Rap Host Institution Responsibilities And Chair Responsibilities

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RAP Hosting Forms

What’s required to host a RAP?

Great News! You are considering Hosting a RAP. There are many benefits to hosting a RAP which include institutional pride, a chance to show off your campus, Student/Staff networking, and strengthening workshop work relationships with other departments on your campus. Before you commit your institution to the huge commitment, a few considerations:

  • Gather Institutional Support
    • Talk with Supervisors and upper administration about feasibility
    • Review essentials to hosting with supervisor and upper administration
  • Support
    • Volunteers (it’s strongly recommended that you have volunteers from your campus to assist with the tasks and projects leading up to, and on the day of, the SRAP event. Between 15-30 volunteers are recommended)
    • Gather a host committee (working collaboratively with the SRAP Committee chairperson and Committee Host Liaison, which is usually a committee member from the host institution)
  • Location
    • Large Venue - is capable of seating 500 or more people
    • Break-out rooms (10-20 for program sessions – seating up to 25)
  • Institutional Services
    • Catering/Dining
    • Technology
    • Parking
  • Responsibilities
    • Secure all venues/facilities on your campus
    • Make arrangement with your university dining/catering staff for conferee meals
    • Coordinate registration location
    • Confirm all room reservations
    • Secure parking passes
    • Confirm volunteers for preconference and day of conference tasks
    • Secure A/V needs (operators, equipment and room assignments)
    • Assign registration staff for conference opening (including greeters)
    • Have all signage and directions prepared (room signs, etc)
    • Clear and concise notes from meetings and any useful information that will be shared with future RAPs and/or conferences

Sound good? Don’t shy away because you are the people that keep the RAPs going. WACUHO is very appreciating of all of the volunteers. Should you decide to take on the responsibility of hosting the RAP, please complete the WACUHO Regional RAP Conference Host School Responsibilities Acknowledgement Form provided. Welcome to the Family!

RAP Timeline

To do in June

  • Send first committee email and set a meeting timeline
  • Committee meeting #1 - Subcommittee responsibilities assigned
  • Draft budget
  • Suggested subcommittees:
    • Theme
    • Programs – program sessions, keynote, awards/certificates, evaluations
    • Philanthropy – research & select philanthropy, liaise with philanthropy contact
    • Spirit – determine areas of judgment & criteria, develop rules, tally scores, announce winners
    • Host – location logistics, travel & parking information
    • Registration – collect registrations, set up registration area
    • Memorabilia & Giveaways – collect and organize memorabilia for distribution, design system for giveaways

To do in July

  • Informational teaser designed and reviewed by the committee
  • Mailing labels requested from WACUHO (Optional. Most conference business can be done electronically.)
  • Philanthropy subcommittee begins researching ideas
  • Keynotes researched
  • Draft of registration form (Work with MAL and Treasurer to set up online registration and payment system. Be sure to include refund information.)
  • Draft Program Proposal
  • Draft Spirit Competition Rules
  • Committee meeting #2 – Committee timelines, Conference date set, Conference theme selected)
  • Submit budget for approval to MAL (MAL will submit to Treasurer)

To do in August

  • Teaser sent out
  • Website up with conference info, registration information, program info and spirit info
  • Set deadlines for Programs and other subcommittees if applicable
  • Reserving rooms in close proximity
  • Award ideas
  • Memorabilia suggestions
  • Order host university supplies (folders, WEB pads, pens, etc)
  • Committee meeting #3
  • Create MySpace/Facebook page (optional)
  • Submit proper budget forms (if applicable):
    • Program and/or Association reserves
    • Corporate Sponsorship
    • Donations Budget Form
  • Request Gold Partner logos for memorabilia
  • Begin designing evaluations and award criteria

To do in September

  • Send out donation letters?
  • Evaluation system reviewed and finalized
  • Devise roundtable process
  • Collect institutional gifts & complete Donations Budget Form
  • Keynote confirmed
  • Committee/volunteer tee-shirts researched
  • Committee meeting #4
  • Consider t-shirt designs
  • Submit proper budget forms (if applicable):
    • Program and/or Association reserves
    • Corporate Sponsorship
    • Donations Budget Form

To do in October

  • Select Programs (notify presenters who have been confirmed/denied, etc)
  • Begin program booklet layout
  • Finalize catering
  • Finalize host details
  • Decide on awards- format decoration, etc
  • WAVES articles drafted and proofed
  • Committee meeting #5 (including tour of host school)
  • Confirm t-shirt designs and order

To do in November

  • Booklets sent to print and procured
  • Numbers finalized
  • Tee Shirts procured
  • All supplies procured
  • Memorabilia purchased and delivered
  • All copies made and ready to go
  • Task list for volunteer
  • Host school ready (volunteers, directional signage, room signs)
  • Committee meeting #6 (all day prep before conference)

A Note to Chairs on Budgets and Giveaways

As you consult the Leadership Manual on the goals of a programmatic budget, you will remember that RAP’s are meant to have a zero-based budget; they do not generate revenue for the association. As such, chairs should keep in mind that registration costs should mirror the direct costs of producing the conference. Your largest cost items will most likely be food, room rental, and giveaways. In years where budgets are tight and travel funds potentially frozen, it would be prudent for RAP committees to consider donations for the traditional prizes and giveaways that are awarded throughout the day at the RAPs. Institutional prizes like video game consoles or digital cameras, and individual prizes like iPods and DVD’s are great incentives for attendance, but may seem gratuitous during years where travel may be frozen. It would behoove the RAP chairperson(s) to discuss with the committee strategies on obtaining donations from local vendors (department stores, discount stores, food vendors, etc) to see if donations for items are possible. These suggestions are shared in the spirit of making all the RAPs both fiscally responsible and affordable for all institutions to send students.