APAC Regional Forum: Host Organization
The forum host organization has a significant role in managing the logistics of the event.
Logistics
- Secures meeting space for general session, breakouts, snacks, and lunch.
- Secures space for attendee registration/check-in.
- Orders A/V needs as provided by the ED.
- Provides food and beverage menus to the Executive Director for meal selection and assists with management of meals.
- Provides Executive Director with recommendations for on-site or local printers to manage sign and document printing. Liaises with the printer if needed to ensure proper delivery of items.
- Creates directional signage as needed to help attendees find the meeting space.
- Arranges for a tour of the space, if desired/feasible.
- Arranges for a senior representative from the school (i.e. dean) to welcome attendees.
- Provides the ED with a list of local hotels that are close to the meeting space and affordable for attendees.
- Develops local information to be communicated to attendees, such as transportation options, things to do, activities, restaurants, and entertainment.
- Produces nametags for attendees, or works with on-site or local printer on production.
- Assists the ED with any other items that are delivered to the organization for conference use.
- Provides ED with a list of possible restaurants to host a reception or dinner in the evening.
- Assists with food and beverage selection.
Local speakers are typically utilized to save money on travel fees. See the separate SOPs for the speaker selection process. The local host typically helps secure and make arrangements for the local speakers.
Local Employer Outreach
Local schools, including the host organization if it's a school, reach out to local employers to encourage them to attend the event. See separate SOPs regarding the marketing process.
Employer Tours
If desired, employers may host on-site tours for attendees before or after the event. The local host liases with these companies and manages the logistics for the tours, communicating information to the ED as needed.