• Host State to discuss volunteer reimbursement and attendance policy (mileage, meals at MLC functions, overnight stays, parking, etc.) • Brochure (text reviewed and approved) • February 11 th is deadline for sponsors to be in MLC brochure
March 2023
• Host State to begin securing host staff/volunteers for all events (see CSG guidelines) • Host Coordinator to provide updated social event detail, if necessary – this is for the final postcard mailing • Host Coordinator to review materials for the registration confirmation emails that go to all attendees • Review all contracts and include key dates in your vendor document (such as when food and beverage guarantees are due, interim deposits and final payments) • Do a preliminary walk-through of all venues with an eye toward the sequence of events during the conference
April 2023
• Host Coordinator to make sure Host State legislators wishing to attend are registered for the meeting – note cutoff date next month ( early bird cutoff is May 9, regular cutoff is June 6) • Approve final postcard • Begin discussing onsite hosting responsibilities for host legislators (greeting at social events, for example) • Host Coordinator/Transportation Coordinator to outline transportation plan/work closely with bus company (having bus company representative onsite is a huge help) • A car/van and driver should be available for a few speakers and possible VIPs – or we can use a car service. Regardless, the host state should have at least one person/vehicle dedicated to assisting attendees for an urgent need. Some hosts have had a van/driver “trail” the buses on the daytime events to pick up a straggler or in case someone gets sick and needs to leave the event. • Host Committee/Host Coordinator to write promo blurbs/confirm social event details/transportation information for printed program (this will help guide your walk-through of the social program and give us time to make adjustments to bus times, for example, before we start laying out onsite program in a month) • Review list of host legislators registered and do additional outreach as required • Plan to do one, possibly two, site visits to all venues (April and May are good times, the earlier the better, so adjustments can be made)
May 2023
• Decide on hotel rooms needed for host staff (CSG will book rooms and they will be billed to the master account) • Host Coordinator/Host Chair to provide leadership list and Host Committee list for inclusion in the printed program
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