Local Arrangements Committees and Subcommittees
Co-Chair Larry Dominguez
Accommodations LD
The Accommodations Subcommittee Chair, or his/her designee, will:
- Make the necessary arrangements for all meeting rooms, including an LAC Committee business office at the meeting facility.
- Serve as the primary point of contact for facility representatives before and during the conference, maintaining close contact with LAC Co-Chairs and LAC Committee and subcommittee members.
- Work directly with hotel management personnel and AFS staff and will be responsible for providing all guests and dignitaries with appropriate conveniences.
- Oversee status of hotel guest room reservations and block arrangements, making adjustments by coordinating with AFS and hotel management, as necessary.
- Oversee status of hotel guest room reservations and block arrangements, making adjustments by coordinating with AFS and hotel management, as necessary.
- In coordination with Student Activities Chair, devise a plan and make arrangements for student housing, either at UW or in hotels.
- Arrange for all equipment, office furnishings and supplies necessary for running the meeting at the meeting facility.
- Coordinate with the Program Committee on room arrangements, and with the Audio-Visual Subcommittee on AV requirements.
- Meeting and welcoming special guests (AFS Governing Board, Plenary Speakers, etc.) at the airport and transporting them to the hotel.
- Making appropriate arrangements for greeting, hosting, and transporting meeting dignitaries as identified by the LAC Co-Chairs.
- The Accommodations Chair will also oversee the following subcommittees:
- Develop a Gannt chart of all 2011 planning committee assignments, necessary accomplishments, and timing and track progress on the assignments.
- Alert LAC, Committee Chairs, and Subcommittee Chairs of impending or missed deadlines.
- Maintain an up-to-date and accurate master schedule (Schedule at a Glance) of all meetings (technical, business, continuing education, etc.) and all activities that will take place at the meeting facility immediately before, during and after the meeting. Provide the schedule to the LAC Co-Chairs, LAC Committee members, and meeting facility representatives on a frequent basis.
- Make the necessary arrangements for all meeting rooms including the Section business meeting rooms, technical session breakout rooms, continuing education rooms, the AFS business office, and any special meeting rooms required for unique meetings (e.g., chapter meetings, group reunions, etc.). See Schedule at a Glance as a guide to meeting room requirements.
- Oversee all room set-up arrangements needed for AFS business meetings and technical sessions, seeing that an ample number of chairs, rostrums, podiums, etc. are available and convenient.
- Be sure food and beverages required for all special meetings, hospitality suites, and socials (except the off-site socials) are coordinated with the hotels or Convention Center.
- Determine AV needs for all break-out and meeting rooms and provide a list to the AV subcommittee.
- Coordinate with the following subcommittees and the facility managers on menu planning and head counts;
- Refreshment Breaks Subcommittee,
- Hospitality Subcommittee,
- Sunday Evening Welcoming Social Subcommittee,
- Monday Trade Show and Poster Social Subcommittee,
- Thursday Closing Social,
- Plenary Session.
- Coordinate with the Social Responsibility Committee and the facility managers on the details of menus, utensils, etc. to minimize environmental impacts.
Master Scheduler:
Meeting Room Arrangements Subcommittee:
Refreshment Breaks Subcommittee:
- Plan and refine menus for refreshments served during breaks 1) in the hotels for Continuing Education, and 2) in the Convention Center during the plenary session and all technical breakout sessions.
- All refreshment breaks during the technical sessions on Monday afternoon, Tuesday, Wednesday and Thursday should be held in the Trade Show and poster area.
- Arrange for quick lunches to be available for purchase by attendees in the Trade Show and poster area and estimate the number of lunches required.
- Predict number of attendees, by day, to provide estimates for the hotel and/or The Convention Center.
- Coordinate with the Social Responsibility Committee and the facility managers on the details of refreshment breaks to minimize environmental impacts.
Hospitality Subcommittee:
- Organize and host the following activities: VIP hospitality Suite, Team 2011 Volunteer Hospitality Suite, Guest (e.g., spouse, SO, family) Hospitality Suite, International Guests (coordinate with International Guests Subcommittee). See Schedule at a Glance as a guide to hospitality suites organized in the past.
- Coordinate with the Meeting Room Arrangements Subcommittee to be sure food and beverages are supplied for Volunteer Breakfasts, Volunteer Business Meeting Lunches, and hospitality suites.
Child Care Subcommittee:
- Review the previous methods and procedures for providing childcare at the annual AFS meetings.
- Make arrangements for organized child care, including defining the criteria for how and where children will be cared for and by whom.
- Organize the necessary volunteers to perform child care.
Continuing Education Liason:
- Coordinate the training room needs with the Meeting Room Arrangements Subcommittee and the AFS CE Committee.
- Solicit ideas for continuing education courses and forward those to the AFS Continuing Education Committee.
- Coordinate on Continuing Education activities with AFS and the AFS CE Committee.
- International Guests Subcommittee:
- Develop and implement a plan for encouraging international fisheries colleagues and their guests to attend AFS annual meeting.
- Coordinate the required letters to be sent to international registrants for them to gain permission to travel to the United States.
- Provide any unique assistance required to ensure international guests will arrive at the meeting.
- Host the International Guests Hospitality Suite.
