Annual Meeting Checklist
  • Presentor:
    • Location of workshop:
      • Reserve room
      • Room set up (determine layout and order tables and chairs)
      • Order food (breaks and lunch
    • Obtain written contract/letter confirming dates, location, room set-up, etc.
    • Establish registration deadline:
  • 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)
  • 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]
  • Workshop Registration Mail out
    • Develop brochure or include information in annual meeting mail out
      • Include map or directions to workshop location
      • Include hotel registration information
      • 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
  • Workshop Registration
    • Process registrations [Administrative Assistant]
    • Letter to registrants
      • Workshop outline
      • Map to workshop location and parking directions
      • Workshop receipt
    • Obtain number of registrants [from Administrative Assistant]
    • Purchase folders and nametags for meeting
    • Design label for folder
    • Design nametags
    • Purchase nametags
    • Duplicate handouts
    • Stuff folders
  • Workshop Logistics
    • Man registration desk at workshop [Administrative Assistant or other]
    • Need bio from speaker for introduction
    • Introduce
    • Monitor workshop
  • Workshop Wrap-up
    • Tally workshop evaluations
    • Put together list of individuals (forward to SGA President/Education Chairman)
      • Instructor(s)
      • Host institution
    • Mail thank you letters [SGA President/Education Chairman]
    • Put together final files for SGA Archives and send to SGA Archivist