Tri-State Bookstores Conference Planning
Host School
The host school is responsible for the following:
Education Committee
The Education Committee is responsible for the following:
Vendor Rep
The Vendor Rep is responsible for the following:
Treasurer
President/Executive Committee
Online Resources
The host school is responsible for the following:
- Securing conference dates
- Securing conference venue
- Securing space for the vendor show or other vendor activities
- Working with the host hotel for room block rates
- Planning for conference menu and meal rates
- Planning for any needed group transportation
- Planning for conference entertainment
- Working with the Education Committee on sessions
- Working with the host venue on meeting spaces, technology needs, registration tables, room set ups, meal set ups and any other facility concerns
- Preparing conference materials including programs, name tags, venue signs
- Working with the Vendor Rep to solicit vendor sponsorships
- Working with the Vendor rep to solicit conference welcome bag and goodies
- Work with Executive Committee on planning, costs, and other concerns or opportunities
Education Committee
The Education Committee is responsible for the following:
- Plan conference education sessions
- Make arrangements with presenters for travel, set up needs, materials and other concerns they may have
- Work with NACS and other Associations/Vendors who may have educational opportunities for our members
- Work with host school on room set up needs for sessions
- Work with Executive committee to confirm program costs
Vendor Rep
The Vendor Rep is responsible for the following:
- Work with the host school to solicit Vendor Support for the conference—sponsorships and donations of product for conference needs
- Plan for, set up and manage the Trade Show
- Provide information to Vendor Members about load in, set up, booth locations, parking and other show details
- Provide support/answer questions for any new vendor members interesting in joining the Association
Treasurer
- Keep Executive committee, host school and education committee updated on finances
- Issue invoices as needed for conference attendees, sponsorships etc.
- Prepare financial reports for annual business meeting
President/Executive Committee
- Assist host school, education committee and vendor rep as needed
- Make final decisions on conference and trade show costs
Online Resources
- The Association has a Google Doc with many conference planning templates and resources available to assist the host school planning committee