• 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 coordinate the production of the Annual Conference from the bid of a quality site and promotion of quality service. The Host Chair is responsible for all aspects of the registration, lodging and board, entertainment, transportation, and facilities used for the Annual conference.

RESPONSIBILITIES:

• Responsible for the total coordination of the conference site

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

• Establish a zero-based budget by the Fall Executive Committee Meeting (October) in consultation with the Annual Conference Chair and Association Treasurer

• Request Corporate sponsorship monies from the Chair of the Corporate Relations Committee by submitting a "committee sponsorship request form" at least 30 days in advance of the program. Contact the Chair of the Corporate Relations Committee regarding amounts and availability of these additional funds.

• With the Annual Conference Chair, Time and place Committee and Executive Committee representatives, negotiate all contractual issues with the bid hotel management such as:
  Meeting and banquet rooms
  Exhibit and Display area
  Sleeping accommodations
  Itemized Cost Analysis
  Food and beverage arrangements
  Audio/Visual arrangements
  Conference entertainment
  "Night on the Town" options
  Hospitality room
  Transportation
  Memorabilia
  Volunteers
  Advertisement

• Coordinate all hotel reservations and conference registration processes

• Establish & maintain website & e-mail for the annual conference.

• Submit an informative article or update per issue of the WACUHO WAVES newsletter

• Attend all transition meetings (during Spring and early Summer) to receive completed evaluation and information (notebooks, files, etc.) from the previous Host Chair

• Plan the on-site meeting (to be scheduled for two days in early May or June) for the Host, Program, Exhibits & displays, and Executive Committees

• Contact the Program and Exhibits Committee Chairs plus the Association President to confirm their individual committee meeting plans prior to finalizing plans with hotel and mailing information to members of all participating committees
  1. invite/inform all members of the four committees
  2. review committee goals
  3. review previous year's conference evaluations
  4. review sub-committee structure & responsibilities
  5. overview tentative conference schedule
  6. choose conference colors – logo & theme w/Program committees
  7. brainstorm sub-committees work
  8. set timelines for committee projects
  9. delegate Host Committee responsibilities to committee members by sub-committees
  10. set up times for follow-up committee meetings

• Plan two or three follow-up Host Committee meetings to be held between on-site meeting and the Annual Conference
  1. Typically these meetings are rotated between north and south and may be scheduled on the campuses of the current and future Host schools

  2. Review sub-committee work

  3. Continue to make preparations for the conference