- The best time for the ACT meeting is in May, preferably the Thursday and Friday after Mother's Day and before Memorial Day.
- Hotel room rates must be something that the colleges are comfortable with.
- Approximately 110 rooms are needed over a two-night period (approximately 50 rooms prior to Day One and 60 rooms prior to Day Two).
- ACT uses two large rooms simultaneously:
- One room is set up classroom style with 125 seats.
- The second room is set up for meals with tables seating 8-10 (125 seats total).
- It is best if the hotel can provide audio and visual services to save the college from having to provide equipment and staff.
- The hotel will cater at least two breakfasts, two lunches, four refreshment breaks (coffee, tea, soda, cookies), and a dinner.
- ACT is financially responsible for the hotel contract. Although ACT relies on the host college's staff to help work with the hotel, ACT will actually sign the contract.
- A college trustee from the upcoming fiscal year serves on the current spring convention committee.
- One or two college trustees, the college president, and public information officer (or similar position) serves on the spring convention committee.
- The college's staff helps decide the convention theme, design a conference logo and develop promotional materials that are distributed at the winter conference to promote the spring convention.
- ACT relies on the college's staff to decide which local officials (for example, legislators) should be invited and included on the agenda for official "welcomes."
- The college's staff arranges for small welcoming gifts from local businesses or the Chamber of Commerce.
- The college organizes a social event, usually a special dinner. This is the largest responsibility of as a host college.
- The registration fee covers the cost of the dinner and decorations; however, the college chooses the theme, decorates, selects the menu if the dinner is on-site at the hotel or selects and arranges for the food if the event is off-site (either college or local restaurant caterers), chooses the entertainment and the location of the dinner.
- If the location is not at the convention site, the college arranges transportation to the dinner. Although the college organizes this, ACT tries not to have the college pay any out-of-pocket costs and any costs the college does incur are reimbursed.
- The college's executive assistant or designee assists the ACT administrative assistant with registration responsibilities on the first day of the convention.
- Is the contracting agent with the hotel.
- Works with the hotel's catering for all meals and breaks, except for the awards dinner.
- Makes the audio and visual equipment arrangements.
- Handles registration.
- Works with the spring convention committee to develop the program.
- Contracts with speakers.
- Covers all expenses.
Last Modified: 5/9/23, 12:58 PM