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Host

 

Meet the committee

The Chairs

Reyes Luna - Cal Poly Pomona
Allison Vail - University of Redlands

The Members

Noah Kaloostian - University of California, Los Angeles
Jason Lu - Cal Poly Pomona
Erin Martinez - Marymount College
Chad Myers - Occidental College
Alex Oh - Cal Poly Pomona
Sharon Rocacorba - Cal Poly Pomona

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Purpose & Responsibilities

Purpose

To coordinate the production of the Annual Conference from the bid of a quality site and promotion of quality service. The Host Chair is responsible for all aspects of the registration, lodging and board, entertainment, transportation, and facilities used for the Annual conference.

Responsibilities

  • Responsible for the total coordination of the conference site
  • Work closely with Annual Conference Chair, President, and the Chairs of Exhibits and Di
  • Establish a zero-based budget by the Fall Executive Committee Meeting (October) in consultation with the Annual Conference Chair and Association Treasurer
  • Request Corporate sponsorship monies from the Chair of the Corporate Relations Committee by submitting a "committee sponsorship request form" at least 30 days in advance of the program. Contact the Chair of the Corporate Relations Committee regarding amounts and availability of these additional funds.
  • With the Annual Conference Chair, Time and place Committee and Executive Committee representatives, negotiate all contractual issues with the bid hotel management such as:
    • Meeting and banquet rooms
    • Exhibit and Display area
    • Sleeping accommodations
    • Itemized Cost Analysis
    • Food and beverage arrangements
    • Audio/Visual arrangements
    • Conference entertainment
    • "Night on the Town" options
    • Hospitality room
    • Transportation
    • Memorabilia
    • Volunteers
    • Advertisement
  • Coordinate all hotel reservations and conference registration processes
  • Establish & maintain website & e-mail for the annual conference.
  • Submit an informative article or update per issue of the WACUHO WAVES newsletter
  • Attend all transition meetings (during Spring and early Summer) to receive completed evaluation and information (notebooks, files, etc.) from the previous Host Chair
  • Plan the on-site meeting (to be scheduled for two days in early May or June) for the Host, Program, Exhibits & displays, and Executive Committees
  • Contact the Program and Exhibits Committee Chairs plus the Association President to confirm their individual committee meeting plans prior to finalizing plans with hotel and mailing information to members of all participating committees
    1. invite/inform all members of the four committees
    2. review committee goals
    3. review previous year's conference evaluations
    4. review sub-committee structure & responsibilities
    5. overview tentative conference schedule
    6. choose conference colors – logo & theme w/Program committees
    7. brainstorm sub-committees work
    8. set timelines for committee projects
    9. delegate Host Committee responsibilities to committee members by sub-committees
    10. set up times for follow-up committee meetings
  • Plan two or three follow-up Host Committee meetings to be held between on-site meeting and the Annual Conference
    1. Typically these meetings are rotated between north and south and may be scheduled on the campuses of the current and future Host schools
    2. Review sub-committee work
    3. Continue to make preparations for the conference
  • Responsible for the following areas:
    1. publicity
    2. food and beverage
    3. registration
    4. recreation
    5. entertainment, golf tournament
    6. transportation
    7. memorabilia
    8. hospitality/placement information/resource center
    9. newcomers and audio visual needs (in conjunction with the New Professionals/Newcomers and Program Committees)
    10. conference color(s) to coincide with theme/hotel/location
    11. photographic history of conference (hiring a photographer)
  • Work with conference site hotel staff to arrange space and furniture needed for the conference
  • Coordinate with Annual Conference, Programs, Exhibits, Corporate Relations, Diversity & Affirmative Action, Awards & Recognition, New Professionals and Nominations Chairs plus PACURH and WACUHO Presidents as needed (receptions, meeting rooms, food & beverage needs, registration & lodging, etc.)
  • At the Annual Conference, oversee the functions of registration, meals, receptions, breaks, entertainment, recreation, hospitality, transportation, and some of the newcomer's orientation
  • Act as the primary liaison to the hotel staffs needed
  • Prepare a comprehensive final report and budget summary for the WACUHO President and next year's Conference Chair within 60 days after the Annual Conference is held
  • Organize conference materials to be passed on to the next Chair of Host Committee at the transition meeting held during the spring or early summer
  • Submit a welcome letter to the membership in January to the Program Committee Chair(s) for inclusion in the program notebook
  • Submit a brief abstract in January to the Program Committee Chair(s) for inclusion in the program notebook
  • Prepare and submit an annual report to the Vice President by May 1st which summarizes the committee's activity during the year.

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Frequently asked questions

 

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