• Travel - yes, required attendance at the Annual Conference and on-site meetings
• Programming - yes
• Communication by phone, mail, fax, E-mail and required on-site meetings

PURPOSE:
To provide an opportunity for Association members, Corporate Affiliate members and non-member vendors to collaboratively network and share ideas and products through an open exhibits area at the Annual Conference. Additional support for the Association and vendors allows for sponsored meals, breaks and special announcements or events.

RESPONSIBILITIES:

• Responsible for the total coordination of the conference exhibits and displays facility requirements; security, hotel and convention services functions

• Develop and implement a budget for the Annual Conference

• Work closely with Annual Conference Chair, Association President, and the Chairs of Host, Program, and Corporate Relations Committees

• Solicit exhibits and displays for the Annual Conference

• Send out information and registration to potential vendors to occupy booths at the Annual Conference. The information should include:
  1. Location, date, and hours of the Annual Conference
  2. Size and prices of available booths
  3. Total number of booths available within and outside the Exhibitor's area

• Work with the Time and Place Committee in determining on-site requirements for Annual Conference bids (minimum 6,500 square feet)

• Recognize and provide preferential service to Corporate Affiliates (e.g. advance notice and choice locations for booths, etc.)

• Bid, negotiate, and contract with an exhibits service to set up and break down booths and to provide tables, chairs and wastebaskets to each booth (if not included in hotel negotiations)

• Bid, negotiate, and contract for security, as needed, during the hours that the booths are unattended (if not included in hotel negotiations)

• Coordinate acknowledgments and thank you's of all participating vendors

• Liaison with neighboring regions (AIMHO/NWACUHO) and ACUHO-I Exhibits and Displays Committees to solicit information on potential vendors for WACUHO

• Create and pass on the Chair's workbook and detailed evaluations to succeeding Chair

• Work with the Corporate Relations and Awards & Recognition committees, solicit nominations and render a deserving member institution, corporate affiliates, non-affiliated sponsors, and individuals special service recognition awards at the Annual Conference

• Create a strategy, with the Corporate Relations Committee, to best preview and promote those corporations with exhibits and displays at the Annual Conference, for instance, special prize drawings in the exhibits area

• Submit a welcome letter to the membership in January to the Program Committee Chair(s) for inclusion in the program notebook

• Prepare and submit an annual report to the Vice President by May 1st which summarizes the committee's activity during the year