To print this page properly - use Print icon located on the page.
Please note that JavaScript has to be enabled.
 


Society of Georgia Archivists Preserving the past and the present for the future...

Annual Meeting Checklist
  • Important deadlines:
    • Program development deadline:
    • Meeting mail out deadline:
    • Deadline for hotel registration:
    • Deadline for speakers bios and AV needs:
    • Deadline for registration:
    • Deadline for caterer:
  • Program arrangements
    • Develop overall meeting timetable
    • Make Committee assignments for various tasks
    • Develop topics and speakers
    • Select moderators for each session
    • Keynote speaker:
    • Speakers
      • Send confirmation letters with speaker form (AV needs and short bio)
    • Moderators
      • Send confirmation letters with bios
    • Send bios to moderators
    • Contact speakers (non-SGA members) regarding travel arrangements and reimbursement of expenses
    • Post information regarding meeting dates on SGA website as update as program is developed.
  • Hotel arrangements
    • Contact name/Phone number:
    • Room rate:
    • Determine number of rooms to block off
    • Establish deadline for hotel registration:
    • Obtain written contract/letter containing dates, room rates, and number of rooms blocked off
    • List of other suggested hotels in near vicinity (post on SGA website)
  • Meeting space arrangements
    • Obtain written contract/letter containing dates, room rates, room set-up, etc.
    • Decide what food/events
    • Select food/beverages from menus
    • Determine deadline for caterer:
    • Select rooms for each session/event
    • Make arrangement for needed AV equipment (using Speaker Forms)
  • Meeting Registration Mail out
    • Determine registration fee:
    • Develop mailing list (other than SGA members)
    • Registration packet
      • Design final program
        • Include map or directions to hotel and meeting space
        • Include hotel registration information
      • Design separate mail-in registration form for meeting
      • Design envelope layout
    • Determine number of copies needed (including extras for later)
    • Print registration packets and envelopes
    • Obtain mailing labels (in zip code order) [from Administrative Assistant]
    • Put registration packets together (maintain zip code order)
    • Buy stamps for mail out [send first class]
    • Drop at post office in zip code order
  • Publicity
    • Develop shortened description of meeting for publicity purposes
    • Ongoing articles to SGA Newsletter/Website
    • Distribute to:
      • SGA listserve
      • SAA Newsletter
      • Regional archival organizations [through newsletter editors]
  • Sponsorships
    • Sponsors for breaks and events
    • Goodies for registration package
    • Solicit and coordinate vendor participation
    • Recognition for sponsors at meeting (in meeting packet, signs?)
  • Meeting registration
    • Process meeting registrations [Administrative Assistant]
    • Obtain number of registrants [from Administrative Assistant]
    • Purchase folders and nametags for meeting
    • Design label for meeting packet folder
    • Design nametags
    • Packets:
      • Print final program
      • Make registrants list [Administrative Assistant]
      • Include business meeting info [SGA President]
      • Design meeting evaluation
      • Include recognition for sponsors
      • Include list of area restaurants
      • Include goodies
    • Print or copy all above
    • Stuff meeting packets
    • Design receipt for registration
    • Ribbons for Program Committee members
    • Ribbons for new members
  • Meeting Logistics
    • Registration table
    • Membership table
    • Monitor food/breaks set up
    • Monitor sessions in Room A
    • Monitor sessions in Rook B.
    • Take photographs for newsletter, etc.
  • Total Meeting Wrap-up
    • Tally meeting evaluations
    • Thank you letters [SGA President]
      • Put together list of individuals (forward to SGA President)
        • Keynote speaker
        • Presentors/Moderators
        • Sponsors
        • Host institution
        • Program Committee members
    • Put together final files for SGA Archives and send to SGA Archivist or give to next year's Program Chairman
 
 
© Society of Georgia Archivists, P.O. Box 133085, Atlanta, GA 30333.
Society of Georgia Archivists' logo created by Kirk Henderson.
Comments or questions concerning this site can be directed to webmaster@soga.org.