• Host Coordinator to review CSG’s sign list and make additions as necessary (CSG has standard signs for all meetings) • Host state to decide on state dinner format (anthems, invocation, color guard, etc.) – need details by late-May to begin laying out
June 2023
• Do a final physical walk-through a month in advance to all venues • Host Coordinator/Host Chair to review draft of printed program (including all social event detail, host committee list, transportation details, dress requirements, sponsors, in-kind sponsors, etc.) • Host staff/Volunteer Coordinator to provide list of volunteer names for badges • CSG/Host Coordinator to review all registration responsibilities, spouse and youth sign ups, site visits, evaluation collection, service project, etc. • Host Coordinator/CSG to determine what information goes into registration packets – CSG provides attendance list, addendum, program and several promotional flyers • Registration cut off is June 6. Early bird discounts are available until May 9 • Discuss reserved seating and special invitation requirements (for lunches and dinners) • State Dinner program to print • Host Chair/CSG to decide on legislators to do various speaker introductions (CSG to coordinate this) • Host Coordinator to review all social events, transportation, etc. Host State point people should reconfirm all details • Confirm hosting roles with legislators attending meeting • Review Host State’s on -site preparations – communication needs, sign-up sheets, registration staff/volunteers, social event staff/volunteers, transportation, etc. • Host Chair to approve “Welcome” letter for printed program (CSG will draft)
July 9-12, 2023 Midwestern Legislative Conference
On-site responsibilities;
•
Host State Office
o
Registration staffing
o
o Assisting attendees as needed by answering program and logistical questions
o Transportation (including host staff on all buses), coordinating bus departures/arrivals, loading/unloading
Information Table, if doing
o
Service Project promotion
o
o Site visit staffing (on bus, staff as needed)
Spouse and Youth Programs
o
Youth drop off and pickup
o
Host State Gift, Gift bag
o
Host staff/Volunteers
o
o Opening Reception/Youth Meet and Greet
Monday evening event (Family night)
o
o Tuesday Night State Dinner and Youth Party
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