Meeting Host

Job Duty: Chapter Meeting Host
As Assigned

Document Overview
Once a year (or more if required) an Officer of the Northeast Wisconsin APA hosts a monthly chapter meeting. This document is a job aide in helping plan the meeting.

Meeting Location

• Location ideas (typically, room needs to hold 50-60):
  • Local hotels
  • Libraries
  • Wineries
  • Botanical Garden
  • Zoo
  • YMCA
  • Apartment complexes
  • WIPFLI
  • Bemis
  • Green Bay Community Church
  • Schenck
  • NWTC
  • Appvion
  • UW – Fox Valley
  • UW - Oshkosh
• Questions to ask location when you call:
  • How many people can they hold?
  • What will the table set up be?
  • Parking situation?
  • Audio/video capabilities
  • Internet?
  • Room rental fee?
  • Can we bring in food or do we order their food?
  • Do they give a discount on the room if we order their food?
  • Are there any topics they will not allow?
• 1 week before the event, confirm with the meeting location
  • Number of attendees
  • Food to be served
  • Audio/Video needed

Meeting Speaker/Topic

• To find topics, reference:
  • APA top 100 topics
  • Yearly survey of membership
  • Vendors who are willing to sponsor a meeting
• Speaker for topic
  • Confirm with speaker they can talk to the topic
  • How much time do they need?
  • Is there a fee? Are we paying travel expenses?
  • Do they need hotel accommodations?
  • What Audio/Video do they need?
• Gain approval from the NEW APA Board for topic and speaker
• Submit information to President for RCH credit
  • Speaker Name
  • Speaker Company
  • Speaker Title
  • Short Bio of Speaker
  • Title of Presentation
  • Short description of the topic
  • Length of presentation
  • Time of presentation (morning or afternoon)
• Submit information to the Website Coordinator and Chapter Coordinator
• Ensure email was sent to population for the meeting 2-3 weeks in advance of meeting
• Confirm with speaker one week before event
  • Ask for presentation
  • Print the presentation for the attendees (double sided, three slides to a page)
    • Bay Valley Foods and Bemis will help with printing if needed
• Confirm with Chapter Coordinator if they purchased the speaker gift ($50 giftcard)
• Write speaker thank you card to be included with the speaker gift

Meeting budget

• Confirm with Treasurer allowed budget
• Combine fees from location and speaker
• Propose fee for attendance from chapter members (double fee for non-member)
  • 2 hour morning meeting typically is $7
  • 2 hour Afternoon meeting typically is $0
  • Longer meetings/topics typically $25
• Present meeting budget and proposed fee to NEW APA Board

Day of Meeting

• Arrive 45 minutes before meeting
• Welcome speaker
• Talk to venue on timing of food and breaks
• Help speaker with audio/video needs
• Hand out speaker presentation
• Introduce the speaker
• Thank speaker after they are finished (with thank you)
• Ensure if paid speaker that the treasurer pays them via check

After Meeting

• Send email thank you to speaker
• Collect any handouts that were not given out ahead of time by the speaker and send to the Chapter Coordinator to send to the population
• Welcome speaker
• Talk to venue on timing of food and breaks
• Help speaker with audio/video needs
• Hand out speaker presentation
• Introduce the speaker
• Thank speaker after they are finished (with thank you)
• Ensure if paid speaker that the treasurer pays them via check