LOCAL ARRANGEMENTS COMMITTEE
- The chairman of the committee is responsible for providing the details of the meeting to the
Editor for publication in the MWSS Newsletter. This should appear in the fall (November)
and winter (February) issues.
- It is also the responsibility of the committee to furnish the Executive Secretary and/or Editor
with the reservation cards to send out in the last Newsletter prior to the meeting. You will
need at least 150 cards.
- Facilities and Meeting Room
- Contact Mrs. Linda Ross (601-846-4666) in the Union Building at Delta State
University to book Ewing Hall as soon as possible.
- She needs to be informed of the particular dates that the meeting will be taking
place along with the needed materials.
- In the past, the Delta Room in Ewing Hall has been equipped with the
following: lectern with a microphone attached placed in the front of the room,
regular forms of lighting to be used overall, a 2x2 carousel projector and an
overhead projector. A laser pointer will need to be provided. Additionally, if
anyone requests a poster session, the correct number of easels will need to be
located. DSU does not provide easels.
- Four tables with the appropriate tablecloths need to be set up outside the Delta
Room of Ewing Hall along with six chairs for registration purposes. Extra
tables may be needed for training sessions during the meeting. Check with
person(s) conducting the training session for their specific needs.
- Mrs. Ross sees to it that the needed materials are set up prior to the scheduled
event and also provides instruction on the house lighting. DSU does not
provide personnel to operate lighting and/or audiovisual equipment.
Arrangements should be made to locate people to operate lights, projectors,
etc.
- Awards Banquet and Refreshments
- Mrs. Wanda Belt (601-846-4645) should be contacted for the food to be served
at the Awards Banquet along with refreshments throughout the event.
- Plan to meet with her about a month before hand to discuss your menu for the
banquet.
- You should call Mrs. Belt with a final head count for the banquet about five
days prior to the dinner. You are billed per head or at 95% of the reported head
count, whichever is greater, so be as accurate as possible.
- There is no requirement for entertainment at the Awards Banquet and there
will be no reimbursement for entertainment without prior approval by the
Executive Board. When it is provided, entertainment should not exceed 30
minutes in length.
- Refreshments consisting of coffee and donuts should be available for the
morning registrations as well as during breaks that are scheduled. Soft drinks
are provided by MWSS and can be arranged for by contacting David Shaw.
- Provide a podium and a microphone and designate someone as photographer
for the presentation of awards. The MWSS will provide this person with black
and white film and will pay for development. Pictures are taken of all awardees
and new officers after the banquet. Be sure to announce this during the
meeting.
- Do not publish an end time for the banquet (i.e. 6:30 to 9:00). Publish the
starting time and list the events. In the past, the banquet and awards
presentation has not lasted longer than 1.5 hours, but can be shorter or longer
depending on the program.
- Other
- Al Grubbs (601-846-1411) can be contacted at the Cleveland Inn for lodging
arrangements.
- About 50 rooms were blocked off for the dates of the event in 1993.
- Reservations cards provided by the Cleveland Inn were sent out in the MWSS
Newsletter.
- Other motels such as The Comfort Inn are available and should be looked into
as well.
- Starkville, MS:
- Contact Operations Coordinator (Mrs. Peggy Branch - 2440) to arrange Meeting and
Awards Banquet location. Awards Banquet room should have tables and chairs to
seat 100 people and buffet line if needed. Also arrange for stand-up podium and
microphone for award presentations. Arrange for four covered, skirted tables with
eight chairs for registration set-up outside Meeting room. A table inside the Meeting
room or adjacent to the registration area may be required for the training session.
Check with the individual in charge of the training session for those needs.
- Slide projector, overhead projector, light pointer, and microphone should be available
in Meeting room along with operator if required (i.e. Vet. School Auditorium). The
Society can reduce the costs of the meeting if MWSS provides a slide projector and
provides an individual to operate lighting.
- MWSS is on the approved list of organizations receiving in-kind benefits, so there
should not be a charge for use of buildings. This does not alleviate set-up charges, but
the bill is sent to the Vice-President's office and he may cover the set-up charges.
- If posters are presented, easels should be secured from the Operations Coordinator.
- Contact caterers for Awards Banquet.
- There is no requirement for entertainment of the Awards Banquet and there will be no
reimbursement for entertainment without prior approval by the Executive Board.
When it is provided, entertainment should not exceed 30 minutes in length.
- Contact Dining Services (Ruth Morris - 3389) to arrange break snacks. Donuts and
coffee can be provided for morning break and coffee and soft drinks for afternoon
break. MWSS may provide soft drinks (contact David Shaw). Use the figure of 200
people for calculating break costs. There were several complaints voiced because of
the absence of coffee and donuts during registration at the last MSU meeting. Other
sources of coffee and donuts may be more economical and should be investigated.
- Call motels to determine best room rates with free rooms for speakers and reserve a
block of rooms (i.e. 50 rooms ) for MWSS. Arrange for release of excess rooms two
weeks prior to meeting.
- Information should be gathered in sufficient time to provide a complete report of
expected cost to the Board at the June meeting.
- After June Board meeting, contact caterer and confirm all other arrangements by
February Board meeting.
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