Conference+Committees

The organization of committees needed for organizing a conference are probably as varied as the NMEA chapters who host the conferences. How you organize will depend on the people you have available, your plans for the conference, and the resources you have available. Some major areas are listed below, with possible sub-sections for each.

You may well find that your whole organizing group is one large committee, with individuals acting as committee chairs - coordinating the work of many people who may be contributing to several different committees.

Pre-conference: Presenter selection and notification, and communication, supply content for program booklet, arrange audiovisual equipment, escort and assist presenters, arrange evaluations for sessions.
 * Program**

How will people get from one conference venue to another. You may also assist with arrival and departure transportation, but be advised this can be a hugely complicated, and costly, task.
 * Transportation**

May be just one person who sends out regular notices via email list-serves.
 * Publicity**

Crucial role, may overlap with other committees
 * Food service**

Definitely talk with recents chapter hosts on their most recent experiences with choosing a good conference registrar. This will make all the difference in the world!
 * Registration**

Arrange keynote speakers, other guests and VIP, evening events, special performances. This work needs to be done well in advance, a year or more is not too soon!
 * Special events:**


 * Fund‑raising**


 * Field trips**


 * Contact hours and CEUs/college‑recertification credit**


 * Exhibits**

(Plan carefully how many volunteers to ask for: you'll need to give them food and other compensation for their time, without getting registration income.) Possible roles for volunteers: program monitors go-fers (you'll want as many of these as you can afford!)
 * Volunteer coordinator**:

__Committee Chairpersons__ The committee coordinators have appointments that are task-specific. 1. Program 2. Exhibits‑Curriculum Materials Center-Commercial Workshops 3. Hospitality‑Services for Persons with Handicaps 4. Publicity 5. Field Trips 6. Audiovisual 7. Evaluation 8. Registration 9. Special Events 10. Auction 11. Fund Raising

If a short course will be offered, the Conference Coordinator should appoint a Chairperson to make any necessary arrangements. The person would contact the course instructor(s) to determine what equipment is needed, arrange transportation, arrange for the participants' lunches, and so on.

Each of the committee chairpeople has the following responsibilities:
 * Maintain communication with the Conference Coordinator between the time of the initial planning and the conference.
 * Develop a committee budget
 * Work with the Conference Coordinator to prepare a schedule of when all arrangements will be complete. (See timeline section.)