2008 Call For Convention Events

INSTRUCTIONS - Business Meeting & Social Event

Business Meeting Description
A Board Meeting, Executive Committee Meeting, Membership Meeting, or other type of meeting. It can include beverages or food service, but it is not a reception or hospitality event. It also is NOT an opportunity to make a presentation on a topic area. Requests will be honored in the order received, based on space availability. The limited times in which meetings may be scheduled are listed in the Schedule of Events under the heading, Preconvention Meetings. No meeting will be scheduled during Plenary, Focus or Spotlight Sessions, Forums, Roundtables, Focus Groups, the Luncheon, the Dinner or the Brunch. There is no charge for the meeting room. Approved events will receive information on ordering A/V and any food/beverages in late January.

Social Event Description
Either a reception or hospitality function. Social Event space may be requested by AACC members, exhibitors, or organizations whose interests relate to community colleges. Requests will be honored in the order received, based on space availability. The limited times in which Social Events may be scheduled are listed on the Schedule of Events under the heading Social Events. Please note starting times, which are not the same on each event date. There is no charge for the meeting room. Information on ordering A/V and any food/beverages will be mailed with approval notices in late January.

IMPORTANT: Requests for a Business Meeting or Social Event (reception or hospitality) at the 88th Annual AACC Convention are being handled differently this year. You must prepare all of your information ahead of time in a Word document first, then transfer it into the electronic application form. You will not be able to partially submit your request and then come back and change it or add to it. PLEASE SUBMIT YOUR REQUEST IN ITS ENTIRETY OR IT CANNOT BE CONSIDERED.

To help you prepare, please read through the following instructions. You will be asked to provide all of the following if you want to schedule a Business Meeting or Social Event:

1. Key Contact Information: Name, job title, college/organization, complete address, phone/fax/email. The Key Contact is responsible for providing and managing all details related to the proposal, including collecting and providing all follow-up information, e.g., audiovisual equipment orders and corrections or changes to the program.

2. Type of Proposal: Business Meeting or Social Event

3. Internet Usage: Live Internet usage is seldom required for a presentation during a business meeting or social event because most Internet site information can be presented in a demonstration format. Be sure you actually require live usage before you say yes. Live Internet hook-ups will not be added later, so select carefully, and the Key Contact’s organization will be charged $500 for the hook-up.

4. Title of Meeting or Social Event: Be ready to submit the title of your event exactly as you want it to appear in the program booklet. Include the name of a corporate sponsor here, if you have one. If you do not want the event to appear in the program booklet, check the appropriate box indicating that. Also, indicate if your event is open to all attendees, by ticket only, or by invitation only.

5. Audiovisual Equipment Usage: List what equipment, if any, you plan to use in the session. THIS IS NOT AN A/V ORDER. If your request is scheduled, you will receive an order form at a later date. This provides the planners with information to help them select the appropriate size room for your event. Note: Any A/V equipment used in a business meeting will be charged $195 per room per day to help offset the A/V charges AACC incurs. For a Social Event, all audiovisual charges will be the responsibility of the requester.

6. Location of Event: There is no room rental charge for a meeting room assigned by AACC for your meeting or social event. If you are offering your event at a venue away from the headquarters hotel or the convention center, then please be prepared to give AACC the details of that event in case we receive questions about it from attendees on-site.

7. Preferred Date/Time: You will be asked to provide the preferred date and time of each event you are submitting. Please note that no Business Meeting or Social Event can be scheduled against major portions of the program including Plenary Sessions (opening, lunch, dinner and brunch), Focus Sessions, Spotlight Sessions, Forums, Roundtables, or other programmatic sessions that might be scheduled by AACC separately. Forums and Roundtables appear on the Schedule of Events as Concurrent Sessions.

8. Other Specific Details Needed: Be prepared to provide the following information for a meeting or a social event: approximately # expected; set-up of room (hollow square, conference style, cocktail rounds, etc.); type of food or beverages you might require (coffee service, breakfast or lunch, etc.); any additional items you might need in the room (table for materials, e.g.); type of microphone preferred (podium, hand-held, lavaliere, e.g.); need for a podium or not; number at head table, if any; and any other details you might require. If there are questions, please email them to: AACCCONVENTION@aacc.nche.edu and a meeting planner will get back to you.

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