Host a Conference

The roles/responsibilities of the Conference Committee:

1. Develop an evaluation form to be used for all OALPRP Conferences.
2. Review evaluations from OALPRP Conferences and make recommendations for future programs to be offered at conferences.
3. Set registration fee for conferences.
4. Financial support necessary for the conferences and corporate sponsorship needed.
5. Develop and provide a checklist of tasks/responsibilities for Host Community.
6. Recommend conference budget line item.
7. Chair of Conference Committee serves as liaison to host community.

The role/responsibilities of the Board:

1. Recruit the host community.
2. Handle the registration and finances of conferences.
3. Recruit corporate sponsors.
4. Recruit host community 1-year in advance of conference. (Any later does not provide enough time for the host community)
5. Recommend/approve sponsorship of other conferences.
6. Approve budget line item from the Conference Committee recommendation.
7. Reimburse host community for office supplies to conduct conference.
8. Provide mailing labels to host community.
9. If OALPRP wishes to have exhibitors at the conference – this needs to proceed to the host community, as this needs to be at the discretion of the host community.

The role/responsibilities for the Host Community:

1. Obtain the facilities for the conference.
2. Set up meals and breaks with local caterer.
3. Set up contracts with local hotels for conference participants. (government rate)
4. Set up programs and speakers for conference – programs should include, but are not limited to recommendations from Conference Committee and board.
5. If providing tours – arrange transportation.
6. Recruit local sponsors and give estimate to Conference Committee of corporate sponsorship needed.
7. If host community wants exhibitors – it is their responsibility to recruit and run exhibit hall (exhibits do not fall under any other committee – sole responsibility of host community).
8. Develop and distribute programs/registrations.
9. Provide estimated cost/expense of Conference-to-Conference Committee so registration fee can be set for the conference.

Thanks to the Conference Committee and the vision of Past President Jim Oswald the aforementioned responsibilities were approved, and the Board continues to move forward in chartering a new course for our membership.