Tri-State Bookstores Conference Planning

Host School
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