Conference Chairperson Responsibilities

1. Overall details
   1. Pick location
   2. Pick Date
   3. Review contracts and send deposit
   4. Meals Counts

                                                               i.      Regular

                                                             ii.      Vegetarian

                                                            iii.      Determine if we are going to advertise meal selection in order to get head count

5. Overnight Accommodations counts
6. Conference Rooms Space
7. Create Budget

                                                               i.      Determine conference cost

                                                             ii.      Determine breakeven point

8. Line-up Presenters

                                                               i.      Invite presenters let president send invitations letter with waiver and releases

                                                             ii.      Confirm attendance

                                                            iii.      Confirm Accommodations

                                                           iv.      Follow-up on return of waiver and release from presenters including board members

9. Registration material

                                                               i.      Registration form and liability waivers

                                                             ii.      Registration Table and place for same

                                                            iii.      Person to work registrations

10. Outside vendors
11. Schedule

                                                               i.      Determine format

                                                             ii.      Create time table

                                                            iii.      Determine presentation time table

12. Advertising

                                                               i.      Universal Post

1.      Every issue as much information as possible

                                                             ii.      Guang Ping Website

1.      Post information as soon as possible after completion of previous years conference

2.      Create online registration and payment

                                                            iii.      Direct mail

1.      Active membership

2.      Inactive membership in database

3.      Any other sources available

                                                           iv.      Other Advertising

1.      Other Tai Chi related sites that it can be posted on

2.      Inside Kung Fu Magazine, need 6 – 9 month’s in advance

3.      Wushu/Qigong Magazine

4.      Tai Chi Magazine

5.       

13. Brochure(s) Flyer(s)

                                                               i.      Creation

                                                             ii.      Mailing to membership active and inactive

                                                            iii.      Downloadable for website

14. Program

                                                               i.      Creation

                                                             ii.      Production

15. Finance

                                                               i.      Credit card acceptance

                                                             ii.      Banks

                                                            iii.      Reconcile

                                                           iv.      Products for sale

                                                             v.      Orders taken and follow-up

16. Website

                                                               i.      Update with conference info, coordinate with webmaster

                                                             ii.      Online registration and credit card process if available

17. Look for volunteers to accomplish all tasks
18. Conference Evaluation Forms
1. Keep board of directors up to date on progress
2. Supplies
   1. Meal ticket coupons
   2. Receipt books
   3. Note pads
   4. Pens
   5. Folders
3. Certificates
   1. Creation and production of certificates for presenters
   2. Creation and production of certificates for participants

All Rights Reserved
2003 ©copyright by Guang Ping Yang Tai Chi Association
Date Last Modified: 10/11/2005 08:55 AM
webmaster@guangpingyang.org