District 29 Conference Committees

Registration

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Registration budget (Name tags and Conference Attendee Folders) and submit it to the Conference Planning Chair Prepare and/or obtain: Meal Tickets, Door Prize Tickets, Name Badges and Name Badge Holders
  • Prepare registration packets for each attendee (Conference Program, meal tickets, door prize tickets, programs, name badges, etc.)
  • Keep written records for use in planning future Conferences

Education

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Develop programs covering the many aspects of communication and leadership (e.g., speaking, listening, evaluation and motivation).based on answers from the Conference survey.
  • Coordinate with the Special Guest Speaker (World Champion Public Speaking or International Director) {Travel, Meals, Program Needs,}
  • Secure Facilitators for each session, Collect and analysis the Evaluation Forms from Facilitators
  • Determine and submit budget to the Conference Planning Chair
  • Coordinate w/ Facilities, Audio Visual Chairs
  • Keep written records for use in planning future Conferences

Hospitality

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Hospitality budget and submit it to the Conference Planning Chair
  • Schedule volunteers to staff the hospitality suite at appointed times during the Conference
  • Solicit food and beverage refreshment donations from clubs and local businesses
  • Obtain inventory of existing supplies
  • Provide refreshments for Friday afternoon and evening after the dinner event
  • Provide refreshments for Saturday afternoon and evening (after banquet and contest)
  • Solicit committee volunteers to set up, maintain, and clean up the hospitality room
  • Provide inventory of remaining supplies
  • Keep written records for use in planning future Conferences

 Facilities

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Facilities budget and submit it to the Conference Planning Chair (signs, etc)
  • Coordinate with hotel/meeting site on room layouts, staging and setups
  • During the Conference, be on site to help the needs of the speakers and attendees
  • Coordinate the audiovisual needs of the presenters with Audio Visual Chair
  • Work with Education Chair for presenter’s needs
  • Secure District Property from District Sergeant at Arms (Flip Charts, Markers, etc)
  • Keep written records for use in planning future Conferences

Committee will:

  • Set up signs and displays as needed
  • Be available as “trouble-shooters” during the Conference
  • Be available to help with moving items after the Conference

Finance

District Treasurer

  • Provide financial report of income and expenses
  • Collect expense vouchers and receipts
  • Provide Cash for raffles, Registration
  • Provide ongoing status reports of committee activities to the Committee Planning Chair

Door Prize / Raffle

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Prize budget and submit it to the Conference Planning Chair
  • Solicit Division Baskets – one from each Division for Raffle
  • Submit a list of donors to the Conference Program Chair by the designated deadline so the donations can be properly acknowledged
  • Keep records of door prizes and safely secure items before and during the conference

Committee Responsibilities

  • Solicit products and services from businesses and individuals to be awarded as door prizes during the Conference
  • Man Raffle and Door Prize tables, selling tickets during Conference
  • Keep written records for use in planning future Conferences

Decoration

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Decorations budget and submit it to the Conference Planning Chair
  • Determine events requiring decorations
  • Plan decorations for each event, i.e., room, tables, head table, etc., based on Conference theme and season Supervise the planned decoration activities at the appropriate times
  • Keep written records for use in planning future Conferences

Program

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Design and prepare the Conference Program content
  • Determine Conference Program budget and submit to Conference Planning Chair
  • Work with the LGET to determine information to be included in the Conference Program
  • Submit a rough draft to the District Governor and LGET for editing
  • Submit a final draft for approval before printing
  • Determine the number of programs to print
  • Print the Conference Program
  • Deliver printed programs to the Registration Committee Chair for distribution
  • Keep written records for use in planning future Conferences

Publicity

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine Publicity budget and submit it to the Conference Planning Chair
  • Coordinate with the District PRO to develop and execute a plan to publicize and promote the Conference throughout the District
  • Submit publicity information to the PRO for publication in District 58 Newsletter
  • Work with the local media to cover the Conference
  • Keep written records for use in planning future Conferences

Sponsorship

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Submit progress reports to the Conference Planning Chair
  • Determine budget needed
  • Solicit financial support from companies
  • Spread the word about the Conference to the various corporate sponsored clubs and request them to obtain support from their sponsors
  • Keep written records for use in planning future Conferences

First Timers

  • Select volunteer members to serve on your committee utilizing members in the local area where the Conference is being held.
  • Determine budget and submit to Conference Planning Chair
  • Plan and Conduct a 45 min session to orient the new attendees for the Conference. Some of them may be senior toastmasters who never attended the conference before, but are attending now.
  • Try to devise knowledge sharing that will benefit the brand new and a little senior Toastmasters alike.
  • Have handouts on District hierarchy (Club President, Area Governor, Division Governor, PRO, LGM, LGET and District Governor).
  • Have handouts on Toastmasters Educational Program
  • Devise quizzes for getting acquainted with each other and other Toastmasters
  • On the whole, make it a fun and informative session.
  • Keep written records for use in planning future Conferences

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