Head Start, Region X: Regional Conference Planning

Regional Conference Planning

The following tasks are the general responsibility of the Regional Head Start Association Board.

Site Selection

Schedule sites out for four years, establish schedule
2 years ahead (spring) - request bids for hotel sites - take to the Regional Board @ August mtg. Approval.
Current Room Patterns
1. W/AM 1 large space for 550-750 keynote and lunch
W/PM 11 spaces
2. Th - 4 session @ 1.5 hrs, 11 breakouts, 1 reception, no lunch
3. F - 11 breakouts 8:30 - 10:15, 10"15 - 12:00 closing w/ brunch

Program Planning

1 year ahead—chair requests state to find/appoint conf. Chair
1 year ahead—March, Reg'l Board Mtg. - choose theme
1 year ahead—Spring, Reg'l Board Chair mts w/ new conf chair   Tour facility, discuss theme/goals
  Brainstorm—keynote ideas...
  Establish timeline and persons responsible for conference tasks... schedule conf call mtgs
  Review call for papers—establish a mailing list
August prior to event—Local Committee and QC/QCDS send out call for papers
Report to regional board—request approval of fees for conference
Early Oct.—review call for papers - state committee and QC/QCDS
Nov. Reg'l Brd Mtg.—Review tentative conference agenda Insert scholarships/Awards info into program General Sessions
Early Nov.—Mail out hold the date/hotel/travel info - keynote info
Early Dec.—Mail out conf. Brochure
Early Registration Cut off—end of January
January—Reconfirm av requests with presenters via email or letter
Early January—choose food for all events with hotel - clarify room set up
Order bags, folders, name badges,
Early February—tentative av order
Registration closes 2 weeks prior to conference
Print daily agenda, evaluation forms for sessions and overall, print certificates of attendance.
Confirm AV, rooms and food with hotel 72 hours before start of conference
Monday of conference week—stuff packets with local committee
Include Save the Date for next year's conference in current conference packet

What Committee Does	What Quality Center Does	What Reg'l HS Assoc. Does
Assign conf tasks to various members (or programs) Mts w/ Reg'l chair and QC staff to review site Gives input on theme, goals, and call for papers to RHSA board Review/score call for papers Choose Keynotes in cooperation with RHSA board Provide mailing lists of other ECE programs in conf. Area Suggest invited presenters Work w/ QC to contact keynote speakers Identify volunteer helpers Help stuff conference packets Help at registration during conference Committee chair presides at opening session Identify/ Contact local dignitaries to be invited as speakers Identify possible vendors who may wish to display Arrange publicity for conference as appropriate	Gets hotel bids for locations Organize budget, manage budgets, and report to Reg X HS Association Sends out call for papers Mt w/ committee to review call for papers Organize tracks Develop and mail brochure Contact and contract w/ keynote speaker(s) Manage all correspondence w/ speakers and presenters Organize all AV plan and order all food for event Order bags and all other materials Develop and distribute daily agenda, evaluations and certificates Process all registrations Provide printed name badges with identifying ribbons for dignitaries and presenters Collect all funds Pay all bills Provide financial reports to the RHSA Board Print and organize all materials for conference packets Schedule volunteer help Coordinate vendors	Keep 4 year schedule up to date Request hosting state assoc to name conf chair and committee Establish/approve conf theme and goals Approve conf fee structure Write or amend policies re fee sharing, cancellations, and refunds. Board Chair and others present awards at general sessions Board Chair presides at Closing session and Business meeting Board members preside at sessions as assigned by chair Create annual report for inclusion in packets Share income with partnering state association Send letters of invitation to invited federal staff speakers