Responsibilities of top-level conference coordinators

Introduction

The District Conference is a fun and exciting event -- but its success depends on the thought, effort, and leadership of the volunteers who form the conference planning committee. If you are a volunteer or are thinking of volunteering, great! You will find that helping to facilitate the conference is a rewarding experience and an ideal way to exercise your communication and leadership skills.

The purpose of this guide is to help you plan and conduct a successful conference. It attempts to condense, as clearly as possible, the lessons learned from many previous conferences. It also contains resources files such as roster spreadsheets, sample documents/photos for reference and brainstorming, etc.

Hint: Get credit! Serving as a conference facilitator may meet the requirements for one of the Toastmasters leadership programs. Consult with your VP of Education to determine which manual(s) you should work from.

Note that several aspects of organizing the conference are the responsibility, not of the conference committee, but of the senior district officers. The district officers have primary responsibility for:

1. selecting educational speakers
2. specifying the overall event timeline
3. supplying awards, ribbons, certificates, etc.
4. final contractual negotiations, particularly with the conference venue
5. all purchasing from World Headquarters

Getting started: things to do ASAP

Although it's best to start conference preparation many months in advance, there are some steps that simply cannot wait. District officers and (if selected) the Conference Event Chair should get started with the following steps today:

Event Chair

The Conference Event Chair (or co-chair) reports to the District Lieutenant Governor for Education and Training.

Event Advisor

An Event Advisor answers questions, offers advice, and identifies potential problems during the conference planning process. The Adivsor should have experience planning and conducting previous district conferences. The Advisor may not need to attend planning meetings, but he or she should participate in email discussions and be available for questions.

District Governor

The District Governor is an ex officio member of the Conference Committee.

1. Has final approval on all the arrangements made.
2. Makes final conference site selection in coordination with LGET, LGM, PRO and Conference Chair.
3. Negotiates and signs all contractual documents.
4. Appoints the Credentials Committee Chair for voting process portion of the Business Meeting if there are items at the District Business requiring club votes,
5. Works with Humorous Speech Contest chair in appointing the Humorous Speech Contest Toastmaster (who is usually the previous year's District first place contest winner. If the first place winner is not available, the second place and third place in turn should be offered the opportunity) and Chief Judge.
6. Presides over the opening Ceremony, and personally over the C&L Luncheon, Hall of Fame, Banquet/Humorous Speech Contest and the meeting of the District Council.
7. Selects the Communication and Leadership Awardee.
8. Selects the keynote speaker at dinner (usually the visiting Region II International Director)
9. Selects the invocators at lunch and dinner. Works with Conference Chair in selecting the invocator for the opening ceremony.
10. Works with the Conference chair in selecting the pledge leaders.
11. Determines who sits at the head table and VIP tables at lunch and dinner and provides list to Facilities Chair.
12. Prepares a detailed working agenda of the day's events, showing exactly what is happening at any time, and who is doing it.
13. Selects the commentator (if used) for the Hall of Fame.
14. Appoints a coordinator (if used) for the Hall of Fame.
15. Appoints a person to assist the presenters at the Hall of Fame, if desired.
16. Coordinates with Evaluation Speech Contest Chair in selecting a test (or target) speaker for the contest.
17. Selects the meals for lunch and dinner (optional) in conjunction with the LGET, LGM and Conference Chair.
18. Provides all information for business meeting and provides agenda to Registration Committee Chair for inclusion in Registration Packets.
19. Works with Conference chair in providing seating plans for lunch, Hall of Fame, business meeting and dinner.
20. Sends letters to all District Four DTMs inviting them to conference and DTM Reception Line at Hall of Fame to welcome newest DTMs in District
21. Sends letters of appreciation to key functionaries following conference

Recommendations for the business meeting:

• Have a specific agenda/script for the meeting, and follow it. This will ensure the meeting progresses quickly and smoothly.
• If the room has a microphone, remind all candidates that it is available. (They can choose whether or not to use it.)

Lieutenant Governor for Education and Training (LGET)

The District Lieutenant Governor for Education and Training (LGET) is an ex officio member of the Conference Committee and reports to the District Governor.

1. Selects, in consultation with the Contest Chair, the Toastmaster (who is usually the previous year's District first place contest winner. If the first place winner is not available, the second place and third place in turn should be offered the opportunity) and Chief Judge for the Evaluation Speech Contest.
2. Is Presiding officer at the Evaluation Contest.
3. Is Presiding Officer at all the educational sessions.
4. Selects the educational speakers for the Conference in agreement with the District Governor and acts as contact between the Conference Committee and speakers. (Recommendation: Try to bring in a past World Champion speaker as an educational speaker.)
5. Selects the winner of the Communication and Leadership Award.
6. Presents Certificates of Appreciation to the Educational Speakers.
7. Introduces the educational awards at the Hall of Fame.
8. Assists in selecting Conference theme, in counsel with the rest of the Conference Committee and District Governor, focusing on the current District's Theme.
9. Provides photographs and biographical information of the speakers to the Publicity Committee and Publications chair
10. Provides lists of all educational awards etc. for inclusion in the Hall of Fame Program and selects presenters, if used, for the educational awards.
11. Provides the Facilities Committee with floor plans and lists of equipment for all educational sessions.
12. Provides an evaluation form for inclusion in registration folder. Provides analysis of results to the Conference Committee and District Executive Committee.
13. In consultation with the District Governor (and if desired), arranges for a First Timers welcome for first time conference attendees.
14. Prepares letters of appreciation to key functionaries and keynote speakers and workshop leaders
15. As a Senior Officer, has responsibility for ensuring that a high standard conference is provided by the Conference Committee in an efficient and timely manner, and that all district policies, procedures and protocols are followed, ensuring the District Governor is regularly apprised of conference progress.

Lieutenant Governor for Marketing (LGM)

The District Lieutenant Governor for Marketing (LGM) is an ex-officio member of the Conference Committee and reports to the District Governor.

1. Provides and presents a memento to the Conference Chair, and, if appropriate, flowers to the chair's spouse.
2. Introduces all Administrative, Marketing and Membership awards at the Hall of Fame.
3. Presents Appreciation Certificates after Humorous Speech Contest to Division Governors or other certificates identified by the District Governor
4. Provides all awards and certificates for all sessions, not otherwise provided by the District Governor.
5. Ensures that calligrapher is available at the Evaluation and Humorous Speech Contests.
6. If a champagne reception takes place, arranges for provision of champagne for the reception that follows the day's events.
7. Orders ribbons for all Conference Committee members, District Officers, Dignitaries etc. and provide to the Registration Committee Chair for inclusion in conference packets
8. Working with the Lt. Governor, Education & Training, order all trophies for District Speech Contestants and plaques for Hall of Fame recipients (Golden Quill, Silver Scribe editors)
9. Selects presenters, if used, for the administrative awards at the Hall of Fame.
10. As a Senior District Officer, has responsibility for ensuring that a high standard conference is provided by the Conference Committee in an efficient and timely manner, and that all district policies, procedures and protocols are followed.

Public Relations Officer (PRO)

The District Public Relations Officer is an ex officio member of the Conference Committee and reports to the District Governor.

1. Provides guidance to the conference publicity chair relative to public relations
2. Assists in design, printing and publication of flyers, programs for all events working closely with publicity and program committee chairs.
3. Works closely with publicity chair in publicizing event through radio, television and newspaper coverage
4. Ensures that biographical sketches and photographs are obtained from speakers to allow widespread publicity.
5. Orders address labels for the publicity flyers.
6. As a Senior District officer, has responsibility for ensuring that a high standard conference is provided by the Conference Committee in an efficient and timely manner, and that all district policies, procedures and protocols are followed.

Division Governors

Division Governors are vital in contributing to the success of the conference and are key players in promoting the conference and providing much needed support when requested.

1. Ensures publicity is made whenever possible (at Division Council meetings, Division Speech Contests, Area Council Meetings, Area Speech Contests, Visits to clubs, etc.
2. Participates by making a donation for Opportunity Drawing from division proceeds.  Opportunity Drawing is to subsidize conference educational program.
3. Solicits one gift from each area for Opportunity Drawing portion of Conference
4. Provides functionaries (judges, ballot counters, timers, etc) for speech contests as needed by Contest Chair
5. Solicits volunteers for various committees as requested by the Conference Chair
6. Encourages maximum attendance by Division members
7. Assures Division banner is provided the Reception Committee Chair and a contact for retrieval of banner after the last event of the Conference.

The governor of the hosting division:

1. Helps recruit Event Chair and conference facilitators.
2. If possible, schedules the division contest early, so it does not interfere with conference planning.

Audio

The Audio Chair handles the ordering, setup, use, and return of all audio equipment. Strong knowledge of sound systems is required. The Audio Chair coordinates with the Facilities/Equipment Chair.

Audio equipment that may be required includes:

Awards

The Awards Chair ensures that all conference awards and certificates are accounted for, properly assembled and customized, displayed, and made available at the time they need to be given out. Note that most major awards are ordered by District Officers.

Awards issued at the conference include:

Bookstore

The Bookstore Chair plans and operates the conference bookstore. The bookstore sells various Toastmasters supplies such as manuals, ribbons, etc.

1. Works with District Officers to determine what will be sold at the bookstore. Track down and/or order the supplies.
2. Create a price list.
3. Determines the location and table arrangements for the bookstore. Coordinates with Facilities team.
4. Determines what decorations/signs will be needed for the bookstore. Coordinates with Decorations and Publications teams.
5. Decides bookstore open hours.
6. Recruits bookstore staff. It is advisable to have a large staff that can work in shifts, so bookstore staff do not miss large portions of the conference.
7. Arranges for change, a receipt booklet, a cash box, etc., to be present. Coordinates with Finance team.
8. Coordinates setup and cleanup of bookstore.
9. Ensures Bookstore committee is fully staffed, so volunteers are able to work in shifts. Without full staffing, volunteers will miss large portions of the conference.

Contest Chairs

The conference includes two contests, so it is possible to have one contest chair per contest. However, there may be a lot of duplicated effort between the two chairs, so it may make more sense to have only one Contest Chair or to have Co-Chairs who focus on different aspects of both contests. (E.g., one Co-Chair might focus on recruiting judges, while the other focuses on gathering contestant information, etc.) Contest Chairs report to the LGET and coordinate with the Conference Chair.

Resources for Contest Chairs

Credentials

The Credentials Chair issues ballots for voting in the Business Meeting and determines whether a quorum of club officers or proxies are present. The Credentials Chair must be appointed by the District Governor and should select at least one assistant.

The Credentials Chair should coordinate with the Publications team to have ballots layed out, printed, and stapled/perforated. The Credentials Chair should coordinate with other teams to ensure a good location for the Credentials desk, to ensure that Credentials desk hours are publicized and well-understood, etc.

Recommendations:

• Ensure that club members know they need to bring their proxies with them, to ensure quorum at the business meeting. Coordinate with Publicity and Registration to ensure participants are reminded in all pre-conference materials, web forms, etc.
• The multi-page ballots are difficult to assemble reliably, which can lead to unacceptable situations like one person getting multiple votes for a given office. Instead, consider making the ballot a full sheet of paper, with a perforated section for each office that can be torn off and cast.

Decorations

The Decorations Chair is a member of the Conference Committee and reports to the Conference Chair.

1. Plans decorations to carry out the theme of the Conference.
2. Makes a "want list" about 3 months before the Conference and starts identifying sources for donations for supplies.
3. Provides a budget to the Finance Chair at least 2 months in advance of the conference.
4. Provides all decorations and flowers required at all sessions and in all rooms (except Hospitality Suite) and in the foyer registration area outside the meeting rooms.
5. Provides table decorations for C&L luncheon and dinner banquet.
6. If special table linen and napkin color choices are known, contact the Conference Chair for arrangements with the facility to provide needed items.

Educational Session MCs

Facilities/Equipment

The Facilities/Equipment Committee Chair is a member of the Conference Committee and reports to the Conference Chair. This is the only person, other than the District Governor and Conference Chairperson, authorized to work with the facility.

1. Determines seating and table arrangements for each session. Provides hotel with detailed diagrams showing these arrangements plus other equipment to ensure that requirements are provided.
2. Orchestrates all non contractual negotiations with the hotel with respect to facilities and equipment that they are to provide.
3. Provides checklists of all equipment that is required for each room and each session (including educational sessions, meals, the business meeting, registration, speech contests and the hospitality suite) and ensure that is required.
4. Prepares, or otherwise provides, a map of the hotel facilities showing all points of interest to Conference attendees. Provide sufficient copies of same for including in all registration folders.
5. Arranges for hanging of banners in Banquet hall.
6. Coordinates with Speech Contest Chair and District Lieutenant Governor of Education and Training (LGET) for provision of necessary audio visual equipment needed by speakers.
7. Provides all signs and posters required for the Conference.
8. Provides seating arrangements to the Registration Committee to make the seating assignments.
9. Provides a list of the assignments to the VIP table to the Registration committee.
10. Provides a budget to the Finance Committee for committee expenses at least 2 months before the event.
11. Organizes the Conference, Credentials, Educational Information Tables, plus any others required for the conference.
12. Arranges for placement of the programs at the tables for lunch and dinner.
13. Provide floor plan for location of all meeting rooms, hospitality suite and other significant conference areas for easy access by attendees.

Finance

The Chair of the Finance committee is a member of the Conference Committee and reports to the Conference Chair.

1. Prepares a preliminary budget at the start of the planning of the Conference to allow the correct financial decisions to be made. Receive inputs from other committees to allow updates.
2. Ensure that the conference facilitators are clear on the budget at the beginning, so they can set targets and can understand when it is realistic to reallocate funds from one area to another. Without concrete targets, there will be a tendency to either overspend or to underspend.
3. Keeps the preliminary budget updated with the latest information and estimates available, based on budgets provided by other committees.
4. Prepares a detailed budget upon which the final registration fees will be based.
5. Reports, separately and regularly, on actual and predicted expenditure for each item on the budget.
6. Collects and keeps a full record of all registration fees paid.
7. Prepares, for audit by the District Treasurer, a full set of final accounts within 3 weeks of the conference.
8. Ensures that all bills are paid promptly by providing checks written against the District Bank account with the requisite signatures.
9. Determines the number of registrations for each meal etc., upon which the Conference budget shall be based.
10. Provides receipts for inclusion in registration folders
11. Is represented on the registration table to supervise all walk in registrations and arbitrate in any disputes concerning registration payments.
12. Sends notices to all registrants that fail to include any late fees with registrations, and ensures that these are collected.
13. Pays all receipts to the District Bank Account.
14. Maintains and is responsible for the District bank account.

First-Timer Session Coordinator

New Toastmasters who attend the conference are likely to be unfamiliar with how it is structured. It may be beneficial to conduct a short "first-timer" session prior to the conference (or at the beginning of each conference day) to familiarize these new members. The First-Timer Session Coordinator leads this session. The coordinator should confirm in advance what is a good time and location for conducting the session. This should be on the timed itinerary for the conference.

Hospitality

Note: This role is required only if there will be a separate "hospitality suite" for guest speakers and other VIP guests.

The Hospitality Committee Chair is a member of the Conference Committee and reports to the Conference Chair. All negotiations with the hotel for necessary facilities must be performed by either the Facilities Chair or the Conference chair.

1. Provides staff to be available in the hospitality suite during the opening hours determined by the District Governor.
2. Provides all refreshments to be served in the hospitality suite. Arranges for coffee pots, pitchers, trays, and any other equipment for use in the hospitality suite.
3. Provides all decorations and flowers required in the Hospitality Suite.
4. Provides a budget to the Finance Committee at least 2 months before the event.

Opportunity Drawing

The conference opportunity drawing (a.k.a. raffle) provides a fun way to offset conference costs. Responsibilities of the Opportunity Drawing Chair include the following:

1. Decides the format(s) of the opportunity drawing.
2. Solicits and collects prizes. Works with Sponsorship to get prizes donated.
3. Recruits a team to sell tickets and man the prize tables during the conference.
4. Prepares prize tables, decorations, ticket rolls, ticket bags, winner lists, etc. Coordinates with Decorations, Setup, and other teams.
5. Coordinates with Registration on selling some tickets at the Registration desk.
6. Has change on hand for ticket purchasers.
7. Ensures Opportunity Drawing committee is fully manned, so volunteers are able to work in shifts. Without full staffing, volunteers may miss large portions of the conference.

Opening Ceremony Coordinator

The Opening Ceremony Coordinator reports to the Conference Chair and coordinates with the District Governor. Is NOT a member of the committee, but will attend some meetings.

1. Prepares a detailed script for the opening ceremony in accordance with the working agenda.
2. Arranges for Honor Guard and Banner Bearers
3. Arranges for representative of host city to present a proclamation
4. Briefs all participants in the ceremony (procession of division governors, senior officers and international Director)
5. Ensures that educational room is correctly set up for ceremony
6. Ensures that appropriate music is supplied for ceremony,
7. Supervises all aspects of the ceremony on the opening day of the conference
8. Designs a ceremony that is in keeping with the conference theme and starts the day's events on a high note

Photographer

The Conference Photographer takes photos/video of the various conference activities and participants and makes them available for documentation and other purposes. If recording/photographing of speeches is allowed (verify with contest chairs), the Photographer should still verify with individual contestants that he/she can record them. The Photographer must take care not to distract speakers or members of the audience.

Recommendation: If regulations permit it, consider selling a conference DVD and/or photo album to conference attendees. Orders can be taken during the registration process, and the final product shipped to them a few weeks after the conference. Purchasers should be warned that some speakers may not want to be taped.

Publications

The Publications Chair is responsible for all programs, flyers, website materials, and other online/printed documents needed for the conference.

Publicity

The Publicity Committee Chair is a member of the Conference Committee and reports to the Conference Chair.

1. Designs, has printed and distributes via District Officers and the Fourcaster, an advance flyer by 1 September.
2. Designs and has printed for distribution at all Division contests and posting on website, a final flyer by 1 October.
3. Writes and provides to the District Bulletin Editor, a suitable article advertising the main features of the Conference by 15 September.
4. Working closely with the District Public Relations Officer (PRO) arranges for the maximum advance radio and television coverage of the event.
5. Works closely with the PRO to arrange for the maximum advance newspaper coverage of the event.
6. Makes arrangements for services of a photographer (volunteer).
7. Obtains photographs and biographical information on the guest speakers from the District LGET. Pass this information to the Program Committee.
8. Ensures that as much information as possible concerning the conference is passed to other District Governors in Region II. (Work with District Governor)
9. Prepares an article (with photographs) on the success of the conference to the District Bulletin (Fourcaster) Editor for inclusion in the publication following the conference.
10. Provides a budget to the Finance Committee at least 2 months before the event.

Reception

The chair of the Reception committee is a member of the Conference Committee and reports to the Conference Chair.

1. Greets VIPs, speakers and other guests.
2. Welcomes all attendees at entrance of conference facility.
3. Provides one person to assist each of the educational speakers and the C&L awardee with anything they may need.
4. Ensures that ribbons for officials are placed in the correct registration packets.
5. Provides hosts/hostesses to greet and assist attendees during the registration periods and other relevant areas.
6. Collects club, area and division banners and gives them to Facilities Committee to hang in the banquet room.
7. Provides place cards for head table and VIP tables at lunch and dinner. Obtains names of dignitaries from Registration Committee Chair or District Governor.
8. Prior to first conference event, provide list of dignitaries actually at conference to District Governor

Registration

The Chair of the Registration Committee is a member of the Conference Committee and reports to the Conference Chair.

1. Maintains a complete and up to date list of registrations made; passes list of dignitaries to Reception Committee and District Governor
2. Provides any statistics relevant to registration that the Conference Committee may require.
3. Staffs the registration desk between the times determined by the Conference Chair.
4. Registers meal choices for each participant and ensures that the correct types of meal tickets are provided to correspond with that choice.
5. Designs and implements a method of recording advance registrations, to include the amount paid, type of registration, meal choices, club and Area affiliation etc.
6. Designs and implements a method of recording walk-in registrations, to include the amount paid, type of registration, meal choices, club and Area affiliation etc.
7. Finds sources willing to donate free copying of materials needed for the Registration packet and ensure that copies are made and available at the Registration Packet Stuffing Party.
8. Keeps the Facilities Committee Chair aware of the total number of each type of meal that has been paid, including walk in additions.
9. Provides meal tickets to be included in registration folders. Different color tickets are needed for each meal choice.
10. Negotiates with the Facility Committee and Conference Chairs to ensure that late registrants are served meals.
11. Coordinates a date one week before the Conference when the Registration Packets are to be stuffed. Provides registration folders and staff to stuff them. All Committee Chairs and members of Committees are requested to help in stuffing the packets.
12. Get other "Official" ribbons (Area Governors, Division Governors, Committee Chairs, etc) from Lt. Governor, Marketing.
13. Determines and provides information to be included in registration folders, other than that which is specifically listed as the responsibility of another committee. Obtains business meeting agenda and last District Council minutes from District Governor for inclusion in packets.
14. Makes seating assignments based on inputs from Finance Committee and District Governor.
15. Provides pre printed name labels for all attendees.
16. Receives all registration by mail, makes copies of checks and passes on to Finance Committee once processed.
17. Keeps record of all first time attendees and ensures that "first timer" ribbons are placed in their registration envelopes. Include ribbons for other officials in packets.
18. Provides the Finance committee with a detailed budget at least 4 months before the event.
19. Passes all registration forms to the Finance Committee at least once a week.
20. Balances numbers of registrants with checks deposited with Finance Committee once a week.
21. Ensures committee is fully manned, so volunteers are able to work in shifts. The Registration desk needs to operate continuously -- so without full staffing, Registration volunteers will miss large portions of the conference.

SAA (Sergeant At Arms)

The Conference Sergeant At Arms, working with his or her team, performs the following functions:

1. Calls conference events to order. (Ensure that the conference timed agenda is clear on which member of the SAA team will be calling a particular event to order.)
2. Guards doors. Ensures that only authorized attendees enter the contests, luncheon, etc. Also ensures that, when an event is in progress, people enter/exit only during appropriate times. (Try to have at least two SAAs per door. SAAs need to coordinate with Registration so they know how to interpret badge coloring.)
3. Escorts contestants, ballot counters, etc. to and from the contest room at appropriate times. (For example, in the Table Topics Contest and Evaluation Contest, contestants need to be out of the room until it is their turn to speak.)
4. Sets up contestant props, as needed. Two members of the SAA team should meet with contestants during the contestant briefing to ask for and note down any final needs. Then these two SAAs can assist with prop setup prior to each speech.

Secretary

The Conference Secretary is a member of the Conference Committee and reports to the Conference Chair.

1. Sends out notices of every committee meeting at least 1 week before the meeting.
2. Prepares detailed agendas for each committee meeting and mails with notice of next meeting.
3. Prepares detailed minutes of each meeting and mails with notice of next meeting.
4. Maintains complete records of activities of the committee and all paperwork generated. Ensures that records are kept in an organized manner and are passed on to the Chair of the next conference.
5. Arranges for meeting place for each committee meeting.

Setup/Cleanup

The Setup/Cleanup Chair is member of the Conference Committee and reports to the Conference Chair.

1. Works closely with the Facilities/Equipment chair in coordinating throughout the conference.
2. Prior to conference events, sets up (or reviews hotel setup of) tables, chairs, banners, etc. Assists Audio and Decorations teams with setup of additional items.
3. After the conference, makes sure:
1. Banners are collected by club members, Area Governors, Division Governors and District Sergeant at Arms (for District banner).
2. All extraneous papers are collected and discarded
3. Personal property used in the conference is returned to owners (lavaliere mikes, stand up mikes, speakers, banner stands, easels, overhead projectors, etc.). Make sure site property remain in facility.
4. Ensure site premises are clear of conference extraneous papers and material prior to leaving

Sponsorship

The Sponsorship Chair coordinates efforts to recruit sponsors. Sponsors can help the conference in several ways. For example, sponsors can donate:

• opportunity drawing prizes (including gift certificates, movie tickets, etc.)
• printing equipment time for flyers, agendas, the conference program, etc.
• other office supplies such as folders
• money to help offset other costs