Global Conference: Local Arrangements Hospitality/Communications

In addition to coordinating networking events and activities, the Local Arrangements provides additional local assistance and hospitality for conference attendees as follows:

  • Provide the ED with recommendations for a local printer to use for conference printing needs.
  • Review conference program for accuracy prior to printing, paying attention to times and descriptions for entertainment and activities.
  • Develop a list of local things to do, including activities, restaurants, entertainment, etc. to be added to the web site. 
  • Prepare information about entertainment details (gala, opening reception) for the printed program. View the Conference Program Styling Guide for details.
  • Prepare general information to promote the locale to conference attendees prior to the conference, including weather information and recommended transportation.
  • Secure local activities booklets, maps, coupons, etc. if needed, to be provided to conference attendees. Work with Administrative Assistant on logistics. Note: The Convention & Visitors Bureau typically provides these at no costs. Work with Connections to secure this. 
  • Communicate with the Marketing committee about the printing needs for the Marketing Subcommittee, including:
    1. Signs to identify where to meet for off-site activities, such as dine-arounds.
    2. Signs for committee members to hold to meet people for off-site activities. 
    3. Sign-in sheets for dine-arounds. 
  • Determine if volunteers are needed for local arrangements activities, such as those listed below. Send the Executive Director a list of volunteers needed for the Call for Volunteers. Once the Call for Volunteers is complete, fill in any gaps and communicate with volunteers in advance about their responsibilities.
    1. Opening Reception (greet attendees, assist with entertainment or activities)
    2. Dine-arounds and other off-site activities (gather attendees, walk/transport them to the location, provide directions)
    3. Gala (greet attendees, collect tickets, assist with bus transportation, assist with entertainment or activities)
  • Review entertainment-related contracts (see Contract Document for contract requirements). Send contracts to the Executive Director for approval/processing, and send all payment requests to the Executive Director for processing.