair) is to coordinate and follow-through with sponsorship requests and
opportunities.
The Sponsorship Chair will be responsible for creating request for sponsorship letters,
filling out sponsorship requests forms, and coordinating the delivery of sponsored
goods and execution of sponsored services.
Timeline
The process of finding and coordinating sponsorship begins with the bidding process
and will continue through the conference to after the thank you letters are sent to
sponsors.
18 – 12 Months Before the Conference
The Theme: (A copyright is as much of a sponsored good as any other sponsorship the
conference will receive.) NACRUH, Inc. conferences are often themed using a
copyrighted theme. To use this theme, specific, written permission outlining the terms of
use of the copyright must be given. To use a copyrighted theme, contact the
company/organization that holds the copyright and work with them to get their
permission to use the copyrighted material and draw up an agreement for the terms of use
of the copyright.
Set Sponsorship Goals and Establish a Timeline: As a part of the bid, the Sponsorship
Chair will need to draft a plan that includes what sponsorship goals and deadlines are (i.e.
when certain companies will be contacted, how much sponsorship should be achieved
and when) for the conference. This plan will serve as an initial guide for sponsorship
request efforts.
Identify Potential Sponsors: After determining what areas of the conference may be
sponsored, identify which companies/organizations/individuals may be able to sponsor
those needs.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Finalize Sponsorship Goals and Timeline: Upon winning the bid to host the next
conference, confirm the plans to seek sponsorship and set milestones and goals. These
goals and milestones will serve as a schedule for contacting potential sponsors.
Create a Form to Store Sponsorship Information: Create a system for tracking
sponsorship requests and responses. This system can be created using any software:
Microsoft Excel, Google Spreadsheets, etc.
Create and Send Out Request for Sponsorship Letter to Organizations/Companies:
Write a form letter to submit to companies. Letters can be mailed or delivered in person.
When submitting requests for sponsorship, try to also get the contact information for a
specific person who may be contacted in follow-up.
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Fill-Out Sponsorship Request Forms From Companies: Larger companies may have a
custom sponsorship request form for tracking and replying to requests. Companies that
have these forms may require several months to process these requests. So they must be
submitted early.
9 – 6 Months Before the Conference:
Track Sponsorship Requests and Responses in Form: Utilize the tracking form that
has been created to track which companies have been contacted, when, what their
response was, contact person information, and any notes about the organization that
would be important for contacting the company again. This information can then be
referenced in follow-up.
Follow-Up With Sponsorship Request Responses: After submitting requests for
sponsorship, send follow-up emails and make follow-up phone calls to companies that
have been contacted. There should be information in the tracking form that can be
referenced when following-up with a company.
6 – 3 Months Before the Conference
Track Sponsorship Requests and Responses in Form: Utilize the tracking form that
has been created to track which companies have been contacted, when, what their
response was, contact person information, and any notes about the organization that
would be important for contacting the company again. This information can then be
referenced in follow-up.
Follow-Up With Sponsorship Request Responses: After submitting requests for
sponsorship, send follow-up emails and make follow-up phone calls to companies that
have been contacted. There should be information in the tracking form that can be
referenced when following-up with a company.
Site Visit: Regional board members will visit the conference host site before the
conference to confirm, in person, that the conference planning process is proceeding on
schedule and that no details are overlooked. Typically only the Regional Director,
regional finance officer, and the Regional Advisor will attend site visit. The sponsorship
update will be particularly important for the site visit as sponsorship will directly impact
the budget and as a result the registration cost.
3 – 2 Months Before the Conference
Continue to Track Sponsorship Requests and Responses in Form
Continue to Follow-Up With Sponsorship Request Responses: All follow up contacts
and attempts at contacts should be recorded for later reference. These follow-ups may be
mentioned in later contact opportunities. Details of conversations should always be
recorded so they can be included in thank you letters and later conversations. These
details may also be useful for later reference when confirming sponsorships.
Draft Thank You Letter for Sponsors: Create a form “thank you” letter for sponsors
that can be sent out right after the conference. In addition to recognizing companies on
sponsored goods (i.e. backpacks, pens, etc.), sending out thank you letters will ensure that
both the host institution and NACURH, Inc. remain in the good graces of the companies
with whom they partner.
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2 – 1 Month Before the Conference
Continue to Track Sponsorship Requests and Responses in Form
Continue to Follow-Up With Sponsorship Request Responses
Coordinate Delivery of Sponsored Goods/Services: As the conference date gets closer,
sponsored goods will be made and delivered. Coordinate with company contacts to have
goods delivered. There will need to be a designated space for sponsored goods to be
stored. For sponsored services, plans should be confirmed for the contribution of those
services.
4 – 3 Weeks Before the Conference
Coordinate Delivery of Sponsored Goods/Services: As the conference date gets closer,
sponsored goods will be made and delivered. Coordinate with company contacts to have
goods delivered. There will need to be a designated space for sponsored goods to be
stored. For sponsored services, plans should be confirmed for the contribution of those
services.
3 – 1 Weeks Before the Conference
Continue to Coordinate Delivery of Sponsored Goods/Services
Coordinate Distribution of Sponsored Goods/Services: Sponsored goods, having been
delivered, will need to be distributed and readied for the conference. These goods should
be sorted and distributed to the appropriate chairs for the conference. For example, the
binders need to be stuffed and backpacks and goody bags need to be filled.
The Week Before the Conference
Organize Sponsored Goods and Services for Use: After sponsored goods and services
have been delivered, they can be organized and put to use. Binders can be stuffed;
nametags can be assembled; etc.
At the Conference
Coordinate with Sponsors Donating Services: For sponsored services, make sure that
all partners are aware of the schedule and coordinate with partners to ensure they have all
the supplies they need.
After the Conference
Send Out Thank You Letters to Sponsors: Having written “thank you” letters, the end
of the conference marks the date when those letters may be sent to sponsors.
Things to Consider
Sponsorship and the Budget
All sponsorship for the conference will have a direct impact on the budget. As much
sponsorship as possible should be confirmed before the site visit as that is when the
conference chair, finance chair, conference advisor, Regional Director, regional finance
officer, and Regional Advisor will determine the registration cost for the conference for
delegates and advisors. As much sponsorship that can be confirmed at this point will
ensure that the budget is as close a projection of revenue and expenses as possible.
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Request for Sponsorship Letters
These letters will introduce the conference to potential sponsors and request their support
for the conference. Letters should be written in formal business format, on letterhead. If
letters are to be sent electronically, they should be converted to PDF format.
Request for Sponsorship Letter Outline:
The Salutation: The letter should be addressed to a specific contact or “To Whom It
May Concern:” to begin.
The Introduction: The sentence should make clear to the potential sponsor that this
letter is a request for their support for the conference in the form of an in-kind
sponsorship. Then the introduction can move to introduce NACURH, Inc., the
XACURH Region, and the upcoming conference.
The Request: Be polite, but be obvious. This potential sponsor needs to want to
support the important work student leaders do on college and university campuses.
This sponsorship is an opportunity for them to connect to involved students and
support a great organization.
The Close: Thank the potential sponsor and indicate that they should respond (i.e.
“Thank you so much for considering our request, and we look forward to hearing
from your company soon.)
The Signature: Name, Organization/Conference Name, Position, Contact Info: phone
number, email address, etc.
The Cold Call: Some companies have a phone number for solicitors to call. This number
is for cold calls, which should follow the same general format as a request for
sponsorship letter.
A form letter may be written and “mail merged” into a document with letters for specific
organizations.
Sponsor Types and Schedules
Some of these larger companies will determine their sponsorship packages on a very
specific schedule, sometimes only once a year, so letters must be sent out early to large
companies.
Smaller companies may have a more flexible sponsorship schedule and may prefer to be
contacted closer to the conference date. (If this is the case, this should be done in followup after the initial request is made.)
This would also be a good time to contact individuals that may be interested in
sponsoring parts of the conference. Some university administrators have substantial
budgets they may use at their discretion to support student leadership and involvement or
for projects as they choose. Specific letters, delivered in person, may be delivered to them
as well.
Following-Up with Sponsorship Requests
Every letter and request for sponsorship should be followed-up. Potential sponsors may
set the letter aside or forget to email back, so give them a call. The worst thing a potential
sponsor can do is say that they are not able to sponsor whatever has been requested for
the conference.
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The Call (in person or over the phone):
Remind the Potential Sponsor of the Request: Go back to the request and reference
material in the letter/from the call. There is no need to reiterate all the information
again unless asked.
Request a Response: “I’m just calling to see if you had a chance to consider our
request. We would love to share your contribution with our conference participants.”
The Close: Thank the (potential) sponsor for their time (and contribution) and
schedule a time to follow-up again.
A Follow-Up Email: If a potential sponsor has not provided a phone number, a follow-up
email may be in order. This email should follow the general organization of a phone call.
Tracking Sponsorship Request Responses
Every potential sponsor should be noted somewhere that can easily be reference for later
follow-up. There should be a system in place for tracking interactions:
Things to Record about Sponsorship Request Interactions:

Organization or Individual to whom the request is addressed

Date, Time

Contact Name

Contact Information: phone number, address, email address

Goods/Services for which request for sponsorship is made

Notes

Follow-Up Date

Follow-Up Notes
“Thank You” Letters
This is the opportunity the Sponsorship Chair has to ensure that a good relationship
between the conference/NACURH, Inc. and the sponsor is maintained. This letter should
conform to standard business formatting and style.
“Thank You” Letter Outline
The First “Thank You”: Thank the sponsor for their generous sponsorship.
NACURH, Inc. conferences would not be the same without the generous support of
local, regional, and national businesses.
The Review: Tell the sponsor about the conference. Let them know they have made a
difference. And give the sponsor an idea of what impact their sponsorship has made:
how many delegates attended the conference, where those delegates were from, how
their sponsorship has supported a great cause (what the sponsored goods/services
were used for). Help the sponsor invest in the mission they supported through their
sponsorship.
The Close (The Second “Thank You”): Thank the sponsor again, their contribution
enabled the conference to happen. Then leave the door open for a future sponsorship
relationship: “We look forward to working with you again on future
conferences/university events.”
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Technology
Objectives/Responsibilities
The objective of the Technology Chair/Committee (hereafter referred to as the
Technology Chair) is to manage the website and registration system.
The responsibilities of the Technology Chair include setting up the website, managing
updates for the website, and coordinating the registration system with the Registration
Chair.
Timeline
The work for the Technology Chair begins after the conference bid is won and the
website can be set up with information about the conference.
12 – 6 Months Before the Conference
Create Website and Develop Online Presence: A website needs to be created to
facilitate communication between conference participants and conference staff. This
website may be hosted on the host institution’s server, through Google sites, or on a
purchased domain. After the bid to host the next conference is won, the information from
the bid should be posted to the conference website. Also accounts for Twitter, Facebook,
etc. should be created so the conference staff has multiple ways to disseminate
information to conference participants.
Create Conference Staff Email Accounts: For communicating with conference
participants, the conference staff should have dedicated conference email addresses.
Separate, dedicated email accounts will facilitate easy communication between
conference participants and staff.
Develop Registration Process: In coordination with the Registration Chair, begin
planning the registration system. This system should be ready for testing at least six
months before the conference and should include fields for personal and conference
related information for delegates. This process should include delegation registration,
delegate and advisor registration, program registration, and the process for compiling and
organizing all this information. In coordination with the Registration Chair, pertinent
information should be forwarded to the appropriate members of the conference staff. The
Finance Chair should also be consulted so invoices for registrants can be generated. (For
examples of registration forms, see “So You Think You Can Host.”)
6 – 3 Months Before the Conference
Site Visit: At the site visit, members of the Regional Board of Directors will visit the
host institution to see how the conference planning process is progressing in person. At
the site visit, the Technology Chair should be available to present the website and note
what changes will be made before registration opens.
Coordinate Technology Needs for Facilities: At the site visit, specific technology needs
(i.e. projectors, power strips, internet access, extension cords, etc.) will be identified and
confirmed so arrangements with the Facilities Chair and facilities management can be
coordinated.
Finalize Registration Process: Tests of the registration process should aid in identifying
those areas of the conference registration process that need adjusting. As changes are
made, the process should be continually re-evaluated. (Deliberate attempts to incorrectly
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input information may help identify problem areas.) And as the process for registration is
finalized, the Registration Chair should develop systems for conference participants to
change their information as needed. Access to conference registration information should
be limited to pertinent staff, and systems for distributing relevant information to pertinent
positional chairs should be established.
Test the Registration Process: Members of the conference staff and regional board of
directors may want to test the registration process to find any potential problems with the
registration system and ensure a smooth registration for each delegation and each
conference participant. The registration process should be fully tested before registration
opens for delegates to register.
Post Conference Updates: As conference chairs settle arrangements, announcements
about those arrangements can be put on the website and announced on other conference
accounts and conference information can be updated from the projected arrangements
from the bid.
3 – 2 Months Before the Conference
Open Registration: Conference participants should be able to access and submit
registration information using the posted forms.
Troubleshoot Problems with Registration: Most issues that may arise with the
conference registration process should be identified and addressed in the testing phase of
the registration system. If there any issues with the registration system that are not
addressed, they will come up in the registration process as conference participants submit
information.
2 – 1 Month Before the Conference
Manage Registration Information: As conference participants register for the
conference, the information they submit should download into a manipulable form so it
can be shared appropriately with other members of the conference staff. All this
information should be managed in coordination with the Registration Chair.
4 – 3 Weeks Before the Conference
Close Registration System: At a pre-determined time, close the registration process.
Late registrants will need to consult with the conference staff individually.
3 – 2 Weeks Before the Conference
Manage Late Registration Information: As needed, facilitate the submission and
management of any late registration information. In the event that some information is
missing from the original registration information, information gaps may need to be
closed manually.
Once all the registration information is submitted, the responsibilities of the
Technology Chair are finished. This individual then usually becomes a volunteer for
the conference assisting as needed with check-in, programs, facilities management,
etc.
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Things to Consider
Technology Needs
Some conference participants may have specific technology needs throughout the
conference.
Presentation Technology
For boardroom meetings and programs, in particular, conference participants may
have presentations (i.e. slideshows, documents, etc.) that they will be sharing.
Computers, projectors, microphones, etc. may need to be made available.
Requests for technology should be made well in advance of the conference and
individuals who identify technology needs should be contacted regarding the exact
nature of their needs.
Internet Access
As NACURH and its affiliates move to more sustainable practices (i.e. posting
electronic copies of resources, legislation, bids, etc.), more documents for
conferences are being posted online so printed copies are not necessary. Many
conference participants will bring their computers to access these documents, so
internet access is preferable.
If internet access will not be available, conference participants should be notified
well in advance of the conference so relevant documents can be downloaded and
saved. If the internet will not be available to conference participants, the RBD will
need special accommodations to access the internet as they will be on-site for a
longer duration and need access to regional and NACURH resources, which are only
available online (i.e. NACURH affiliations database, etc.)
Extension Cords and Power Strips
As NACURH and its regional affiliates move to using electronic copies of documents
and communication, conference participants are more and more bringing their
computers to access relevant documents and resources, particularly those who will be
in boardroom meetings during the conference. Particularly in boardroom meetings,
access to electricity and plugs will be necessary for those individuals to fully
participate in discussions and decisions, the majority of the resources for which will
be on their computers. Extension cords and power strips are the most efficient way to
ensure that everyone has access to information on their computers for as long as they
need it.
Other Technology Needs
Conference participants may have other technology needs and requests. The details
of these requests should be coordinated well in advance of the conference as feasible.
Guest speakers in particular should be contacted regarding what technology needs
they will have during their participation in the conference.
Registration Process
Each conference host school will need to decide whether to host an online registration
process or a paper registration process. Most schools are now hosting online registration
because registering conference participants for the conference online is more efficient.
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Technology
Google hosts a lot of tools that may be useful for communicating with conference
participants. And many of these tools can also be utilized to facilitate the registration
process.
The registration process should include a step in which registrants can confirm that the
information they have submit is correct, and a follow-up email should be sent confirming
the registrant’s information has been successfully submit. This will mitigate some of the
many emails the conference staff will receive about registration and whether or not their
registration is complete.
The registration process for delegates will begin with the opening of registration, through
registration closing, then confirmation of any information changes, and the completion of
registration for any accepted alternates. The registration process will end when all of the
delegates have arrive at the conference and confirmed that all the arrangements made on
their behalf by the conference staff are satisfactory. (Note: Confirmation of registration
information at check-in will be managed by the registration chair.)
Registration Information
Registration information will be determined by the information needs of the different
positional chairs to fulfill their responsibilities and the needs of the Registration Chair for
delegate materials. Each chair will need to know specific things, though some of these
items may be redundant, so the registration process need only ask for this information
once. Below is a list of typical registration information gathered for a conference:
Name and Preferred Name: Delegate materials, like nametags, are pre-made with
conference participants’ information.
Position: Several delegates in each delegation will belong to specific groups of
people (i.e. NCC, residence hall government president, NRHH representative, etc.).
This information is commonly included on these delegates’ nametags.
School: Delegate materials, like nametags, are pre-made with conference
participants’ information, including their home institution.
Gender: Historically, housing has not been gender inclusive; so, for housing
assignments’ purposes, gender has been a field required for registration.
Medical Needs: Should something happen to a conference participant while they are
the conference, he/she will need to have submit some preliminary information the
conference staff can share with Emergency Services.
Emergency Contact Information
Insurance Information
Dietary Restrictions: The Dining Chair will need to coordinate with vendors to
ensure that dietary needs are met.
Housing Needs: Mobility and other accommodations may need to adjusted for some
conference participants.
Transportation: Delegations should submit their travel information so arrangements
for their travel to and from the conference can be accommodated.
T-Shirt Size: At many conferences, conference participants receive a conference tshirt and/or a regional t-shirt for which the conference staff will need a size to make
the order.
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Technology
Disclaimer and Policy Forms: For every conference, NACURH, Inc. requires that
conference participants complete each a Disclaimer Form absolving NACURH, Inc.
and the conference host school from liability and an Alcohol and Drug Abuse Policy
Form stating that the conference participant agrees to abstain from the use of alcohol
and other drugs, unless prescribed for personal medical use, for the duration of the
conference.
NCC and Advisor Contact Information: communication with delegates is done
primarily through the NCC or Advisor. For instance, invoices are typically sent to
either the NCC or Advisor and either the NCC or Advisor typically manages
deadlines for information submission.
The registration information should download into a manipulable form so pertinent
information can be forwarded to the appropriate members of the conference staff.
Microsoft Excel or another data management system may provide useful ways for
manipulating the registration information and organizing it for use by the conference
staff.
Waivers and Forms
NACURH, Inc. maintains several standardized forms that conference participants are
required to sign in order to participate in NACURH activities and conferences. Each
conference host school may also have specific forms required by the college or university
that conference participants must sign in order to participate in conference activities.
These forms should be distributed and collected in coordination with the Safety &
Security Chair and the Registration Chair.
Drug and Alcohol Waivers
NACURH and its regional affiliates have a standardized drug and alcohol waiver that
all conference participants (including staff and RBD) are required to sign before
participating in the conference. This waiver stipulates that the signer has agree to
forego the use of drugs and alcohol, excepting legally prescribed medications, for the
duration of conference activities as defined by the RBD and conference staff. The
RBD maintains a copy of this form for use by conferences.
This form may be adapted to include other activities and products as needed for each
conference.
Liability Waivers
NACURH and its regional affiliates have standardized liability waivers that all
conference participants are required to sign before participating in conference
activities. A copy of this form is maintained by the RBD for the use by conferences.
Other Institutionally Required Forms
Each conference host school may also have forms that conference participants will
need to sign agreeing to abide by the policies and procedures of the conference host
institution. These forms should be distributed with the other NACURH forms.
Safety Information
The United States federal statue known as the Clery Act mandates that colleges and
universities that participate in federal financial aid programs keep and maintain and
report information about crime that occurs on and around their campuses. These statistics
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Technology
are available to the public and should be made available by the conference staff to
conference participants.
In coordination with the Safety & Security Chair, links to the conference host school’s
Clery Act statistics, department of safety, and local police information should be made
available through the conference website.
Volunteer Needs
Volunteers may be needed to assist conference participants with technology needs.
Volunteers may be needed particularly to assist program presenters and RBD with
presentation technology and accessing conference host school university computers.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Transportation
Objectives/Responsibilities
The objective of the Transportation Chair/Committee (hereafter referred to as the
Transportation Chair) is to coordinate the arrival and departure of all conference
participants.
The responsibilities of the Transportation Chair include coordinating conference
participants’ arrival to the conference, facilitating any vehicular travel of conference
delegates during the conference, and coordinating the departure of all conference
participants after the conference. The responsibility of the Transportation Chair will
last until all conference participants have been safely transported to their mode of
travel to their home campuses.
Timeline
The Transportation Chair’s responsibilities begin with identifying and pricing travel
options for conference participants in the bid and continue through the final departure
of all conference participants from the conference.
18 – 12 Months Before the Conference
Identify Travel Options for Conference Participants: Depending on the location of the
institution, conference participants may choose to drive, fly, or take a train to the
conference. Nearby airports, train stations, bus stations, etc. should be identified for the
bid presentation. Information on how conference participants will be transported to and
from the conference from these travel hubs should also be included in the bid.
For conference participants not driving themselves to the conference: Not all
conference participants will choose to drive to the conference. Flying, taking the
train, or taking the bus may be more convenient for some delegations. So some
delegations may require transportation to and from their hub of travel. The bid then
should include information on which hubs would be the most convenient for
conference participants and which hubs the conference will be able to provide
transportation to and from.
For conference participants driving themselves to the conference: Some conference
participants may be close enough to drive to the conference. Conference participants
that choose to drive will need to park their vehicles, so information should be
provided noting where they may park and if there will be any associated costs with
parking on/near the host institution’s campus.
Price Transportation Expenses: Travel expenses related to transporting conference
participants to and from the conference from other travel hubs (i.e. cost of renting
vehicles to shuttle conference participants to and from the airport) and travel expenses for
conference participants that choose to drive to the conference (i.e. parking permits)
should be priced.
For more information, see “So You Think You can Host”, regional policies, and the
NACURH Policy Book.
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12 – 6 Months Before the Conference
Reserve Shuttle Vehicles: If the conference can and will provide conference participants
with transportation to and from nearby travel hubs, vehicles need to be reserved. These
may be available through university motor pool, or they may need to be rented through an
outside company. The reservation should be made in consideration of the size of the
conference (i.e. number of conference participants, how much conference participants
will bring with them, etc.) and the distance of campus from various travel hubs. If there is
no penalty for canceling reservations at a later date, overbooking may be a good way to
ensure that all the transportations needs are met.
Identify Transportation Volunteer Needs: In coordination with the Volunteer Chair,
drivers for shuttle vehicles should be identified and asked to volunteer for the conference.
Each host school may have different restrictions on who may drive vehicles and other
individuals for school sponsored events, so these restrictions should be considered when
identifying potential volunteers.
Coordinate Pick-Up Sites with Travel Hubs: Conference staff/volunteers should be
available at airports/train stations/bus stations/etc. to greet conference delegations and
direct them to their transportation to the conference. Given particular security restrictions,
some locations may or may not allow the conference to have a greeting table available on
site.
Plan Transportation Around Campus: Depending on the size of the host school’s
campus, the distances between conference facilities, and the accessibility needs of certain
conference participants, there should be plans to assist conference participants, as needed,
around campus. This may involve dedicating a shuttle vehicle during the conference to
shuttling certain conference participants to and from locations on campus.
Create Travel Materials: Maps both printed and online for conference participants
should be made available before and at the conference. Travel materials should include
information about the facilities being used for the conference, the best way to travel
between conference facilities, safety and security information, etc. These materials
should be included with the other delegate materials (i.e. binder, etc.).
6 – 3 Months Before the Conference
Compile Travel/Transportation Information: Before the site visit, information
regarding recommended travel arrangements for conference participants should be made
available via the conference or regional website. This information should be ready to
present at site visit.
Create Travel Information Tracking System: Conference participants will submit their
travel information with their registration information. So a system should be in place for
tracking and using the information conference participants submit regarding their travel
plans to and from the conference.
3 – 1 Months Before the Conference
Track Travel Information from Registration: As registration information is submitted
for conference participants, schedules of arrivals and departures can be drafted.
Transportation of delegations to and from travel hubs may also be scheduled using this
information. Also, as a part of their registration confirmation, conference participants
should be informed of how to contact the Transportation Chair in the event that their
travel plans change.
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Create Shuttle Vehicle Packet: Each shuttle vehicle should be equipped with
conference information for the driver and/or conference participants. This packet should
include vehicle itineraries (which will not be finalized until registration has closed),
contact information for the Transportation Chair and other conference staff (namely the
conference chair and conference advisor), and maps of routes to and the surrounding
areas of airports and stations. This packet may also include other information to be shared
with conference participants about the conference or conference host school en route to
the conference, either to be shared with an en route volunteer or to be handed out to
delegates upon boarding.
Prepare Contingency Plans: In the event that a vehicle breaks down or is otherwise
unavailable, contingency plans should be in place to ensure that all transportation needs
are met.
4 – 1 Weeks Before the Conference
Finalize Transportation Schedules: After registration closes, schedules for shuttles to
and from travel hubs may be drafted and volunteers assigned to specific routes.
Volunteers who will be driving shuttle vehicles and their availability should be
confirmed.
Prepare Schedules for Volunteers: Each volunteer driver should have a schedule that
notes for them who they will be transporting, where, and when. The Transportation Chair
should also have copies of these schedules in the event something needs to be revised.
These should be included in each vehicle packet when they are finalized.
Confirm Plans for Transportation During Conference: If any conference participants
have indicated in their registration information that they will need extra assistance getting
around during the conference, arrangements to transport these individuals around campus
should be made and confirmed. Conference participants needing extra transportation
assistance during the conference should be contacted so their exact needs can be assessed
and accommodated.
Prepare Departures Schedule: Departures schedules should be ready for posting so
conference participants can be ready to leave in time to catch their
flights/trains/buses/etc. These should be visibly posted at the conference.
Coordinate Driving Practice for Volunteer Drivers, as needed: If shuttle vans are to
be driven by volunteers, transportation volunteers may need/want practice before the
conference. Vehicles should be arranged for these practice sessions.
The Week Before the Conference
Prepare Shuttle Vehicles: Vehicles need to picked up and readied to pick up conference
participants. Depending on the length of the journey from the airport, vehicles may be
stocked with snacks and beverages for weary travelers.
Pick-Up Regional Board Members and Special Guests: The Regional Board of
Directors and other special guests typically arrive for a pre-conference period, usually the
Wednesday before the conference, to prepare for the conference and assist, as needed, the
conference staff.
Confirm Volunteer Drivers: Final confirmation of volunteer availability should be
made to confirm that all volunteers are still available and willing to participate in
transportation of conference participants.
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Track Conference Participants En Route to Conference: Having submitted travel
information, conference participants may be tracked (particularly if they are flying).
There are multiple websites through which flights and other travel can be tracked. This
will allows for schedules to be adjusted for flight delays, cancellations, and/or other
changes.
At the Conference
Arrival of Conference Participants: Conference participants will begin arriving the
morning of, in some cases the evening before, the conference. As they arrive at airports
and other stations, they need to be ferried to the conference. Conference participants that
drive to the conference should be advised of parking arrangements and directed where to
park their vehicles for the duration of the conference.
Coordinate Transportation Needs During Conference: Some kind of transportation
arrangements should be coordinated for conference participants that need extra assistance
getting to various conference facilities during the conference.
Confirm Departure Plans: Each delegation’s departure information needs to be
confirmed after they have arrived at the conference. And each delegation should be
notified of their scheduled departure time from the conference to the airport or station.
Departure of Conference Participants: Having scheduled departure times, conference
participants should be notified of when they will be leaving campus to return to their
home institutions. Their departure should be scheduled based on their travel plans.
Things to Consider
Travel Options
Plane: Delegations that fly to a conference will need to be picked-up and dropped-off at
the airport, as they will not have a vehicle with them. So the NCC or Advisor for each
delegation that flies should submit the delegation’s travel itinerary to ensure they are
picked-up from and dropped-off for their flights in a timely manner.
Train/Bus: Delegations that take the train or bus to a conference will need to be pickedup and dropped-off at the station they are traveling through. The NCCs or Advisors for
these delegations should submit the delegation’s travel itinerary to ensure they catch their
train.
Automobile: Delegations within driving distance will need on-site parking for their
vehicles.
Tracking Conference Participants En Route
For conference participants that choose to fly, websites, like http://www.flightstats.com/,
are good resources for tracking flights. These websites host up-to-date information on
flights arriving and departing from nearby airports. Before the conference and during the
conference, these websites may be useful for making sure that transportations schedules
have been adjusted for delayed, cancelled, or other changed flights.
Departures from the Conference
Conference participants traveling by plane, train, or bus need to be transported to the
airport or station from which they are departing. They are considered “at the conference”
until they have been dropped off at the airport or station. Travel time to airports and
stations should be considered when creating the shuttle schedule for departures.
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Conference participants flying should be dropped off at the airport at least two hours
before their flight is scheduled to depart. Travelers who are flying need time to
check-in, go through security, and find their gate.
Conference participants taking a train should be dropped off at the train station at
least one hour before their train is scheduled to depart, which will allow time for
them to find their train and board.
Conference participants taking a bus should be dropped off at the bus station at least
thirty minutes before their bus is scheduled to depart.
Departure plans should be confirmed with delegations during the conference so a
finalized shuttle schedule can be created and posted for conference participants.
Shuttle Vehicles
Depending on the size and location of the conference, different types shuttle vehicles may
be more suitable than others. For larger conferences, fifteen-passenger vans, charter
buses, or other large passenger vehicles may be appropriate. For smaller conferences,
mini-vans may be more suited to the conference’s transportation needs.
Accessibility of Vehicles
If a conference participant identifies specific accessibility needs in their registration,
arrangements should be made for an accessible vehicle that can accommodate those
needs. This should include what arrangements need to be made for an individual who
may have equipment they need to take with them.
Contingency Plans
Contingency plans for transportation also need to be made, especially if the campus is a
long distance from the airport or train station. There should be contingency arrangements
for road closures, vehicle breakdowns, emergency evacuations, etc.
Emergencies and Accidents
In the event of an emergency or accident, contingency transportation plans should be
enacted to ensure that drivers and passengers comply with local laws and university
policies regarding response and reporting.
In the event of an emergency and/or accident, safety concerns should be dealt with
immediately, and as soon as possible afterward, conference staff should be notified so
appropriate steps can be taken and procedures enacted.
Transportation During the Conference
Travel to/from Conference Facilities and Housing Accommodations: Depending on the
distance from the main conference facilities to the housing accommodations, shuttles or
walking groups may need to be coordinated to ensure that conference participants do not
get lost or feel unsafe.
If the accommodation is close enough for conference participants to walk, clearly
visible signage should guide conference participants to and from conference facilities
and their housing accommodations. Volunteers may need to be coordinated to guide
walking groups to and from conference facilities.
If shuttles are needed to ferry conference participants to and from conference
facilities and their housing accommodations, clearly marked shuttle stops for the
conference should be identified and pointed out to conference participants. Schedules
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and contact information for conference staff should also be made available for shuttle
services.
Late Night Travel Safety Procedures
All conference delegates should be provided with information regarding late night
safety, particularly as many conference events tend to end late at night. Particularly
for these late-night events, the conference staff should have and have communicated
procedures for traveling back to the conference housing accommodations. In the
event that someone from the conference becomes lost, they should have a way to
contact conference staff or safety personnel. Staffed walking groups or shuttle stops
for travel back to housing accommodations may be ways to ensure that no one is lost
or feels unsafe while attending the conference.
Volunteer Needs
Transportation for the conference may have many volunteer needs. Depending on the
type of transportation to and from the conference, drivers may need to be recruited to
shuttle conference participants to and from transportation hubs. If the distance to and
from transportation hubs is significant, a second driver and/or volunteer may be needed to
interact and engage conference participants during the trip. Volunteers may also be
needed during the conference to guide walking groups to and from conference facilities.
Volunteer needs should be communicated to the Volunteer Management Chair so
volunteers can be recruited, assigned, and trained.
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Objective/Responsibilities
The objective of the Volunteer Management Chair/Committee (hereafter referred to
as the Volunteer Management Chair) is to recruit and direct the volunteer labor
during the conference.
This chair is responsible for working with other positional chairs to identify volunteer
needs and coordinate the recruitment and direction process for these volunteers so
they can assist the conference participants with any situation that may arise.
Timeline
The work for this position begins after the bid to host has been won, but some
forecasting will need to be done for the bid. Then, the work for this position will last
through the conference.
18 – 12 Months Before the Conference
Outline Volunteer Needs and Schedules for Conference: A section of the bid will need
to address volunteer needs for the conference. This section should outline some of the
volunteer needs for the conference and how they will be scheduled.
For more information, see “So You Think You Can Host”, regional policies, and the
NACURH Policy Book.
12 – 9 Months Before the Conference
Identify Volunteer Needs: In conjunction with other positional chairs, identify what
tasks they will need to accomplish and if they will need volunteers. Having identified
whether or not volunteers will be needed, work with each positional chair to determine
how many volunteers over what time period will be needed to fulfill each task.
9 – 6 Months Before the Conference
Identify Volunteer Needs: In conjunction with other positional chairs, identify what
tasks they will need to accomplish and if they will need volunteers. Having identified
whether or not volunteers will be needed, work with each positional chair to determine
how many volunteers over what time period will be needed to fulfill each task.
Identify Volunteer Recruiting Opportunities: Volunteers may be recruited from a
variety of groups and places to help with the conference. Potential contacts within groups
should be identified early so recruitment strategies and requests can be arranged before
the conference.
Determine What/If Volunteers Will be Wearing Identifying Clothing: How will
conference participants know who the volunteers are? If conference volunteers will be
wearing identifying markers, what will these articles be? Will conference volunteers be
wearing a conference shirt of a different color than delegates? Will they have nametags?
Items for volunteers to wear during the conference need to be ordered in advance of the
conference to be ready for volunteers at the conference.
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6 – 3 Months Before the Conference
Confirm Volunteer Needs: In conjunction with other positional chairs, confirm what
tasks they will need volunteers to accomplish. Confirm their plans for volunteers and task
lists.
Recruit Volunteers: Identify groups of people who may be interested in volunteering
during the conference. Send requests for volunteers to targeted groups and individuals.
Develop Volunteer Schedules: Having established volunteer needs, create a volunteer
schedule for the conference to track where volunteers are and what they are doing.
3 – 2 Months Before the Conference
Continue to Recruit Volunteers
Create Volunteer “Cheat Sheets”: To help volunteers answer conference participant
questions, create a short document with the essential conference information (i.e. where
certain events will be held, the conference schedule, etc.) for each volunteer. This
document should be something a volunteer can pull out for quick reference. A small
quarter sheet printed front and back and laminated would be a good tool for a volunteer to
have, especially if volunteers will be wearing identifying clothing (i.e. conference
volunteer t-shirts, nametags, etc.). (Wait to print these sheets until all of the conference
information on them has been confirmed.)
2 – 1 Month Before the Conference
Continue to Recruit Volunteers
Finalize Volunteer Needs and Schedules: Having identified volunteer needs and tasks,
confirm that each positional chair has finalized a comprehensive assessment of their
volunteer needs. These finalized assessments will ensure that the volunteer schedules are
up-to-date.
Schedule Volunteers: As firm commitments from volunteers come in about availability,
create schedules for volunteers regarding their tasks during the conference: note for each
volunteer when they are schedule, where they are scheduled, and what they will be doing.
4 – 3 Weeks Before the Conference
Finalized Schedules Volunteers: As firm commitments from volunteers come in about
availability, create schedules for volunteers regarding their tasks during the conference:
note for each volunteer when they are schedule, where they are scheduled, and what they
will be doing.
Print Volunteer “Cheat Sheets”: When all the conference details noted on the volunteer
reference sheet have been confirmed and finalized, they may be printed and prepared for
volunteers.
3 – 2 Weeks Before the Conference
Train Volunteers: Coordinate opportunities for volunteers to be notified of their
individual schedules during the conference and have a developed sense of what
specialized knowledge they may need to complete their volunteer assignments.
Confirm Volunteer Availability: Stay in contact with those volunteers that have agreed
to volunteer during the conference. As the date of the conference gets nearer, confirm
with volunteers that they are still available and willing to volunteer for the times for
which they have been scheduled.
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2 – 1 Week Before the Conference
Finalize Volunteer Schedules and Tasks: After confirming volunteers for the
conference, finalize volunteer assignments for the conference with volunteers interests,
training, availability, skills, etc.
Finalize Volunteer Availability: Stay in contact with those volunteers that have agreed
to volunteer during the conference. As the date of the conference gets nearer, confirm
with volunteers that they are still available and willing to volunteer for the times for
which they have been scheduled.
The Week Before the Conference
Send Volunteers Reminders: In the week before the conference, send a reminder email
to each volunteer with details about their volunteer assignment, schedule, etc.
At the Conference
Direct/Manage Volunteers: During the conference, be ready to greet volunteers and
direct them to their volunteer post. Make sure the volunteers are prepared for the task to
which they have been assigned (i.e. know what they will be doing, have all of the
equipment/materials they need to perform the task, etc.). Also, be ready to step in and
troubleshoot any situations that come up regarding volunteers (i.e. if a volunteer does not
show, if a volunteer needs to leave early, etc.).
Things to Consider
Identifying Volunteer Needs
The other positional chairs may need extra assistance during the conference to set-up,
staff, and/or tear down different events. However, many of these needs may not be
identified until just before the conference. Encourage the other positional chairs to think
about the conference weekend and identify what volunteer needs they may have well in
advance of the weeks leading up to the conference.
Looking over the conference schedule, event by event, may also help identify times and
places volunteers will be needed. For instance, if program sessions are 50 minutes long,
volunteers may not be needed to direct conference delegates during program sessions,
only during passing times.
Recruiting Volunteers
Targeted volunteer recruitment will likely be more efficient and garner more volunteers
than general requests to large groups. Identify groups of people who are interested in
student leadership and/or residential life and offer them an opportunity to participate in a
great conference. Other student groups may be recruited to help with the conference.
Alumni, active student organizations, graduate students, faculty and staff, residential life
staff, etc. may be good groups to target for recruitment efforts.
Some tasks may require special skills or permits (i.e. driving university vehicles to
transport delegations between the university and airport/station/etc.). These volunteers
may need to be recruited more specifically. Consider any tasks for which volunteers
would need special skills or approvals and recruit accordingly.
Volunteer Schedules
Volunteers may only be able to help for an hour or two, if they are not able to help for a
longer period of time. Based on availability and interest, volunteers should be assigned to
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tasks and shifts that suit them. For instance, RAs that volunteer may be comfortable
helping with set-up and clean-up for conference activities, while some student
organizations may be more interested in helping to coordinate and organize philanthropy
activities.
Volunteer Tasks
Volunteers may be needed for many tasks:

directing conference participants through campus,

setting up events,

tearing down events,

helping to transport delegations to and from airports, stations, etc.
Work with positional chairs to identify events and tasks with which they may need extra
help and develop volunteer needs assessments accordingly.
Volunteer “Cheat Sheets”
Not all the volunteers recruited will be familiar with residential life and/or the mission of
NACURH, Inc. And since many volunteers will not necessarily be familiar with the
lengthy planning process, and what arrangements have been made for the conference,
they may need a reference sheet to help answer delegate questions and direct delegates to
the appropriate locations. (Remember, volunteers, unlike delegates, will be familiar with
the area and be able to provide directions and answer questions about the university, so
the reference sheets do not to be especially detailed regarding basic locality information.)
These reference sheets should include essential conference information:

conference schedule,

important locations for the conference,

contact information for conference staff, and

task specific information, as needed.
Some tasks may require more detailed instructions/information; volunteers working on
these tasks should be given instructions regarding their tasks specifically about what the
task is and how to do it. For instance, if a volunteer is working at the indoor philanthropy
project, that volunteer should be familiar with the philanthropic activity and the
organization and cause being supported.
Volunteer Staging
A staging area for volunteers may be a good place to direct volunteers to begin their
volunteer shifts. This staging area may best be located near conference staff headquarters
and house information, nametags, shirts, etc. for volunteers, as applicable. This staging
area may also be a good place to manage and track information about volunteers as they
check-in and complete volunteer tasks.
Volunteer Contact Information
Upon signing up to volunteer for the conference, volunteers should share relevant contact
information with the conference staff and the conference staff should share relevant
contact information with the volunteers (i.e. name, contact phone number, email address,
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etc.). This way, conference staff can send along important scheduling information and
volunteers will know how and where to direct their questions.
Volunteer Retention and Contingency
Information regarding the conference should be carefully managed and communicated so
each volunteer knows where he/she should be and who to contact with questions
throughout the duration of the conference. Communicating vital information to
volunteers about schedules and responsibilities will help to ensure that volunteers do not
forget or misunderstand conference schedules and information.
Sometimes volunteers will forget the schedule or fail to show up. Enough volunteers
should be scheduled for each shift and every task so that tasks are completed and
volunteer needs are met. If a volunteer fails to show up for their scheduled shift, enough
flexibility in the schedule should be built in to ensure that other volunteers may be
reassigned to fill gaps.
Volunteer Recognition
Volunteers are important. They ensure that the conference runs smoothly and that
conference participants are cared for throughout the conference. Some kind of
recognition should occur during or after the conference to thank all the people who have
given up their time and effort to ensure the conference was a success.