HOW TO HOST AN ASPE CONVENTION & EXPO OR TECHNICAL SYMPOSIUM

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1 HOW TO HOST AN ASPE CONVENTION & EXPO OR TECHNICAL SYMPOSIUM

2 HOW TO HOST AN ASPE CONVENTION & EXPO OR TECHNICAL SYMPOSIUM Once ASPE s Board of Directors has determined the site for a future Convention & Expo or Technical Symposium, ASPE Staff will contact the local ASPE Chapter to make them aware of the event and to gauge the Chapter s interest in participating as the Host Chapter. No obligation of any kind is imposed on the Chapter to host a Convention & Expo or Technical Symposium. However, most Chapters discover that hosting a Convention & Expo or Technical Symposium benefits the growth, visibility, and stature of the Chapter. When a Chapter accepts the responsibility to host an ASPE Convention & Expo or Technical Symposium, it should create a Host Committee made up of several Chapter Members. The Chair of the Committee will be the ongoing liaison with the Society as the planning proceeds. The Society s main contact is the Director of Meetings, but the Host Committee also works with the Convention & Expo or Technical Symposium Chair(s) and ASPE s Executive Director.

3 fundraising sponsorship donations Financial assistance is not a requirement for a Chapter to host an ASPE Convention & Expo or Technical Symposium; it is a voluntary obligation imposed by the Chapter itself. However, as noted, many Host Chapters choose to provide gifts or hold pre-event outings, and it is the Chapter s sole responsibility to provide the financial support necessary to meet promised obligations without impeding the Society s ability to perform necessary fundraising. FINANCING AND SPONSORSHIPS When a Chapter commits to a significant financial obligation, the Host Committee is often responsible for undertaking and creating sponsorship and fundraising efforts to offset direct expenditures by the Chapter. As ASPE also utilizes sponsorships to help with certain costs, all such activity must be coordinated with the Society to avoid conflict.

4 ASPE TECH SYMPOSIUM 2017 HOTEL BONAVENTURE MONTRÉAL MONTRÉAL QUÉBEC CHAPTER HOST COMMITTEE S RESPONSIBILITIES The primary responsibility of a Chapter, through the Host Committee, is to provide volunteers and staffing for various functions and events during the Convention & Expo or Technical Symposium. 2017TechSymposium Don t Miss Out! COMING SOON! October ASPE 2017 ASPE 2017TechSymposium October Hotel Bonaventure Montréal Montréal, Québec Find details at: aspe.org/2017-tech-symposium DELEGATE/SPOUSE GIFTS HOSPITALITY LOUNGE At the biennial Convention & Expo, ASPE designates a room in the convention center as the Hospitality Lounge, where attendees can relax and mingle with each other in between sessions. The Host Chapter should provide local members and staff the room while it is open, to answer questions about the area and provide suggestions to attendees about things such as local restaurants and venues to visit in the evenings. Although not required by the Society to do so, the Host Chapter often chooses to provide ASPE Delegates with a small gift to thank them for their service to the Society during the Convention & Expo, and this gift typically is handed out at the Hospitality Lounge. The Host Chapter also may choose to provide a gift for those who register as spouses/ guests of attendees. To help offset the costs of the gifts, the Host Chapter may contact local engineering firms or manufacturers to ask for sponsorships. However, before doing so, the Host Chapter should contact the Society to make sure that sponsorship efforts are not conflicting, as the Society will also be seeking sponsorships to help offset the costs of the entire event Tech LOCAL PROMOTION To help publicize the upcoming Convention & Expo or Technical Symposium, Host Chapter Members should distribute marketing materials about the event at Chapter meetings, while on sales calls, and to coworkers at engineering firms. The Society will provide these materials. The Host Chapter should use only the materials provided by the Society and not create their own logo or other promotions. Hôtel Bonaventure Montréal Montréal, Québec Symposium 19 au 22 octobre, 2017

5 SPOUSE/GUEST TOURS The Society often plans tours of the local area for attendee spouses and guests. The Host Chapter should schedule volunteers to accompany these tours to help the tour guide and interact with spouses/guests. The Society will let the Host Chapter know if such assistance is needed and the dates/times of the tours. HOTEL WELCOME DESKS During the first days of the Convention & Expo, the Society often places a table in the lobbies of the hotels where attendees are staying. The Host Committee should create a schedule of local Chapter Members to sit at these tables and answer questions from the attendees who are arriving. The Society will let the Host Chapter know if such assistance is needed and provide any necessary handouts or giveaways. PRE-EVENT SOCIAL OUTING The Host Chapter may want to consider hosting a social event such as a golf outing before the Convention & Expo or Technical Symposium. While the Society can help with publicity and advertising, the Host Chapter will be solely responsible for planning this outing. Before starting, the Host Chapter should contact the Society to coordinate times to ensure that the outing doesn t conflict with any Convention & Expo or Technical Symposium events.

6 IDEAL HOST COMMITTEE PERSONNEL REQUIREMENTS The requirements shown below are suggestions only but are provided to help the Host Chapter get an idea of the number of volunteers needed. Each Convention & Expo or Technical Symposium has different requirements and needs, and the Society will provide the Host Chapter with the exact requirements for the current event. The main needs for volunteers are the welcome desks in the hotel lobbies, the hospitality room in the convention center, and the tours. The Society will work directly with the Host Chapter and will endeavor to maintain the lowest possible need for Host Chapter volunteers so they can also spend time at the Convention & Expo or Technical Symposium. Activity Suggested Host Volunteers Time Frame Total Volunteer Needs Hotel hospitality tables 1 per hotel (typically three hotels) 3 days 9 person days Hospitality lounge 5 5 days 25 person days Tours 1 per tour (typically two tours) 2 days 4 person days Social outing 6 1 day 6 person days

7 * ARE YOU INTERESTED IN HOSTING AN ASPE EVENT? * If your Chapter is interested in hosting a future Convention & Expo or a Technical Symposium, send a letter of invitation to the Society Board of Directors that demonstrates your Chapter s volunteer commitment and indicates why the ASPE membership would benefit and be interested in visiting your location. Potential sites are evaluated based on the following: Membership strength of the local Chapter Potential for volunteer support (Chapter members, other organization staff support) Potential ability to garner corporate and/or city support (previous success, success of local/state events, evidence of contacts) General financial well-being of the local Chapter Enthusiasm of Chapter members and the Chapter Board of Directors Neighboring Chapters support All of the required information relative to hosting either of these events is located in great detail within Chapter 12 of the P&O Manual, which you can find online on the Chapter Officers Resource Page: aspe.org/chapterofficers