Host Chapter Checklist

  • Date, Location and Registration Fee should be approved by the Regional Coordinator after consultation with your college administration and/or conference site.

  • Advertise Conference Date/Location to the region as early and as frequently as possible.

  • Secure hotel lodging for a reasonable room rate. (Many hotels offer a special conference rate for a block of rooms. Be sure to reserve a few smoking rooms as well.)

  • Secure Food Service for meals to be provided during the conference. Some businesses may be willing to provide complimentary or deeply-discounted food and beverages for your event.

  • Set up a committee or several committees to be in charge of various aspects of the event, including registration, speakers, entertainment, food, etc.

  • Coordinate program agenda with the Regional Coordinator and Regional Officers by following guidelines listed above. It is mandatory that the Regional Coordinator approve the final program agenda.

  • Ensure meeting space is adequate for general sessions, workshops, advisor meetings and all other conference events.

  • Request any necessary audiovisual equipment for general sessions and workshops.

  • Send conference registration and hotel information to all chapters in the region at least 6-8 weeks before the event.

  • Prepare and print conference program and other materials as needed.

  • Make signs for conference registration, workshops, social events, etc.

  • Prepare conference registration materials, making sure you have the following items:

    • Cash Boxes
    • Receipt Books
    • Change
    • Door Prize Registration (optional)
    • Name Badges
    • Markers
    • Conference Programs
    • Goodie Bags (optional)
    • Students available to give directions and answer questions

[Return to Regional Meetings 101: A Resource Guide for Host Chapters]