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