All the preparation work is completed and you have arrived to the day when the seminar will take place. The Site Coordinator Chair is responsible for taking care of all the problems that could arise during the day. A handy site check list is available, which you can adapt to your local needs for this job. The following points summarize the different tasks that such a person is expected to be involved with throughout the day:
Designate a person to act as the Host/Hostess of the speaker. This person attend the seminar and assist you with all the specific need of the Seminar/Speaker. A detailed list of host/hostess activities which could be assigned is available from headquarters.
At the beginning of the day, walk through the different entrances and post signs that clearly lead attendees to the registration table and identify the seminar room location. Inspect the room for the correct table space according to expected attendance and check the audiovisual equipment installed. Familiarize yourself with the room lightening, so you can adjust it, if necessary.
Inspect the service table where refreshments will be served and discuss with the unit providing the service for the break time already negotiated by the Arrangements Chair. Check that the registration tables are located in a convenient area and see that there is a table to set up the exhibit ACM material.
Visit the area where lunch will be served and review with the cafeteria the availability of spaces, special dietary needs that could be requested, etc. if attendees will be given lunch tickets to be used at a general cafeteria facility, arrange for enough number of lunch passes so that you can handle the on-site registered attendees without a last minute rush because you run out of tickets.
Be on hand to greet the speaker and help on any last minute need that could arise.
Make sure that the registration table has enough workers to handle the process. As a rule of thumb, you could estimate that one person takes care of about 20-25 attendees. For a larger number, consider additional staff for the pre-registered queue. Attendees coming to register at the door should expect a reasonable waiting time, so that one person could probable handle all such cases alone.
If the facility has a message center, arrange to have emergency messages coming for your attendees delivered to a predetermined location, that should be brought up to everybody's attention at the beginning of the seminar.
The beginning of the seminar presentation can be devoted to some general announcements covering information on the services available at the seminar facility, the seminar duration, coffee break time. Use the opportunity to advertise the activities of your PDS Committee and request that attendees do not forget to give you back their impressions on the day by filling up the Evaluation form that you will later hand out. Finish your remarks with the introduction of the speaker and pass control of the class to him/her.
Coordinate with the Registration Chair so that all the registration material is reconciled and no cash is left in the seminar envelope. Be prepared to write personal checks is necessary, and carry the cash with you.
At the end of the day, make sure to thank the speaker and hand him/her the honorarium check. Add to the check a brief hand-written thank you note and refer to the enclosed check as a token of appreciation to the speaker for the seminar just finished. Pick up the seminar evaluations with attendees comments.
Final operational considerations: You can picture that inevitably, there will be a crunch at the door. People will appear wanting to register late and needing change for a $100 bill. others will insist on a brochure. Some people will be late; some will get lost; a speaker will need a 3-prong adapter for the projector. Try to anticipate these problems, post signs where necessary, and have an adequate staff on hand to handle unexpected problems. Write procedures in advance trying to anticipate all possible situations. Follow your procedures and hold training seminars for your on-site workers. But above all, be prepared to handle any emergency that could arise.
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