2011 Annual Conference & Exhibition Manual

TABLE OF CONTENTS

Introduction

· Purpose

· Format

· Member Role

· Staff Role

o Table 1 – Chart of Responsibilities

o Table 2 – Meeting Format

Association Business

· Board of Directors & Finance Committee Meetings

· Standing and Service Committee Meetings

· Council Meetings

· Annual Business Meeting

· Honors & Awards Program

Local Host Committee

· General Conference Chair

· Committees

Green Meeting Committee

Entertainment & Decor Committee

Information/Welcome Center Committee

Monitors & Volunteers Committee

Outreach Program Committee

Protocol Committee

Media/Publicity Committee

Social Program Committee

Sponsorship Committee

Student Program Committee

Tours & Transportation Committee

· Exhibitor Liaison

· Technical Program Vice Chair

Technical Program Committee

· Technical Program Chair Responsibilities

· Technical Program Vice Chair

Attachment

· A&WMA General Policy Regarding All Meetings

· Student Awards Ceremony Protocol

Annual Conference & Exhibition

INTRODUCTION

Purpose

The Annual Conference & Exhibition (ACE) is the most visible of all Association programs. Its purpose is three-fold:

· to provide a forum for presentations;

· to provide a vehicle for an exhibition of environmental products and services; and

· to provide attendees an opportunity to network with colleagues in the environmental industry.

It is an Association goal to achieve these aims in an environmentally responsible manner.

In addition to the main programming, Association business is conducted (Annual Business meeting, meetings of the Board, Councils, Committees, etc…) immediately prior to and during the ACE.

Member Roles

The Air & Waste Management Association is a member-driven organization that relies heavily upon members for direction, technical expertise, and project support. With respect to the ACE, a Board-appointed General Conference Chair (GCC) and Vice Chair assemble a team of individuals, the Local Host Committee (LHC), to support the local aspects of the meeting.

The Technical Council Chair is appointed to serve as the Technical Program Chair for the ACE. A local member is appointed to serve as the Technical Program Vice Chair. It is the role of the Technical Program Chair, supported by the Technical Program Vice Chair, to coordinate all aspects of the technical program, working and communicating with the Technical Program Committee, speakers and staff as necessary. The Technical Program Committee is generally comprised of session chairs, Technical Coordinating Committee Chairs, Division Chairs, Group Coordinators, and the Technical Council Vice Chair. Participation from other Councils and interested members is encouraged.

Staff Roles

The ACE is the Association’s largest programmatic activity and the entire staff is involved in some manner in its preparation and execution. The Senior Director, Meetings, Education & Sales is the project manager for the ACE. Generally, the project is supported as follows: Logistics & Exhibition (Senior Manager, Sales & Meeting Services); Professional Development and Student Program (Education Programs Coordinator); Promotion & Public Relations (Marketing Coordinator); Registration (Senior Manager, IS & Member Services); Technical Program (Technical Programs Coordinator); Urban Air Forum (Senior Manager, Programs). Other staff members assist as necessary throughout the process. Staff in each of the program areas will interact with Local Host Committee representatives throughout the planning of the meeting as appropriate. The Senior Manager, Sales & Meeting Services, is the staff liaison to the Local Host Committee.

Table 1 displays the chart of responsibilities of the Local Host Committee, the Technical Program Committee and A&WMA staff.

Meeting Format

The ACE generally follows the format as detailed in Table 2. Modifications may occur as necessary to fully integrate the various activities of the program.

Each year, there are other activities that occur in addition to the activities outlined in Table 2. For example, the Association councils and committees meet before and during the Annual Conference & Exhibition. Table 3 lists typical Association business functions.

General Conference Chair (GCC)	Becky Heilman	b.heilman@comcast.net	Heilman & Associates, Inc.
General Conference Vice-Chair	Elizabeth Foeller	elizabeth.foeller@mosaicco.com	The Mosaic Company
A&WMA Meetings Coordinator	Dorothy Chmiel	dchmiel@awma.org	A&WMA
Technical Program Committee Chair	Dr. C. David Cooper	cooper@mail.ucf.edu	University of Central Florida
Technical Program Committee Vice-Chair	Dr. CY Wu	cywu@ufl.edu	University of Florida
Orlando Liaison Committee Chair
Sponsorship Committee Chair	Bruno Ferraro	bruno@grovescientific.com	Grove Scientific & Engineering Co.
Green Meetings Committee Chair	Jordan Haywood	jordan.haywood@siemens.com	Siemens Power Generation, Inc.
Exhibitor Liaison Committee Chair	Lynn Robinson	lrobinson01@mindspring.com	Southern Environmental Sciences, Inc.
Student Program Committee Chair	Jordan Haywood	jordan.haywood@siemens.com	Siemens Power Generation, Inc.
Student Environmental Challenge Chair	Max Lee	mlee@kooglerassociates.com	Koogler & Associates
Young Professionals Committee Chair	Josh Ellwein	JDEllwein@tecoenergy.com	Tampa Electric Company
Media/Publicity Committee Chair	VACANT
Tours/Transportation Committee Chair	Armando Rodriguez	armando.rodriguez@disney.com	Walt Disney World
Social Program Committee Chair	Kathy Lockhart	kdlockhart@scgc.org	Sugar Cane Growers Cooperative of Florida
Monitors/Volunteers Committee Chair	Mary Archer	Mary.Archer@fpl.com	Florida Power & Light
Food & Entertainment Committee Chair
Fun Run Committee Chair	Byron Burrows?	BTBurrows@TECOenergy.com	Tampa Electric Company
Outreach Program & Silent Auction	Christi Veleta	veleta@coj.net	City of Jacksonville EPB
A&WMA Scholarship Fund Committee	Don Geiger	dongeiger@cox.net	Geitech, Inc.
Golf Tournament	Don Geiger

Local Host Committee	Technical Program Committee	Staff


Keynote Speaker, Plenary Session	Technical Sessions/Panels	Board, Council & Committee Meeting Coordination
Entertainment & Décor	Critical Review Session (Critical Review Committee lead)	Budget
Information/Welcome Center	Featured Sessions	Association Resource Center
Monitors & Volunteers	Planning for next year	Exhibition & Publications Area
Outreach Program		Honors & Awards Program
Environmentally Friendly		Housing
Media/Publicity		Logistics
Social Program		Promotion/Marketing
Sponsorship/Fundraising		Registration
Student Program		Signage & Audiovisual
Tours & Transportation		Staffing
Exhibitor Liaison		Sponsorships/Fundraising

2011 LOCAL HOST COMMITTEE

GENERAL CONFERENCE CHAIR

Becky Heilman - General Conference Chair

b.heilman@comcast.net

Heilman & Associates, Inc.

2605 2nd Street S.

Jacksonville, FL 32250

904-372-0489 Office

904-476-7576 Cell

Elizabeth Foeller - General Conference Vice-Chair

elizabeth.foeller@mosaicco.com

The Mosaic Company

5000 Old Hwy. 37 South

Mulberry, FL 33860

863-519-1371

The following table lists important responsibilities and key people with whom the General Conference Chair (and Vice Chair, when applicable) works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH:
1. Understand Board Policies regarding ACE	Senior Director, Senior Manager (Sales & Meetings)
2. Overall responsibility for the administrative functions of the local committees and coordination with the A&WMA staff	Senior Manager (Sales & Meetings)
3. Arrange for Keynote speaker	Executive Director, Senior Director
4. Ensure that the Meeting will be an Environmentally Friendly Meeting ,	Green Meeting Committee Senior Manager (Sales & Meetings)
5. Appoint Committee Chairs & Identify Committee members and Committee Chairs	Local Host Section/Chapter membership
6. Create an Advisory Committee	Local Host Section/Chapter
7. Send Monthly Status Report to HQ	Senior Manager (Sales & Meetings)
8. Prepare LHC Budget	Committee Chairs, Senior Director, Senior Manager (Sales & Meetings)

The following text elaborates on the above responsibilities of the General Conference Chair.

1. Understand Board Policies regarding an Annual Conference & Exhibition

Association general policy regarding all meetings is included in the Attachment. Ensure that these policies are applied during the ACE.

2. Overall responsibility for the administrative functions of the local committees and coordination with A&WMA Staff.

Ensure that all Committee Chairs are:

a) Fulfilling their duties as outlined in the ACE Manual

b) Communicating with each other and the A&WMA staff

c) Aware of Board policies regarding specific duties

Develop specific goals for the LHC. To ensure the accomplishment of these goals, as well as the success of the ACE, it is recommended to hold LHC meetings monthly. Recognizing these accomplishments along the way will be beneficial to the entire committee. In addition to these LHC meetings, it is advised to begin meeting with a vice-chair monthly at least 2 years before the ACE.

3. Arrange for Opening Session Keynote Speaker

Work with Keynote Speaker Chair to plan for one or more Keynote Speakers. The choice of speaker(s) may need to be coordinated with the Technical Committee and the Sponsorship Committee. One or more celebrity/high profile speakers should be strongly considered, and this will require some sponsorship support. The Association’s Board of Directors should be kept appraised of the status of obtaining good speaker; they have a number of very good contacts. If an Honors & awards recipient is being considered as one of the Keynote Speakers, there must be coordination with the Chair of the Association’s Honors & Awards Committee. Monies will be included in the ACE budget to cover some of the expense of the Keynote Speaker as well as his/her travel costs.

4. Ensure that the Meeting will be an Environmentally Friendly Meeting

Incorporate green practices whenever possible. Ensure that each committee develops a specific checklist to facilitate greening into the listed responsibilities. If the Senior Manager, S&MS ascertains that the Convention Center/hotels are not separating trash for recycling, then it is anticipated that the LHC will enlist support of local government entities to put a program into effect. The concept is to make this a program not just for our meeting, but also for all future meetings held at the locale. Information regarding how to ensure that the meeting is an environmentally friendly meeting is included in the next section.

5. Appoint Committee Chairs and Identify Committee Members

The importance of early identification of the project team cannot be stressed enough. Committee assembly should begin 2 ½ to 2 years prior to the meeting. It is of utmost benefit for committee members to attend the previous year’s ACE and coordinate with the current LHC at that time. Committee members identified 2 years prior are encouraged to attend the ACE held that year.

6. Create an Advisory Committee

Identify potential advisory committee members 1 ½ to 2 years before the ACE. Develop specific responsibilities as well as a schedule for the Committee. For example, the Indy ’04 ACE Advisory Committee was established to provide independent, 20,000-foot oversight of the Local Host Committee’s progress. Representing a broad spectrum of expertise, the Advisory Committee’s mission was to review and critique the numerous program elements of the ACE and provide guidance where appropriate.

7. Send Monthly Status Report to HQ

Compose a status report each month after the LHC meeting occurs. Highlight accomplishments achieved since the last report and outline planned activities and goals for the next month. This report should be submitted to the Sr. Mgr. S&MS.

8. Prepare Local Host Committee Budget for Finance Committee & Board Approval

Timeline: One year prior to the ACE. See attached outline. GCC is to combine committee budgets and submit the total budget to the Senior Manager (Sales & Meetings) by August 15. Budget will be submitted (as part of the Association’s annual budget) for Finance Committee and Board of Directors review and approval.

Refer to the following schedule for planning purposes.

	General Conference Chair/Vice Chair
ASAP after appointment	Become involved in planning meetings for the ACE and begin local team assembly (committee chairs/members).
June (2 years prior)	Attend ACE and follow GCC’s activities.
February (1 year prior)	Become involved in planning meetings for the ACE and begin local team assembly (committee chairs/members). Schedule kick-off LHC meeting; review LHC responsibilities & Board policies regarding the ACE. Prepare draft budget. Initiate sponsorship plan with sponsors, chair and headquarters. Develop LHC meeting schedule.
March	Monthly meeting. Confirm committee activity, status and progress.
April	Monthly meeting. Confirm committee activity, status and progress. Coordinate local team to attend current ACE.
May	Coordinate local team to attend current ACE. Develop list of Keynote possibilities
June	Attend ACE and follow GCC's and LHC activities.
July	Monthly meeting. Finalize sponsorship plan. Pursue Keynote speaker. Confirm committee activity, status and progress. Follow-up by sharing ACE-learning points from prior year’s LHC and attendee surveys.
August	Monthly meeting. Confirm committee activity, status and progress.
September	Monthly meeting. Confirm committee activity, status and progress.
October	Monthly meeting. Confirm committee activity, status and progress.
November	Write open letter of invitation and obtain all committee information for use in promotional materials. Monthly meeting. Confirm committee activity, status and progress.
December	Review/edit promotional materials. Monthly meeting. Confirm committee activity, status and progress.
January	Monthly meeting. Confirm committee activity, status and progress.
February	Monthly meeting. Confirm committee activity, status and progress. Obtain updated committee info for use in ACE promotional materials.
March	Monthly meeting. Confirm committee activity, status and progress. Increase sponsorship efforts if necessary. Contact local Mayor and Governor for final program letter. Plan Local Host Committee Reception. Send letter inviting next year's local committee to the ACE and "This Year Meets Next Year" meeting.
April	Monthly meeting. Confirm committee activity, status progress. Review/edit final program information.
May	Monthly meeting. Confirm committee activity, status and progress. Finalize committee-planning activities.
June	Implementation of meeting. Meet with next year's committee.
July	Post-conference committee wrap-up meeting and recommendations to headquarters.

KEYNOTE SPEAKER COMMITTEE

Dennis Mitchell

The following table lists important responsibilities and key people with whom the Keynote Speaker Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH:
1. Create a list of potential Speakers	GCC, LHC, Association Board
2. Check with sponsor list for Speakers	Sponsorship Committee
3. Determine available funds for Speaker Fees and costs,	GCC, Sponsorship Committee
4. Contact potential Speakers	GCC, LHC, Association Board
5. Arrange for Speaker contracts, if needed	Staff Liaison
6. Coordinate any necessary travel, hotel and transportation arrangements	Staff Liaison
7. Arrange for speakers to introduce Keynoters	GCC
8. Coordinate media events for/with Speaker	Staff Liaison, Publicity Committee

The following text elaborates on the above responsibilities of the Keynote Speaker Committee Chair.

1. Ensure that the meeting has strong appropriate Keynote Speakers to stimulate attendance.

a) Consider one or two Keynote Speakers for the Opening Session as well as the Thursday Session.

b) One Speaker can focus on local interests and issues with keeping in mind that this is an international conference.

c) A topical Speaker should be chosen with a broad audience in mind. Expect to pay for this Speaker.

d) Members of the Association’s Board of Directors often have good suggestions for speakers and good contracts. They can assist in the process.

	Keynote Speaker Committee
ASAP after appointment	Become involved in planning meetings for the ACE.
June (2 years prior)	Not the Keynote Speakers of this year’s ACE and discuss with next year’s LHC on their progress to choose a speaker
July (2 years prior)	Meet with General Conference Chair and Local Host Committee to make a preliminary list of potential speakers.
October (1 year prior)	Talk with Sponsorship Chair funding needs for speakers.
July	If possible, confirm schedule of main speaker(s). Work with Director, Sales & Programs on contracts.
September	Write Speaker biography and introduction for Preliminary Program.
March	Work with Director, Sales & Programs on Speaker travel and housing needs.

ENVIRONMENTALLY FRIENDLY MEETING COMMITTEE

This should not be a big issue at Disney due to the efforts already taken by the resort. Green Lodging, etc.

Need a summary of Green Lodging efforts by Coronado.

The following table lists important responsibilities and key people with whom the Environmentally Friendly Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH:
1. Ensure that the meeting encompasses environmentally friendly practices	Senior Manager, (Sales & Meetings). Facility Personnel GCC, GCVC LHC
2. Develop green meeting guidelines with each Committee	LHC Chairs
3. Financial Arrangements	Senior Manager (Sales & Meetings), GCC, GCVC

The following text elaborates on the above responsibilities of the Environmentally Friendly Committee Chair.

1. Ensure that the meeting encompasses environmentally friendly practices.

a) Establish this as an IMPORTANT function of the entire local committee and conference planners. It requires extreme dedication and continual follow up.

b) Establish goals for a clean meeting. Our goals include reducing conference-related waste generation; reusing suitable items; recycling as many materials brought into the facility by the Association, vendors, exhibitors, and participants as possible; purchasing environmentally preferable products; and conserving energy.

c) Meet with the local government to inform them of our recycling requirements and plans. Identify key local environmental personnel.

d) Ensure that the contract with the convention facility has a recycling program included as part of the agreement. The contract should also include facility workers to help monitor the recycling process as well as opportunities for china, cloth napkins, and glassware to be used for meals associated with the convention, if possible.

e) In cooperation with the Senior Manager (Sales & Meetings), communicate with the Convention Bureau, Hotels and Convention Center to determine the policies, programs and opportunities for each facility. Information obtained should be relayed to attendees in the promotional materials and on the Web site to allow attendees the option to choose a hotel based on environmentally friendly amenities.

f) To the extent possible throughout the meeting facilities, meal functions should be served on china, cloth napkins used, and glassware provided. To the extent that this is not possible, recycling containers must be provided at breaks for any plastic or other recyclable materials. Food contaminated paper is not recyclable. Check to see if the materials must be kept separate. If so, then separate labeled containers for the various recyclables need to be provided at the refreshment area, and at strategic places in the exhibit hall. The local waste hauler may provide the separating containers (corrugated box board). Ensure that the facility is prepared to keep the materials separate in storage until the hauler comes to the facility. Washable table coverings are also preferable. To the extent possible, these goals should be stated in the contract with the convention facility.

g) Clearly visible signage should be displayed wherever recyclable materials are collected.

h) Consider a letter to the local environmental agency, the Regional U.S. EPA office (or venue counterpart). These institutions may wish to assist in the promotion of an environmentally friendly meeting, and may provide letters of support that may be useful to the set-up process. Other outside organizations may also be willing to support this.

i) Encourage other “green” activities throughout the ACE. These activities may include collecting recyclables on all buses used for the ACE, utilizing alternative fuel options for tour and transportation buses, encouraging attendees to stay in “green” hotels, ensuring that lights are turned off when not in use, purchasing recycled give-away or promotional items, etc.

j) Look into the “Cleaner and Greener Certification Program” option. This enables the sponsor(s) of a conference to offset the environmental impacts associated with the convention (paper waste, fuel from transportation, energy consumption, etc.) by obtaining emissions offsets credits. More information about the Certified Cleaner and Greener Seal can be viewed at www.cleanerandgreener.org.

k) Encourage online registration options and conference information. If possible, set up online kiosks at the convention for participants to use for information about the city, etc.

l) For more information and ideas on how to ensure the ACE will be an environmentally-friendly meeting, visit the EPA’s “Green Meetings” website: http://www.epa.gov/oppt/greenmeetings.

3 Financial Arrangements

Prepare Budget to be submitted to GCC if necessary. Otherwise, work directly with Senior Manager (Sales & Meetings) for funding and/or reimbursement needs. Keep detailed records of all expenses and save all receipts. Sample expenses for budgeting purposes are itemized below.

Environmentally Friendly Committee Budget Worksheet

Function Expense

Recycling Bins

(Sponsorship recommended)

Promotional Materials (from recycled or earth-friendly sources)

Emissions Offsets (if applicable) for the

“Cleaner and Greener Certification” program

Marketing

Total:

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

Environmentally Friendly Committee

ASAP after appointment

Become involved in planning meetings for the ACE. Look into the “Cleaner and Greener Certification” Program.

April (1 year prior)

Contact current year's chair to discuss role.

May

Plan to attend current ACE.

June

Attend ACE. Meet with current chair.

July/August

Assist sponsorship and other committee chairs as necessary.

September

Assist committee chairs as necessary.

October

Meet with hotels and convention center. Assist committee chairs as necessary.

November

Finalize Green Meeting information for inclusion in the promotional materials. Assist committee chairs as necessary.

December

Start contacting local environmental agencies and government officials. Assist committee chairs as necessary.

January

Assist committee chairs as necessary.

February

Assist committee chairs as necessary.

March

Research recycling container options. Assist committee chairs as necessary.

April

Suggest signage for use during the ACE. Assist committee chairs as necessary.

May

Finalize recycling and other plans for the ACE. Assist committee chairs as necessary.

June

Attend ACE. Ensure that recycling containers are located throughout the exhibit hall and conference areas, pass out promotional materials (if applicable).

July

Post-conference committee wrap-up meeting and recommendations to headquarters.

ENTERTAINMENT & DÉCOR COMMITTEE

The following table lists important responsibilities and key people with whom the Entertainment and Décor Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES	WORK WITH:
1. Arrange the entertainment and décor for reception(s)	Hotel/Convention Center, Senior Manager (Sales & Meetings), GCC
2. Arrange for volunteer help as necessary	Monitors & Volunteers Committee
3. Develop a committee-specific Environmentally Friendly Committee green meeting checklist
4. Financial Arrangements	General Conference Chair, Senior Manager (Sales & Meetings), Sponsorship Committee

The following text elaborates on the above responsibilities of the Entertainment and Décor Committee.

1. Arrange entertainment and décor with the Hotel/Convention Center for Reception(s)

a) Most LHCs arrange entertainment during the Reception(s).

Please take into consideration that many attendees enjoy the networking

opportunities during these receptions.

b) The use of a booking agency is suggested since the theatrical and musicians

unions have many refinements with which an agent is very familiar. The

Senior Manager (Sales & Meetings) must make arrangements for royalty fees to be paid

if music is used.

d) When entertainment is identified, you will work with the Senior Manager (Sales & Meetings) to finalize the contract. The Senior Manager (Sales & Meetings) signs all contracts.

2. Arrange for volunteer help as necessary.

The A&WMA staff typically undertakes ticket collection and badge screening at the receptions; however, at times, volunteers may be needed to assist. Coordination with the Monitors & Volunteers Chair and the Senior Manager (Sales & Meetings) is recommended.

3. Develop a committee-specific green meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Environmentally Friendly Committee to incorporate green ideas into the planning process for the committee.

Possible items to include on this checklist could be using potted plants/flowers instead of cuttings, utilizing recycled material whenever available for decorations, and reusing decorations at the end of the conference.

4. Financial Arrangements

Work with the Sponsorship Committee to procure funds for Entertainment & Décor costs.

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

	Entertainment & Décor Committee
ASAP after appointment	Become involved in planning meetings for the ACE.
April (1 year prior)	Contact current year's chair to discuss role.
May	Plan to attend current ACE.
June	Attend ACE. Meet with current chair.
July/August	Assist sponsorship and other committee chairs as necessary. Budget input to GCC.
September	Develop reception themes. Initial contact with entertainment vendors.
October	Provide program information for inclusion in the promotional materials.
November	Assist sponsorship and other committee chairs as necessary.
December	Assist sponsorship and other committee chairs as necessary.
January	Assist sponsorship and other committee chairs as necessary.
February	Assist sponsorship and other committee chairs as necessary.
March	With Environmentally Friendly Committee and Senior Manager (Sales & Meetings), meet with facilities regarding food disposal. Plan decorations for reception(s), depending on sponsorship.
April	Solicit volunteers for receptions. Discuss reception menu options with Senior Manager (Sales & Meetings).
May	Finalize entertainment (if applicable). Finalize decorations.
June	Oversee reception entertainment and volunteers. Decorate room prior to event.
July	Post-conference committee wrap-up meeting and recommendations to headquarters.

INFORMATION/WELCOME CENTER COMMITTEE

The following table lists important responsibilities and key people with whom the Information/Welcome Center Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH
1. Schedule booth volunteers at ACE	Monitors & Volunteers Chair, GCC, Senior Manager (Sales & Meetings)
2. Arrange for material and information for display at the Local Host Booth	CC, CVB Environmentally Friendly Committee
3. Arrange for a post office substation, if necessary, during the meeting	GCC, Senior Manager (Sales & Meetings)
4. Check Booth logistics	Senior Manager (Sales & Meetings)
5.Develop a committee-specific green meeting checklist	Green Meeting Committee
6. Financial Arrangements	GCC, Senior Manager (Sales & Meetings)

The following text elaborates on the above responsibilities for the Information/Welcome Center Committee.

1. Schedule booth volunteers for Welcome Center

Working with the Monitors & Volunteers Chair, arrange for booth staffing. Volunteers should have a good working knowledge of the overall meeting and the Association, as well as a good working knowledge of the city.

In addition, volunteers are expected to answer phones, take messages, and provide directions to hotels, restaurants and local points of interest. These might include shopping and entertainment areas, family venues, and any special activities taking place during the week such as sporting events or shows. It is recommended that volunteers be briefed on the Association’s efforts to green the conference, as well as the recycling system, in order to pass this information on to attendees.

2. Arrange for material and information to be distributed at the Welcome Center

a) Information typically includes city maps and restaurant guides. A listing of emergency services should be prepared that would include such things as doctors and dentists available in the area, the nearest hospital for medical emergency, etc. A list of restaurants in the immediate area, which are open for lunch, etc., should also be available. The local CVB may be able to provide most of this information and may host a restaurant/information booth at the ACE. Coordination with the Senior Manager (Sales & Meetings) is advised.

b) If provided by the Environmentally Friendly Committee, have pamphlets available to attendees that describe the Association’s efforts to incorporate green practices into the ACE. These pamphlets would also outline ways that the attendees themselves can increase these efforts.

4. Check Booth Logistics

a) With the advent of mobile technology, messages taken at the Welcome Center are

becoming more infrequent. However, some messages are received and should be posted on the message board in alphabetical arrangement. Do not try to deliver messages.

b) The basic needs for the message center are: message pads, pencils/pens, scotch tape or thumb tacks, and alphabetical letters to be placed across the top of the Board.

c) The Senior Manager (Sales & Meetings) will arrange for phone lines, message board and other necessary equipment. Coordinate with the Senior Manager regarding booth placement.

5. Develop a committee specific green-meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Environmentally Friendly Committee to develop green ideas into the planning process for the committee.

Possible items to include on this checklist could be purchasing supplies made out of recycled material to use in the booth or reusing existing supplies, ensuring that information is printed on recycled paper, recycling or reusing leftover information and/or pamphlets at the end of the conference, and making an effort to educate attendees about the recycling facilities at the ACE. If possible, have a recycling facility as part of the booth for any unused paper materials.

6. Financial Arrangements

Prepare Budget to be submitted to General Conference Chair if necessary. Otherwise, work directly with Senior Manager (Sales & Meetings) for funding and/or reimbursement needs. Keep detailed records of all expenses and save all receipts. Sample expenses for budgeting purposes are itemized below.

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

	Information/Welcome Center Committee
ASAP after appointment	Become involved in planning meetings for the ACE.
April (1 year prior)	Contact current year's chair to discuss role.
May	Plan to attend current ACE.
June	Attend the ACE. Meet with current chair.
July/August	Assist sponsorship and other committee chairs as necessary. Budget input to GCC.
September	Assist sponsorship and other committee chairs as necessary.
October	Assist sponsorship and other committee chairs as necessary.
November	Assist sponsorship and other committee chairs as necessary.
December	Assist sponsorship and other committee chairs as necessary.
January	Assist sponsorship and other committee chairs as necessary.
February	Recruit volunteers to staff the Welcome Center.
March	Recruit volunteers to staff the Welcome Center.
April	Coordinate arrangements with CVB.
May	Finalize booth staffing schedule. Coordinate booth supplies.
June	Staff the Welcome Center.
July	Post-conference committee wrap-up meeting and recommendations to headquarters.

MONITORS & VOLUNTEERS COMMITTEE

Mary Archer

Monitors/Volunteers Committee Chair

Mary.Archer@fpl.com

Florida Power & Light Company

(561) 691-7057

The following table lists important responsibilities and key people with whom the Monitors & Volunteers Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH:
1. Arrange for personnel to monitor sessions	Technical Programs Coordinator
2. Arrange for personnel to assist with staffing of functions	Senior Manager (Sales & Meetings) LHC Chairs
3. Develop a committee-specific green meeting checklist	Environmentally Friendly Committee
4. Arrange for special guest services (protocol)	GCC, TPC, Senior Manager (Sales & Meetings)
5. Financial Arrangements	GCC, Senior Manager (Sales & Meetings)

The following text elaborates on the above responsibilities of the Monitors and Volunteers Committee.

1. Arrange for personnel to monitor session rooms to assure proper placement of signs, set-ups, etc.

· Arrange for monitors to place session signs and to note last-minute program modifications on the signs (session door posters), if not taken care of by Headquarters.

· Track session attendance and program modifications, assist with speaker audiovisuals, check on room environment issues (noise, air-conditioning, lighting conditions, etc.), and assist session chairs in maintaining timing of session.

· Monitors should attend an orientation program prior to assuming duties.

· Local universities and government agencies are typically a good source of volunteers.

· Coordinate with Senior Manager (Sales & Meetings) and Technical Programs Coordinator regarding number of volunteers necessary.

2. Arrange for personnel to assist with staffing of functions

If necessary, have personnel available to assist Association staff with screening/review of badges and invitations at the entrances to receptions and other functions. Coordinate needs with Senior Manager (Sales & Meetings). The Association does contract security staff to screen badges at the exhibition hall entrance and at various points throughout the meeting space. A specific list of volunteer duties is included below.

3. Develop a committee specific green meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Green Meeting Committee to develop green ideas into the planning process for the committee.

Possible items to include on this checklist could be making sure signage is recycled or reused, lights are turned off when a room is finished with the daily sessions, and purchasing thank you gifts made from recycled materials for volunteers (sponsorship required for gifts).

4. Arrange for special guest services

If necessary, arrange airport transportation/special services for VIPs. Coordinate with Senior Manager (Sales & Meetings).

5. Financial Arrangements

Monitors receive a free ½-day of session attendance for every ½-day monitored.

Monitors must be able to work at least half a day.

VOLUNTEER DUTIES

1. MONITORS Post session signs by room doors if necessary.

Check room for proper setup of audiovisual equipment.

Ensure speaker’s presentation is copied to laptop in room.

Track and note any cancelled or no-show presenters.

Monitor all badges for entry

Take head count of attendees at various times during the session.

Contact Monitors Chairs if any a/v equipment or room environment issues develop.

Orientation

Monitors for morning sessions - report at 7:15 AM

Monitors for afternoon sessions - report at 12:45 PM

2. FACILITY Set-up signs, help direct people, check signs at general sessions,

ASSISTANTS : notify audiovisual personnel of monitor assistance needs.

Orientation

Morning workers - report at 7:15 AM

Afternoon workers - report at 12:45 PM

3. HOST Answer telephones, take messages, provide directions to hotels,

BOOTH: restaurants and local points of interest.

4. MEDIA Register media visitors, staff the media room, provide directions,

ROOM: maintain paper and supplies for the copier.

Orientation

Morning workers - report at 7:30 AM

Afternoon workers - report at 12:30 PM

5. ENTER- Includes monitoring badges for entry at the

TAINMENT: receptions, and other food functions as necessary.

Orientation

Times of other functions will be given prior to the meeting.

NOTE: ALL VOLUNTEERS MUST OBTAIN THEIR BADGES PRIOR TO ATTENDING ORIENTATION MEETINGS.

Monitors badges will be available in the monitor room.

Volunteer badges may be obtained at the A&WMA registration desk.

VOLUNTEERS WILL RECEIVE SPECIFIC INSTRUCTIONS PRIOR TO THE MEETING,

AFTER ROOMS ASSIGNMENTS HAVE BEEN MADE (Late May/early June timeframe).

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

	Monitors & Volunteers Committee
ASAP after appointment	Become involved in planning meetings for the ACE.
April (1 year prior)	Contact current year's chair to discuss role.
May	Plan to attend current ACE.
June	Attend the ACE. Meet with current chair.
July/August	Assist sponsorship and other committee chairs as necessary. Budget input to GCC.
September	Monitor information requests. Assist other program committees as necessary.
October	Monitor info requests. Assist other program committees as necessary. Provide information for inclusion in the promotional materials.
November	Monitor info requests. Assist other program committees as necessary.
December	Monitor information requests. Assist other program committees as necessary.
January	Check with LHC for volunteer needs. Recruit room monitor volunteers and obtain preferences.
February	Recruit room monitor volunteers and obtain preferences.
March	Recruit room monitor volunteers and obtain preferences.
April	Recruit room monitor volunteers and obtain preferences.
May	Receive final technical schedule and assign volunteers. Recruit room monitor volunteers and make assignments. Submit monitor and volunteer names to Headquarters.
June	Send confirmation letters to monitors. Staff monitors room, coordinates on-site activity, and conducts monitors training twice a day.
July	Post-conference committee wrap-up meeting and recommendations to headquarters.

OUTREACH PROGRAM COMMITTEE

Christi Veleta

Outreach Program

veleta@coj.net

City of Jacksonville EPB

904-630-3692

117 W. Duval St., Suite 225

Jacksonville, FL 32202

The following table lists important responsibilities and key people with whom the Outreach Program Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES:	WORK WITH:
1. Educate the public about the ACE	Senior Manager (Programs) Education Programs Coordinator
2. Assign a leader to each of the programs chosen	Local Members/Volunteers
3. Seek sponsors for the outreach programs	Sponsorship Committee
4. Prepare descriptive information	Senior Manager (Sales & Meetings)
5. Develop a local promotional campaign	Public Relations Committee
6. Develop a committee-specific green meeting checklist	Environmentally Friendly Committee
7. Financial Arrangements	Senior Manager (Sales & Meetings), GCC

The following text elaborates on the above responsibilities of the Outreach Program Committee.

1. Educate the public about environmental issues

a) The Outreach Program is considered to be a part of the Association's effort to educate the general public and can consist of a number of activities. Activities can include, but are not limited to, a demonstration supportive of the conference theme generally located in the lobby of the meeting facility; a public forum on a topic associated with the theme of the conference; a poster contest for primary and secondary students on a topic supportive of the theme of the conference; or teacher workshops on curricular materials developed by the Association (e.g., Environmental Resource Guide lessons). If curricular materials are developed by the Association and charged to educators, the materials must be information that is not readily available from other free sources (i.e. the internet). Other activities could include essay contests, science fairs, tours, etc. Close coordination with the Senior Manager (Programs)/Education Programs Coordinator is recommended.

b) Seek input and advice from the Senior Manager (Programs)/Education Programs Coordinator on content, scope, budget, information, material resources and funding sources for each of the activities. Keep this manager regularly apprised of progress and of any problems that may be arising.

c) Establish list of activities that will be pursued.

2. Assign a leader to each of the programs chosen

Assign a leader to develop and manage each of the programs. The leader’s responsibility will be establishing budget requirements for each of the activities.

3. Seek sponsors for the outreach programs

Seek sponsors for underwriting the costs of the outreach functions from local companies or foundations. Work with the Sponsorship Committee and the Senior Manager (Sales & Meetings) to allocate funds.

4. Prepare descriptive information

Prepare descriptive information about the outreach program so that it can be incorporated into the promotional materials.

5. Develop a local promotional campaign

Work with the Public Relations Committee. Contact the local media and provide information on all aspects of the outreach program. Contact radio and TV talk shows, news programs, local business magazines, newspapers, environmental organizations, and local educational systems. Seek the support of local elected officials. Make sure to give credit to the sponsors for their financial and material support.

This element is very important with regard to attracting students and teachers to events associated with the meeting since most schools have adjourned for the summer by the time the annual meeting is convened.

6. Develop a committee-specific green meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Environmentally Friendly Committee to develop green ideas into the planning process for the committee. Possible items to include on this checklist could be using recycled paper, ensuring all materials used are recycled, and utilizing electronic correspondence over paper mailings when applicable.

7. Financial Arrangements

Prepare budget to be submitted to General Conference Chair if necessary. Otherwise, work directly with Senior Manager (Sales & Meetings) for funding and/or reimbursement needs. Keep detailed records of all expenses and save all receipts. Sample expenses for budgeting purposes are itemized below.

Outreach Program Committee Budget Worksheet

Function Expense

Public Forum audiovisuals

(Sponsorship recommended)

Public Forum refreshments

(Sponsorship necessary)

ERG Workshop

(Sponsorship necessary)

ERG Workshop food & beverage

(Sponsorship necessary)

Kids Fair

Silent Auction

Total:

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

Outreach Program Committee

ASAP after appointment

Become involved in planning meetings for the ACE

April (1 year prior)

Contact current year's chair to discuss role.

May

Plan to attend current ACE.

June

Attend ACE. Meet with current chair.

July/August

Begin planning outreach events (public forum, poster contest for primary/secondary students, teacher workshops, essay contests, science fairs, etc.).

September

Establish list of activities to be pursued and assign leaders to the programs. Continue planning outreach events. Assist with sponsorship committee if necessary.

October

Start gathering program information for use in the promotional materials, assist with sponsorship committee if necessary (solicit sponsorship for programs).

November

Provide program information for use in the promotional materials.

December

With Media/Publicity Committee, develop local promotional plan.

January

Begin local outreach promotions.

February

Develop promotion campaign with Media/Publicity Committee.

March

Develop agenda and contact speakers.

April

Finalize agenda and speakers.

May

Order supplies as needed.

June

On-site coordination of activities. Provide onsite logistical needs.

July

Post-conference committee wrap-up meeting and recommendations to headquarters.

MEDIA/PUBLICITY COMMITTEE

IS this committee really necessary?

The following table lists important responsibilities and key people with whom the Media/Publicity Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES	WORK WITH:
1. Write news releases covering the meeting.	GCC, Marketing Coordinator
2. Staff the Media Room during the ACE	GCC, Marketing Coordinator
3. Prepare and assemble media kits.	Marketing Coordinator
4. Conduct news conferences during ACE	GCC, Marketing Coordinator Local and Trade Press
5. Register media attendees.	Marketing Coordinator
6. Develop a committee-specific green meeting checklist	Environmentally Friendly Committee
7. Financial Arrangements	GCC, Senior Manager (Sales & Meetings)

The following text elaborates on the above responsibilities of the Media/Publicity.

1. Write news releases covering the meeting

Work with Marketing Coordinator to develop approximately six news releases for release during the months preceding the ACE. The Marketing Coordinator will supply copies of prior year’s releases for reference. Suggested topics include: the meeting overview, hot topic sessions, the General Conference Chair, Technical Program Chair, Keynote Speaker, and other newsworthy technical speakers.

The Marketing Coordinator will distribute the news releases nationally. The committee should identify local and regional outlets for distribution and assist with distribution as necessary.

2. Staff the Media Room during the Annual Meeting

Arrange to have public relations volunteers available in the Media Room throughout the meeting.

A staff representative is typically assigned to assist the local committee in this area.

Arrangements for required rooms and equipment should be made with the Senior Manager (Sales & Meetings). Typical equipment provided includes computers, printer, copy machine, fax machine and

telephone. The Marketing Coordinator will arrange for copies of the CD ROM proceedings to be available in the Press Room for press to use as reference and to print technical papers as necessary.

3. Distribute Press Kits

The Marketing Coordinator will prepare the media kits for distribution in the Media Room. They should contain: Final Program, Information Sheet on A&WMA, Mark Your Calendar piece and Exhibitor Prospectus for the next year, copies of news releases, etc. Exhibitors are permitted to provide handout materials for display in the Press Room.

4. Conduct news conferences during the meeting

News conferences should be scheduled at convenient times for the keynote speaker and authors

of papers/panel participants that have a strong public interest.

5. Register media attendees

A volunteer should be present in the Press Room to register media representatives and supply badges. The Press are required to present press credentials prior to registration. The Marketing Coordinator will be available to assist with Press Room staffing during peak times.

GUIDELINES FOR PRESS REGISTRATION

Check press credentials before registering attendees. The following are entitled to press registration:

· Bona fide members of the working press, i.e. reporters, editors or photographers

· Editors and reporters for newsletters of various Associations such as CMA, IGCI, EPRI, etc.

Those not entitled to press registration are:

· Sales Representatives

· Area Managers

· Advertising Sales Representatives

Once proper identification has been made, a badge should be prepared and a listing of the names and media represented. This roster should be maintained throughout the week and then submitted to Headquarters (Marketing Coordinator).

6. Develop a committee-specific green meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Environmentally Friendly Committee to develop green ideas into the planning process for the committee.

Possible items to include on this checklist are utilizing electronic messages for press communication when applicable, using recycled paper in the printer and copiers media room, and ensuring that recycling bins are placed in the media room. If promotional items are to be included in the Press Kits (sponsorship required), obtain from environmentally friendly sources. Work with the Environmentally Friendly Committee for sources of such items.

7. Financial Arrangements

Prepare Budget to be submitted to General Conference Chair if necessary. Otherwise, work directly with the Senior Manager (Sales & Meetings) for funding and/or reimbursement needs. Keep detailed records of all expenses and save all receipts. Sample expenses for budgeting purposes are itemized below.

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

	Media/Publicity Committee
ASAP after appointment	Become involved in planning meetings for the ACE.
April (1 year prior)	Contact current year's chair to discuss role.
May	Plan to attend current ACE.
June	Attend ACE. Meet with current chair.
July/August	With headquarters, develop publicity program to include local efforts. Determination regarding contracted services. Budget input to GCC.
September	Identify key local media reps, key local talk shows (radio & TV); assist with sponsorship committee if necessary.
October	Identify key local media reps, key local talk shows (radio & TV); assist with sponsorship committee if necessary.
November	Work with the Technical Program Chair and Vice Chair for press conference information.
December	Continue plan implementation.
January	Continue plan implementation.
February	Recruit volunteers to work in Press Room (if applicable).
March	Continue plan implementation. Call reporters in advance for recommendations on making the press conference more appealing. Work with Environmentally Friendly Committee for environmentally friendly promotional items if needed for press kits.
April	With headquarters, prepare media event arrangements and press kits. Local distribution of press releases (GCC, TPVC, Technical Program, Exhibition, Outreach Program, Public Forum Keynotes, etc).
May	With headquarters, finalize media arrangements. Press kits to be distributed.
June	If applicable, send invitations to press conference early in month. On-site: staff Press Room, assist with coordination of media events.
July	Post-conference committee wrap-up meeting and recommendations to headquarters.

SOCIAL PROGRAM COMMITTEE

Kathy Lockhart - Social Program Committee Chair

kdlockhart@scgc.org

Sugar Cane Growers Cooperative of Florida

P.O. Box 666

Belle Glade, FL 33430

561-996-4779

The following table lists important responsibilities and key people with whom the Social Program Committee works in order to accomplish those responsibilities.

RESPONSIBILITIES	WORK WITH
1. Design a program of social events for persons accompanying attendees	GCC, Senior Manager (Sales & Meetings) Tours & Transportation Chair
2. Develop a committee-specific green meeting checklist	Environmentally Friendly Chair
3. Financial Arrangements	GCC, Senior Manager (Sales & Meetings)

The following text elaborates on the above responsibilities.

1. Design a program of social events.

a) It is recommended that an event be planned for each day. If a city tour is included, it is

recommended for it to be scheduled early in the week. Additional events can be planned to

include the following: sporting events, boat cruises and historical landmark tours.

b) The other traditional function of the social program is a continental breakfast served

Tuesday through Friday. This breakfast is arranged by the Senior Manager (Sales & Meetings), with input from the Social Program Chair.

c) If charter buses are required, work with the Tours and Transportation Chair and Senior Manager (Sales & Meetings) to coordinate. Ensure that the contract accurately describes the events/meal requirements as planned. The Senior Manager (Sales & Meetings) signs all contracts.

d) Prepare a written description of planned social events to be included in the promotional materials.

Prices for all events need to be included in the description as well. Work with the Senior Manager (Sales & Meetings) to finalize prices.

e) Arrange for Social Program Participant bag. Start gathering information and sponsorship

donations (coordinate with Sponsorship Committee) for the social program bags as soon as possible, preferably one year prior to the ACE.

f) If possible, someone from the Social Program Committee should attend all tours and

programs, as well as produce contact information or business cards to hand out to all the Social Program participants.

2. Develop a committee-specific green meeting checklist

To ensure that the meeting encompasses environmentally friendly practices, work with the Environmentally Friendly Committee to develop green ideas into the planning process for the committee.

Efforts should be made to purchase environmentally friendly or recycled items for the Social Program Participant bag. Have recycling containers available on any modes of transportation used. The Environmentally Friendly Committee should be able to offer sources for recycled items as well as recycling containers.

Look into alternative-fueled vehicles for any transportation needs.

Any meals planned within the meeting facilities should be served on china; cloth napkins should be used and glassware should be provided. To the extent that this is not possible, recycling containers must be provided at breaks for any plastic or other recyclable materials. The Senior Manager (Sales & Meetings) will make these arrangements with the facility.

3. Financial Arrangements

Social Program Committee Budget Worksheet

Function Expense

Social Program bag

(Sponsorship recommended)

Tour Buses

Food & Beverage

Miscellaneous

Total:

Refer to the following schedule for planning purposes. In addition, it is expected that committee

chairs attend monthly meetings and/or prepare monthly status reports.

Social Program Committee

ASAP after appointment

Become involved in planning meetings for the ACE.

April (1 year prior)

Contact current year's chair to discuss role. Start gathering information and donations for the Social Program Participant Bags. Identify potential Destination Management Companies and/or social programs; make initial contact. Contact tour companies for estimates.

May

Plan to attend current ACE. Continue researching materials and making company contacts for materials for the Social Program Participant bags.

June

Attend ACE. Meet with current chair.

July/August

Assist sponsorship and other committee chairs as necessary. Continue gathering information and start gathering materials for the Social Program Participant bags. Attend monthly meetings/prepare status reports.

September

Attend monthly meetings/prepare status reports.

October

Finalize social programs. Attend monthly meetings/prepare status reports.

November

Provide Social Program information for use in the promotional materials. Attend monthly meetings/prepare status reports.

December

Review/edit Social Program portion of information to be used in the promotional materials. Attend monthly meetings/prepare status reports.

January

Assist sponsorship and other committee chairs as necessary. Attend monthly meetings/prepare status reports.

February

Assist sponsorship and other committee chairs as necessary. Attend monthly meetings/prepare status reports.

March

Assist sponsorship and other committee chairs as necessary. Attend monthly meetings/prepare status reports.

April

Recruit volunteers to assist with program if necessary. Attend monthly meetings/prepare status reports.

May

With Senior Manager (Sales & Meetings), finalize transportation and signage. Attend monthly meetings/prepare status reports.

June

Coordinate on-site management of social program. Hand out contact information/business cards to all Social Program participants. Someone from the Social Program Committee should attend all tours and programs.

July

Post-conference committee wrap-up meeting and recommendations to headquarters.

SPONSORSHIP COMMITTEE

Bruno Ferraro

Sponsorship Committee Chair

bruno@grovescientific.com

Grove Scientific & Engineering Co.

6140 Edgewater Dr. Ste. F

Orlando, FL 32810

407-298-2282

RESPONSIBILITIES	WORK WITH
1. Develop list of potential sponsors	GCC, LHC, Senior Manager (Sales & Meetings)
2. Coordinate contacts
3. Track sponsorship commitments

Program Description

Establish a committee for raising funds to support the ACE. This is a very important function as it supplements and enhances meeting activities.

· Research the city's Business Times Magazine for companies that may be potential supporters.

· Develop sponsorship prospect list.

· Determine appropriate contact for potential sponsor (LHC member, Board member staff, etc.).

· Determine if first contact should be letter, phone, or personal visit.

· Develop plan of action/script for phone or personal contacts.

· Develop sponsorship solicitation letter to be modified to suit the prospect. Introduce the Association. Identify the type of support requested (financial, equipment, services, etc.) and relate it to what the company does. Mention prior support if applicable.

· Follow-up with a phone call within two or three weeks.

· If no response, follow with a second letter and mention the benefits that the company will receive. Recognition, signage, advertisement in our publication, etc.

Refer to the following schedule for planning purposes. In addition, it is expected that committee chairs attend monthly meetings and/or prepare monthly status reports.

	Sponsorship Committee
ASAP after appointment	Become involved in planning meetings for the ACE
April (2 years prior)	Contact current and prior year's chair to discuss role. Start developing the sponsorship plan. Identify potential sponsors and develop site-specific plan for marketing.
June (2 years prior)	Finalize sponsorship plan. Initiate action and work with HQ to obtain sponsors. Identify conference sponsor.
May (1 year prior)	Plan to attend current ACE.
June	Attend the ACE. Meet with current chair.