The Accommodations Subcommittee Chair, or his/her designee, will:
· Make the necessary arrangements for all meeting rooms, including an LAC Committee business office at the meeting facility.
· Work directly with hotel management personnel and AFS staff and will be responsible for providing all guests and dignitaries with appropriate conveniences.
· Oversee status of hotel guest room reservations and block arrangements, making adjustments by coordinating with AFS Bethesda staff and hotel management, as necessary.
· Arrange for all equipment, office furnishings and supplies necessary for running the meeting at the meeting facility.
· Coordinate with the Program Committee on room arrangements, and with the Audio-Visual Subcommittee on AV requirements.
· Serve as the primary point of contact for facility representatives during the conference, maintaining close contact with LAC Co-Chairs and LAC Committee members.
· Oversee all room set-up arrangements needed for AFS business meetings and technical sessions, seeing that an ample number of chairs, rostrums, podiums, etc. are available and convenient.
· Meeting and welcoming special guests (AFS Governing Board, Plenary Speakers, etc.) at the airport and transporting them to the hotel.
· Making appropriate arrangements for greeting, hosting, and transporting meeting dignitaries as identified by the LAC Co-Chairs.
· Making head table seating arrangements at any banquet, if such an arrangement is necessary.
· Coordinate on Continuing Education activities with AFS and the AFS CE Committee.
· The Accommodations Chair will also oversee the following subcommittees:
o Master Scheduler:
§ Develop a Gannt chart of all 2011 planning committee assignments and necessary accomplishments and track progress on the assignments.
§ Maintain an up-to-date and accurate master schedule of all meetings (technical, business, continuing education, etc.) and all activities that will take place at the meeting facility immediately before, during and after the meeting. Provide the schedule to the LAC Co-Chairs, LAC Committee members, and meeting facility representatives on a frequent basis.
o Hospitality Subcommittee:
§ This committee is responsible for organizing and hosting the following activities: VIP hospitality Suite, Worker Hospitality Suite, Guest Hospitality Suite, Worker Breakfasts, Worker Business Meeting Lunches, and After Hours Specials.
o Child Care Subcommittee:
§ Make arrangements for organized child care, including defining the criteria for how and where children will be cared for and by whom. Organize the necessary volunteers to perform child care.
Page last modified on November 3rd, 2008 at 4:21 pm
