Annual Conference
AC1. Conference Chair [VISIONING/COORDINATION FUNCTION]
As event planner, envision everything needed to make the day enjoyable and productive
Review program evaluations from previous conference for continual quality improvement
Set and announce date, theme, venue, and keynote speaker(s) as soon as lined up
Draft a budget based on previous year
Coordinate with Book Sales on theme-related books to sell
Coordinate with INPAWS Communications on a publicity schedule (press releases, member notifications)
and print support (flyer, conference program, sponsor logo slide show)
Coordinate with Speaker Liaison on logistics for speakers and gifts for INPAWS-member speakers who do
not typically receive honoraria
Coordinate with Sponsor Liaison to make certain sponsors are solicited and have a positive experience
Follow up with subcommittees to make sure everyone is doing their part and all pieces are synchronized
AC2. Conference Program [CONTENT FUNCTION]
Brainstorm conference ideas and possible speakers with committee and INPAWS Council
Draft a list of potential speakers and topics (determine number and quality needed)
Call speakers and line them up; draft contracts if needed; keep records of agreements regarding honoraria
Inform speakers of the level of audience sophistication and give guidance on topic as needed to shape the
presentation to desired theme
Develop with speakers a working title and an outline of the content of their talk
Work with Communications to develop a conference logo, if desired, which will appear on all promotional
pieces and the conference program
Submit speaker names, working titles, and talk outlines, plus description of overall theme, to
Communications and Journal for advance publicity
Draft conference program with working titles and timeline by June 1; submit draft to Journal and
Communications; finalize by September 1
AC3. Speaker Liaison [HANDLER FUNCTION]
Contact speakers as soon as lined up, with request to furnish promotional materials by June 1: high-res
publicity photo (informal okay), complete name and affiliation, brief biography, title of talk, brief description
of talk
Assist speakers with transportation, lodging, technology questions; find out if any special equipment is
needed other than laptop and projector
Speakers are asked to arrange their own transportation and seek reimbursement from INPAWS via Speaker
Liaison
Arrange lodgings for out of town speakers; ideal if lodged at same venue to simplify transport and promote
camaraderie
Line up handlers to greet travelers, escort them throughout the conference, and give rides back to airport
INPAWS Tasks, Page 1
Arrange for pre-conference dinner with a companionable selection of Committee or Council members for
those arriving the day before
Coordinate with Conference Chair on securing gifts for speakers who are INPAWS members or warrant
special thanks
AC4. Venue Selection and Coordination [LOGISTICS FUNCTION]
With Conference Chair, determine desired venue characteristics: number of rooms, seating, breakout
rooms, parking, booth space, availability of outdoor places for mid-day break, etc.
Ideally, set venue for next conference a year ahead
Tour potential facilities and obtain quotes from likely venues
Select venue and negotiate contract
Set luncheon, snack, and beverage menu with catering
Arrange for audiovisual equipment: laptop, projector, screens //any other routine needs here?
Arrange for audiovisual helper to run the equipment the day of (Fritz Nerding has done this for many years
in exchange for free membership)
Determine the number of tables needed for sponsors, exhibitors, and registration
Organize setup and cleanup
AC5. Sponsor/Exhibitor Liaison [EXTERNAL RELATIONS FUNCTION]
Ensure that conference sponsors and non-profit exhibitors have a positive experience
Review sponsorship levels and perks annually to be sure they are effective in securing conference support
Develop and post criteria and instructions for conference sponsors and exhibitors on the website
Solicit conference sponsors, making certain they fill out sponsorship registrations available on line; for best
exposure, they should be signed up by August 1; absolute deadline, two weeks before the conference
Request high resolution logos be sent to webmaster@inpaws.org for placement on program, publicity
materials, and website
Track sponsor requests for display tables and handouts to be included in folders; gather handouts and get
them to Registration Support (AC7)
Make sure Communications and Membership are informed what the perks are for difference sponsorship
levels so that sponsors can be properly acknowledged, receive free memberships, etc.
Assist sponsors with setting up display tables as needed
Send donation acknowledgments to sponsors within two weeks of the conference
AC6. Conference Registration [REGISTRATION FUNCTION]
Communications prepares Registration Brochure for printing and mailing and posts it on the website by
September 15
Registrations are picked up from the post office box several times a week, processed by the Treasurer and
entered into the database by Membership
Registration and fees are waived for conference speakers
Membership makes regular reports to Conference Chair on the number of conference registrations
INPAWS Tasks, Page 2
Membership will furnish the following to Registration Support (AC7): name badges, a roster for checking off
participants as they arrive, and extra registration/membership sheets for walk-ins
For the Committee to Confirm or Decide:
=Is anyone other than speakers entitled to a waived fee? Or meal payment only (e.g., a companion to
someone in a wheelchair)?
=Do we pursue people who (1) attended but never paid, (2) paid the member level fee but were not
members, (3) paid the wrong amount?
=Do we refund fees to registrants who notify us in plenty of time that they cannot come?
=How much do we charge for a half day, with and without lunch?
AC7. Registration Table [WELCOMING FUNCTION]
Ensure that conference attendees to have a positive experience when they sign in and pick up their
conference materials
Line up four volunteers to work the registration table
The week before the conference, prepare 2-pocket folders with optional conference logo, conference title,
person's name //a nice touch, but is it necessary? consider the cost of labels and the effort of designing,
printing, and applying labels
Arrange to receive sponsor handouts from Sponsor Liaison
Arrange to receive conference program from Communications
Assemble folders in advance: conference program, sponsor handouts, paper for notes, evaluation form if
any //in the past, we included such freebees as an INPAWS notepad and pencil, INPAWS decal, etc.
Arrange to receive name badges, participant roster, and extra registration/membership sheets from
Membership. Don't cut up the name badges. They're easier to locate when they're on sheets.
Arrange to receive cashbox from Treasurer--$100 in change.
Bring supplies for the registration table: markers for writing on blank name badges, pencils, signage (e.g., AH, I-Q, R-Z, and Walk-Ins), tape, scissors, instructions for volunteers with answers to policy questions
Aim to set up the table and brief the volunteers on procedure 15 minutes before registration opens; at least
two tables needed, with four stations (three for pre-registered, one for walk-ins)
Instructions for Walk-Ins:
Log them in on a walk-in list and make sure they fill out a registration/membership form, noting check
number.
If they pay in cash, write “cash” by the total paid.
If they want to pay by credit card, direct them to the bookstore, who will have a credit card machine, but
make sure they fill out a registration form; give them a voucher (signed note from registrar) to present at
the bookstore that indicates they’ve registered and just need to pay.
Instructions for Pre-Registered:
Check off attendees on the roster as they pick up name badges and folders.
If you learn that someone is NOT coming even though registered, mark this on the roster also, enabling us
to track no-shows; substitutions are allowed, but note on the roster who substituted for the no-show
Some will say they pre-registered but will not be on the roster; write in their name and phone number and
make note of when they sent their check
INPAWS Tasks, Page 3