For many chapters, the jubilation over being selected to host a regional meeting is soon replaced by panic -- can we pull off such a momentous task? Will anyone come? And, more importantly, will they be glad they came?

As many chapters who have taken on host responsibilities before you can attest, the privilege of playing host to the region isn’t easy but it’s also an incredible leadership and team-building opportunity for the chapter. The secret to success lies in careful planning and follow-through.

"We discovered that planning a regional meeting was very much like planning a wedding,"says Cindy Carbone, advisor of the Alpha Rho Gamma Chapter at Washington State Community College in Marietta, Ohio. The chapter served as host for the 1998 Ohio Regional Convention.

The first step in their planning, which began a year before the event, was to organize a checklist detailing what needed to be done every month. "We had preliminary monthly meetings six months prior to the event and then every-other-week meetings two months before the convention," reports Carbone.

Committees also helped the chapter share the workload and ensured nothing was left undone. Special committees included food detail (breakfast, lunch and dinner), registration, mailing, follow-up phone calling, donations, clean-up, set-up and tear-down, decorations, convention programming, and transportation.

Here are some guidelines to keep in mind if you and your fellow chapter members decide to host a regional event:

Connect with your Coordinator

Be sure to work closely with your Regional Coordinator on determining meeting logistics as well as the program agenda and speakers.

Select the meeting venue

Whether your region’s official gathering will take place at your college campus or a nearby hotel, your chapter will have many details to consider such as room set-ups and audiovisual equipment needs. A hotel conference coordinator should be available to guide you through this process. If your event will take place on campus, you’ll want to work closely with the college administration to ensure access to rooms, security, etc.

Factor in food

Many regional meetings are two-day or even three-day events -- this means meals have to be considered. Very few regions can afford to feed the entire group for every meal, but usually at least one meal function is included in the program. Be sure your meeting venue is near restaurants where meeting attendees can get food that is both quick and reasonably priced. If restaurants aren’t nearby, you’ll need to incorporate extra time in the schedule for meals.

Invite dynamic speakers

From your keynote speaker to your workshop leaders, the presentations should be informative and interesting...but, most importantly, they should be relevant to the regional meeting’s agenda. Phi Theta Kappa programs, such as the current Honors Study Topic or International Service Program, can provide the theme for your conference’s keynote address and workshops. Other Society programs that make good workshop material: Hallmark Awards, Five-Star Chapter Development, All-USA Academic Team, Guistwhite Scholars, and Enhanced Membership. Several regions have used Phi Theta Kappa’s Leadership Development Studies Program as the basis of a leadership conference.

Incorporate fellowship activities

To borrow from an old saying, "All work and no play can make your regional meeting dull, dull, dull!" Liven things up with a creative icebreaker, a fun outdoor event, or musical entertainment -- any activity that allows members to meet and mingle.

Advertise frequently

Be sure information is clear and accurate, and that every chapter in your region receives the information in a timely manner. In addition to the registration cost and deadline as well as hotel information, try to pique members’ interest by drawing attention to meeting highlights. Let potential attendees know it will not only be a great learning experience, but also a fun fellowship opportunity as well.

Enlist alumni support

Many regions are fortunate to have incredible alumni support through a local or regional alumni association. "With so many resources and experience within the alumni, it would seem strange not to consider them when planning a regional convention," says Theresa Malone, a former chapter officer of Alpha Xi Beta.

At the 1998 Nevada/California Regional Convention, the alumni hosted a College Fair, conducted workshops, and assisted with registration. "From the very beginning, we tried to be available for questions and concerns," says Cari Hager, a past Nevada/California Regional President.

Be flexible

No matter how long and how carefully you plan, there will always be unexpected issues to arise. For example, on-site registration may be more than you or the hotel expected or a speaker may be running late. Just remember, as the popular book suggests, "don’t sweat the small stuff --- and it’s all small stuff." Remain calm and collected while you focus on solving the problem at hand. The less fuss made over a problem or mistake, the less likely participants are to remember it.