Obtain, develop, and train a team of conference sub-chair positions, to organize, develop, create, plan, and execute a superior Spring/Fall Conference experience for our members.

• Coordinate advertising the conference appropriately with the assistance of District Officers to ensure that as many Toastmasters, (friends and family are also welcome) attend this event.

• Assists in Creating theme directed by the DD ensuring it is consistent with Toastmasters International Branding and ensures its use throughout all educational content and advertising and meets TMI requirements.

1. Prepare, update, and deliver registration forms to Conference Committee and Chair for approval and distribution. Confirms Registration forms reflect current fees/menu/hotel information, sends to PQD (& Conference Committee) for final approval to be placed on D26 Website by specific date determined

2. Oversee the creation, updates, and ongoing function of the online registration system.

3. Attends conference calls and provides registration updates/needs to Conference Committee (per-determined schedule)

4. Provide update reports on registration totals. Provides report(s) to PQD and Conference Committee to track registration numbers (as scheduled or requested)

5. Conference Set-Up: Maintains Registration area to present a Professional image during the conference. Trains Registration workers so they can answer most questions. Ensures supplies are secured during non-operational hours.

6. Oversees and manages the on-site registration process. Is present at the registration table to assist team with walk in registrations and resolve questions concerning registration payments.

7. Arranges for staffing of the registration desk between the times determined by the Conference Chair.

8. Prepares or provides a merged list to enable printing of nametags which are stuffed in holders with meal tickets 48 hours before registration opens. Adds District Officer Ribbons and First Timer Ribbons as appropriate

9. Receive and process all mailed registrations. Receives all registration by mail, makes copies of checks and delivers checks to District Director weekly

10. (report) Provides list of all first time attendees and contact information to first timer chair in advance of conference to enable chair to email first timers a special welcome.

11. (report) Maintains a complete and up to date list of registrations made; passes list of dignitaries to Conference Committee and Trio

12. (report) Provides any statistics relevant to registration that the Conference Committee may require.

13. (report) Registers meal choices for each participant and ensures that the correct types of meal tickets are provided in name badges to correspond with that choice.

14. (report) Coordinates method of recording advance and Walk-in registrations, to include the amount paid, type of registration, meal choices, club and Area affiliation etc.

15. (report) Keeps the PQD and Conference Chairs acting as Facilities Committee Chair aware of the total number of each type of meal that has been paid, including walk in additions.

16. Reconciles registration funds and expenses

New Toastmasters who attend the conference are likely to be unfamiliar with how the Conference is structured. Plan a “first-timer” educational session prior to the conference start. The session will introduce the 1st Timers to each other & provide special activities that will help the new members network & meet other Toastmasters during the conference.
The coordinator should confirm in advance what is a good time and location for conducting the session. This event should be on the timed itinerary for the conference

With PQD, Venue Chair and Conference Chairs reviews speaker submissions and together they select speakers. Works with Conference Chairs to establish and set up break out rooms to meet speaker’s needs with AV/mic requirements & logistics for each break-out session at the conference. Ensures Speakers provide appropriate introduction, BIO and photo for program, session handouts (by date specified) and to Conference chairs (by: ) for District to print in black & white. Works together with Room Host Chair to Train Room Hosts and provide written instructions for Room Hosts to ensure the breakout sessions are each handled in a similar fashion. SUPPLIES TO BE PROVIDED: Instructions to start the session, timing cards, timing device, evaluation forms, Speaker handouts (if appropriate) Speaker introductions & Certificate of Appreciation (for Speaker). *recommended to have packets prepared in advance for each session. Attend Pre-Conference meeting where these packets should be distributed w/specific instructions. Educational Chair is responsible to ensure Evaluations for each session are collected & given back to Conference Chairs at end of sessions. *If a Speaker elects to print their own handouts-still obtain a copy for the record

Recruits a Team of Room Hosts for the Educational break-out sessions, business meeting and main sessions to assist the Speakers. Each Educational Session requires a Room Host who will open and close the session (except main sessions) and assist the Speaker by starting the session, introducing them, timing the session and managing the materials for the room. Main session Room Hosts will distribute hand-outs, collect evaluation forms and un-used materials, collect ballots for any voting needed at the business meeting. The Room Hosts are appointed by the Room Host Chair and Room Host Chair will work directly w/Educational Chair to ensure that each session is covered.
*See: Room Host instructions document- this document explains Room Host duties in detail, contents of packet to be prepared by Room Host Chair and answers logistical questions for the Room Hosts. This document should be distributed to the Room Hosts in advance of conference calls to ensure any questions Room Hosts have are answered in advance.

1. Room Host Chair prepares certificates of appreciation for guest speakers for inclusion in Room Host packets.

2. Ensures that the speaking room is properly set up and has necessary equipment, as described in Conference Agenda. (Venue Chair will establish room set up per Speakers needs)

3. Prepares packets for Room Hosts that include evaluation forms, timing cards, room maps, hand-outs (if used by speaker) and Speaker introductions.

4. Room Host Chair will host at minimum one conference call with the Team of Room Hosts after distributing Room Host responsibilities to ensure Room Hosts understand what they need to do and to answer questions. Conference Chair, Co-Chair, Venue Chair and PQD will attend this conference call (if possible) ensuring ALL questions are answered and the Team understands their role.

5. Room Host Chair will establish a time/place to meet Room Hosts On-Site at the conference location prior to the event starting to provide Room Host Packets and go over the instructions one final time. Conference Chair/Co-Chair will attend this meeting and ensure that everyone understands their role and how their role impacts the speakers.
6. Room Host Chair will collect each packet returned to the registration area, ensure ALL are accounted for and provide them to the Conference Chair at the end of the Educational Sessions.

7. Conference Team will provide a “Thank You” card to each Room Host. Room Host Chair will distribute the cards to their Team.

Recruit a team of 7-8 volunteers (i.e., Gatekeepers) to ensure that members have paid for events and meals. Before the Conference, schedule Gatekeepers for events and meals.

The Conference has MANY areas where volunteers are needed throughout the event. It may be possible for the Room Host & Volunteer Chair to be one role if you have a strong planner in this position. Care should be given to ensure all areas requiring a volunteer are covered. Walking through the agenda/program step by step AND getting feedback from the other Chair roles will ensure you cover all bases. *see MASTER ROSTER, Volunteer Excel template & Business Meeting instructions for 2014 example. Business Meeting has specific needs for the volunteers or room hosts.