Co-chairs meet to develop strategy for administering committee
Co-chairs recruit and finalize committee members, and designate members’ tasks
Co-chairs review hotel contract and meet with hotel event coordinator on site
Send “Save the Date” announcements via the WestArch Listserv and SCA Newsletter, and post the announcement on the SCA website
Build LAC wiki to facilitate communication and record sharing, and track LAC progress
Tour potential venues for Opening Reception and obtain proposals
Second Quarter (October-December)
Begin regular communications with Program Committee Chair
Confirm requirements related to Silent Auction, vendor exhibits, workshops, program/sessions, membership meetings, Board meetings, and luncheons to begin determining room requirements, refreshments, and AV needs (and their budgetary implications)
Narrow Opening Reception venue and meet on site with event planner and venue host to discuss details; Board president signs contract
Obtain catering proposals and recommend to the Board a caterer for Opening Reception; Board President signs contract
Explore needs and options for transportation between hotel and Opening Reception
Work with Development Committee to estimate vendor/sponsor income
Develop LAC budget in consultation with Program Chair, SCA Treasurer, and possibly Education Co-chair
In collaboration with Program Committee select AGM theme
LAC and Program Committee submit images and articles to the SCA Newsletter promoting the AGM and the host city
Third Quarter (January-March)
Populate SCA AGM web pages
Activate online workshop registration, AGM registration, and hotel guest reservations
Develop map of repositories in an around host city that are willing to provide tours (using Google Fusion)
Finalize transportation between hotel and Opening Reception venue; Board president signs contract
Develop publicity plan in collaboration with Program Committee
Publicize map of repositories, points of interest, and ride share site via SCA Newsletter
LAC or Program Committee Chair sends periodic AGM-themed announcements to the WestArch listserv
Post periodic AGM-themed announcements to the SCA Facebook page
Obtain historical images and create printed program in collaboration with the Program Committee
Complete walk through of hotel meeting rooms with hotel event coordinator and add rooms if needed to accommodate vendor exhibits, coffee breaks, and expected number of attendees; finalize room configurations
Obtain audiovisual requirements from speakers and contract with AV vendor (Glastonbury)
Order lanyards (sponsored by vendor) and Welcome Bags (with Deluxe Sponsors’ logos imprinted on them)
Fourth Quarter (April-June)
Obtain relevant flyers and silent auction donations from host city visitors bureau
Monitor hotel guest room reservations; work with hotel admin to increase number of rooms offered at SCA discount if necessary; arrange complimentary rooms for people designated by Board
Create printed and online AGM survey/evaluation (using PollDaddy)
Monitor online registration to estimate session attendance
Recruit volunteers and staff Registration Table
Coordinate with Education Committee on staffing Registration Table for workshops
Confirm menus and headcounts for luncheons, coffee breaks, and Opening Reception
Revise plan for Opening Reception set up if necessary (e.g. from outdoors to indoors)
Finalize Gourmet Night venues, professionally print promotional sign, organize sign ups, make restraurant reservations, and host event
Professionally print directional signs for sessions, Registration Table, Opening Reception, and New Members Mixer
Prepare Welcome Bags, registration packets, and name badges
Oversee all aspects of workshops and AGM events (sessions, vendor exhibits, luncheons, audiovisual set up, Opening Reception, etc.)