GUIDELINES FOR HOSTING LSI QUARTERLY CONFERENCES

Transcription

1 GUIDELINES FOR HOSTING LSI QUARTERLY CONFERENCES Revised 5/2018

2 Revised 5/2018

3 TABLE OF CONTENTS I. NOTICE OF INTENTION TO BID...1 II. PRE-BID SUGGESTIONS...1 A. Site Selection Size of Attendance Space Requirements Time of Year/Date Site/Facility Location and Accessibility Parking at the Facility/Site Price of Meals...1 B. Site Inspection...2 III. NEGOTIATIONS...3 A. Hotel Room...3 B. Food and Beverage...3 C. Meeting Rooms...3 D. Complimentary Sleeping Rooms...3 E. Check Out...4 F. Checks...4 G. Temporary Hold...4 H. Wi-fi in meeting and sleeping rooms...4 IV. PRESENTATION OF BID...4 V. PROCEDURE AFTER ACCEPTANCE OF BID...4 VI. FINANCE...6 VII. SCHEDULE OF EVENTS -- QUARTERLY CONFERENCE BOARD OF GOVERNORS MEETING...6 VIII. HOTEL/MOTEL ARRANGEMENTS...8 A. Sleeping Accommodations...8 B. Complimentary Suites and/or Rooms LSI President Conference Chairman Host of Hospitality Suite LSI Administrator Local Registration Chairman...8 C. Meeting Room Arrangements At The February Conference Only LSI Executive Committee Continuing Education Council Publications Revision Committee Legal Specialization Section Leaders Marketing Committee...9 Revised 5/2018

4 7. Legal Specialization Section Workshops Exhibitors Area Registration Friday Night Reception Saturday Conference Board of Governors Meeting Luncheons Cocktail Hour Banquet Brunch Reader Board Meeting Rooms...11 IX. CHAIRMAN'S RESPONSIBILITIES...11 A. Conference Chairman...11 B. Registration/Reservations...12 C. Finance...13 D. Meals Luncheons Banquet Brunch...15 E. Boodle Bags - Door Prizes...15 F. Educational Programs/Legal Specialization Section...16 G. Exhibitors...16 H. Hospitality...16 I. News Media - Photography...17 J. Programs and Scrip Tickets Schedule of Events Program Banquet and Brunch Programs Scrip Ticket...17 K. Transportation...18 X. DISSEMINATION OF CONFERENCE INFORMATION...18 XI. MISCELLANEOUS...18 XII. ATTACHMENTS: A. B. C...20 A. Notice of Intention to Bid Certification Letter...20 B. Notice of Intention to Bid Budget...21 C. Summary Reporting Form...24 Revised 5/2018

5 GUIDELINES FOR HOSTING LSI QUARTERLY CONFERENCES I. NOTICE OF INTENTION TO BID. A. Quarterly Conference. Notice of Intention to Bid for a Conference (Attachment A) with proper certification on forms provided by the LSI Executive Secretary shall be submitted to the LSI President by the February Conference for presentation to the Governors at the Post-Annual Conference Board of Governors meeting, for the November, February and subsequent August meetings two years in advance. The Notice shall include 1) tentative date, 2) tentative location, 3) projected room rates, 4) location of nearest major airport, 5) distance and modes of transportation available from nearest major airport, 6) parking fees at conference site, and 7) projected scrip ticket price. If more than three local associations bid for the same quarterly conference, the Executive Committee may request an association who has hosted a quarterly conference or annual conference within the previous three years to withdraw its present bid. (Standing Rules 2.3, 2.4, and 2.5.) II. PRE-BID SUGGESTIONS. A. Site Selection. 1. Size of Attendance. Determine the average attendance of the Conference by contacting the local associations who have hosted the last two or three Quarterly Conferences. 2. Space Requirements. In addition to determining the average attendance at the Conferences, it is necessary to determine the number of guest rooms and meeting rooms necessary for the Conference. Does the hotel meet minimum space requirements? 3. Time of Year/Date. Is the hotel located in a "tourist" area? If so, will the Conference be held at the height of the busy season? 4. Site/Facility Location and Accessibility. Is the site accessible to the airport or close to the freeway? Does the hotel provide transportation to/from the airport, bus or train depot? If not, is ground transportation available? 5. Parking at the Facility/Site. Does the site have a fee for parking? If so, how much? Are there any other parking options? 6. Price of Meals. How expensive are the meals? Roughly figure out the price of a meal by adding on gratuity/service fee and sales tax as well as ten percent (five percent for each year) in order to estimate the price of Revised 5/2018 1

6 B. Site Inspection. that meal for the scrip ticket in two years. 1. If possible, make your visit during the same season in which the meeting is scheduled. 2. Make appointments in advance with the hotel's managers in every relevant department. Do not meet with just the group sales personnel; meet the managers of food and beverage, accounting, reservations, etc. 3. Specific items which need to be discussed/checked: a. Appearance. Does the hotel provide a pleasant atmosphere? b. Rooms. Are the rooms pleasing? Are there enough of them in the classes (single/double/suites) you need? Are rollaways available; at what charge? c. Reservations. What special procedures are used for checking in/out groups so as to avoid long lines? d. Audio-Visual Equipment. What equipment does the hotel have? Is there a charge for its use? Will the hotel need to rent equipment? What is the cost? Determine whether the LSS seminars will require the LSI projectors. e. Meeting Rooms. Are there enough meeting rooms for the various groups meeting? See the suggested schedule beginning on page 10. Are they big enough, comfortable, soundproof, lightproof, near restrooms? Are electrical switches and outlets conveniently located? f. Management. Is the hotel management cooperative and eager to accommodate the group or do they act as if they are doing you a favor to fit you in? g. Logistics. Are the meeting rooms easy to find? Are they located far from the hotel traffic area? h. Rates. Are the hotel's standard rates, including room taxes, comparable to those of other hotels you may be interested in? If not, negotiate a comparable rate. Find out what the hotel's rack rate is, including tax, and compare it to similar hotels in the area. i. Parking. Does the hotel have free parking? If not, will the fee be validated for registrants who stay in the hotel? Revised 5/2018 2

7 III. NEGOTIATIONS. Prices must be negotiated before placing a temporary hold on rates. Know the history of prior LSI Conferences (number of rooms used, number of persons attending, busiest period of arrival and departure, etc.) before you negotiate with the hotel. There are charts posted on the Members Only section of the LSI website with this history. Do not exaggerate that information as the hotel has access to the same information through convention and visitors bureaus. Once you are bound to a hotel, it will be less willing to negotiate. Negotiations must be based on a WIN-WIN proposition. If the hotel feels you have pushed it into an unfair price and will not receive a return on its efforts, it will cut back on important service. The following is generally negotiable: A. Hotel Room. Since rooms must be maintained even when they are empty, hotels routinely make significant price concessions to keep them full - or offer you other incentives such as a guarantee of their best available rooms in each price category. Be sure that the hotel makes handicapped accessible rooms available at the conference rate. Hotels usually have established group rates but, depending on the area and time of year, they will be able to drop prices even lower. If the hotel is not willing to lower its group rate, negotiate additional complimentary rooms. B. Food and Beverage. Food represents a fixed cost that cannot be bargained away (e.g., must be ordered especially for every major function). However, you can negotiate lower prices by avoiding menus from the hotel's pre-printed menu. Be creative; ask for the manager's suggestions. Try to keep all food functions on site and the hotel may be able to give you a better deal in other areas. Make sure you understand how the hotel charges for the cost of meals. Avoid boxed lunches at luncheons. C. Meeting Rooms. Most hotels have a sliding scale charge for the use of meeting room in which food is not being served. This charge is usually based on the total number of sleeping rooms used during the conference period (not on the number of rooms used for any one night. Alternatively, it may be based upon reaching a specified food and beverage minimum. Ensure that there is no charge for use of a meeting room in which food and beverages are served. Bargain for free use of meeting rooms (or at least lower rates). LSI is responsible for any microphone charges, or audio video charges related to the Legal Specialization Section seminars and the educational program arranged by the Continuing Education Coordinator. D. Complimentary Sleeping Rooms. As with the meeting rooms, most hotels will follow a scale to determine the number of complimentary rooms. This is usually based on one room for each 50 sleeping rooms reserved. However, since the hotel will incur a minimum expense by granting you use of additional complimentary sleeping rooms, you may want to negotiate complimentary sleeping rooms for use by your committee chairmen. Request a complimentary one-bedroom suite for the LSI President. Revised 5/2018 3

8 E. Check Out. Request a late check-out for all conference attendees. F. Checks. Determine if the hotel will accept checks. G. Temporary Hold. If the hotel is appropriate, place a temporary hold on the dates. Immediately thereafter, send a letter to the hotel sales representative, setting forth the terms discussed and agreed to during the initial meeting. H. Wi-fi. Negotiate for the hotel to provide free Wi-fi in the meeting room used by the governors, as well as in the sleeping rooms. NOTE: Negotiate before executing the contract. Once it is signed, your negotiating power is most likely lost. IV. PRESENTATION OF BID. If you have not heard from the Annual Conference Chairman regarding a table at the Welcome Reception, contact that person after the February Conference. Your association may wish to have a table at the annual conference to promote your bid if there are other associations bidding for the same conference. Consider selection of a theme and work up a flyer or promotional favors to be distributed at the Annual Conference prior to voting (see Standing Rule 3.6). V. PROCEDURE AFTER ACCEPTANCE OF BID. As soon as possible after acceptance of your bid, advise the LSI President in writing of the name, address, phone number, and address of your Conference Chairman. The Conference Chairman's immediate responsibilities include: A. Confirm meeting date with local association. B. Confirm in writing to hold dates with hotel. C. Arrange a meeting with hotel representatives to confirm: (1) Meeting dates. (2) Number of sleeping rooms being blocked off for the weekend at the hotel's special group rate and the date that these rooms will be released for booking at the regular rate. Be sure that handicapped accessible rooms are available at the conference rate. (3) Special group rates for singles, doubles, rollaways, suites (if available) and room tax rate. (4) Complimentary accommodations (LSI President's suite, local association room, storage area, transportation from airport(s) to hotel and return (if Revised 5/2018 4

9 available), registration area in lobby, coffee for Saturday morning break. Contact the LSI President for additional room or suite requirements (noncomplimentary) for honorary members/advertisers' hospitality suite(s). (5) Number of meeting rooms required (and approximate number of people using each room), set-up style, whether or not there is a charge for them, and, if so, the amount of the charge. (6) Menu availability for luncheons, banquet and brunch, and charge therefore, including tax and gratuity. (7) Time schedule for each event. (8) Check-out time. If extended, to what time. D. Confirm the above in writing with the hotel. E. Appoint chairmen. Some suggestions are: Boodle bags* Decorations Door Prizes Entertainment Exhibitors Finance Friday Evening Reception** Hospitality News Media - Photography Programs/Scrip tickets Registration/Reservations Transportation Educational Programs Continuing Education Legal Specialization Sections Meals: Governors' Luncheon Open Luncheon Presidents' Luncheon Banquet Brunch *Optional - If boodle bags are not used, a registration envelope containing scrip ticket (and/or individual tickets), printed program, scratch pad, pen, etc. should be prepared. **Optional - this event is optional and may be replaced at the option of the hosting association by an Exhibitors Night. Revised 5/2018 5

10 Educational programs are coordinated by LSI Educational Program Coordinator and the various Legal Specialization Section Leaders. The local chairmen should work under their supervision at all times. VI. FINANCE. If your association does not already have a separate account, one should be established as soon as the bid has been accepted. Use local association federal tax ID number for this account. Money from the local treasury or fund-raising events will be needed long before the registration fees start to arrive. Check into the need to bond any members of the conference committee who will be handling money. Prepare a budget of anticipated income and expense. (Attachment.) No commitment to spend money should be made without prior approval of the l Conference Chairman. Upon request, LSI will advance a maximum of $200 to an association hosting a Quarterly Conference (Standing Rule 2.2). This sum MUST BE REFUNDED to LSI no later than 60 days after the close of the Conference and is not subject to deduction of any costs for which LSI may be responsible. A registration fee for all participants for a Quarterly Conference shall be $30 or $20 if payment is received by the host association 30 days before the conference commences (Standing Rule 2.7). The registration fee is included in the scrip ticket price and may be charged to help defray the costs. When determining the prices to be charged for the meals, all meal prices shall be close to actual cost (including service fee and sales tax), rounded off upward. The registration fee is to cover any overage. The Executive Committee must approve the amount of the scrip ticket six (6) months days prior to the Quarterly Conference. The LSI Conference Proposed Meal and Scrip Ticket Prices form (Attachment F) shall be used when submitting this information to the LSI President. The LSI Conference Proposed Meal and Scrip Ticket Prices (Attachment F) should also include a copy of contract including meal prices, if available. VII. SCHEDULE OF EVENTS -- QUARTERLY CONFERENCE BOARD OF GOVERNORS MEETING. Coordinate with the LSI President regarding the schedule of events, hours, and amount of time to be allocated to each function. Remember the LSI President is responsible for the agenda. A. The following is a suggested schedule of events at a quarterly conference (times will be determined by the LSI President): Thursday (February Conference only) 1:00 p.m. - 5:00 p.m. Executive Committee Meeting on Budget Revised 5/2018 6

11 7:00 p.m. - 9:00 p.m. Marketing Committee Meeting (as set by Marketing Committee Chairman) Friday 1:00 p.m. - 6:00 p.m. Registration 8:30 a.m. - 5:00 p.m. Continuing Education Council 8:00 a.m. - 5:00 p.m. Publications Revision Committee (as set by Editor-In-Chief) 8:30 a.m. - 5:00 p.m. Executive Committee Meeting (as set by LSI President) 1:00 p.m. - 5:00 p.m. Legal Specialization Section Leaders (as set by LSS Coordinator) 5:15 p.m. 6:15 p.m. CEC Educational Workshop 6:30 p.m. - 8:00 p.m. Reception or Exhibitors Night (hosting association s choice) Saturday 7:30 a.m. - 8:30 a.m. CCLS Workshop (Optional - as set by LSI President) 8:00 a.m. - 3:00 p.m. Registration 9:00 a.m. - 10:30 a.m. Board of Governors Meeting 10:30 a.m. - 11:00 a.m. Coffee break 11:00 a.m. - 12:00 p.m. Legal Specialization Workshop (x2) 12:15 p.m. - 1:15 p.m. Luncheons (Governors, Presidents, Open) 1:45 p.m. - 2:45 p.m. Board of Governors Meeting 3:00 p.m. - 4:00 p.m. Legal Specialization Section Workshop (x2) 4:30 p.m. - 5:30 p.m. Legal Specialization Section Workshop (x2) 6:30 p.m. - 7:30 p.m. Reception 7:30 p.m. - 9:30 p.m. Banquet Revised 5/2018 7

12 Sunday 9:00 a.m. - 10:30 a.m. Brunch Followed by Conclusion of Board of Governors Meeting VIII. HOTEL/MOTEL ARRANGEMENTS. A. Sleeping Accommodations. Determine rates and request hotel to put a hold on approximately 20 rooms Thursday night (members of the Executive Committee, Continuing Education Council, Publications Revision Committee and Legal Specialization Leaders) and rooms Friday and Saturday nights. Also determine availability of suites and rollaways. Make sure the hotel will include handicapped accessible rooms at the conference rate if needed. Ascertain whether a deposit is required. B. Complimentary Suites and/or Rooms. Determine if hotel will provide complimentary suites and/or rooms for: 1. LSI President. A suite for use from Thursday through Sunday. The LSI Executive Committee will meet on call of the LSI President. They will require a room with a table and chairs for eight persons. (Room service may be requested; if so, the charge will be the responsibility of the LSI President.) If the hotel offers full suites and junior suites, the full suite shall be designated for use by the LSI President and the junior suite shall be designated for use by the host association. 2. Conference Chairman. A suite or room for local members. (If only one suite is available, it should be designated for occupancy by the LSI President.) 3. The Host of the Hospitality Suite. If it is not possible to provide a complimentary room to the Hospitality Host, he must be informed in advance. 4. LSI Administrator. Advise the hotel that packages may be mailed or delivered to the Conference Chairman in care of the hotel for the LSI Administrator and request that they hold them for pick-up no later than Friday. 5. Local Registration Chairman. A room close to the registration area for storage of registration materials, door prizes, supplies, etc. C. Meeting Room Arrangements. Confirm with the hotel the size and number of meeting rooms required, and the cost, if any, for said meeting rooms. Listed below are the meetings generally held during the Quarterly Conferences. Check Revised 5/2018 8

13 with the LSI President for specific requirements. 1. At the February Conference only, the Executive Committee meets Thursday afternoon/evening as the Budget Committee. A meeting room must be available from 1:00 p.m. on Thursday with a conference table for eight persons. 2. LSI Executive Committee. Arrange for a meeting room set up with a conference table for eight persons, available on Friday from 8:00 a.m. to 5:00 p.m. 3.. Continuing Education Council. A meeting room with conference table for seven persons, available on Friday from 8:30 a.m. to 5:00 p.m. (The CEC is responsible for any room service expense.) 4. Publications Revision Committee (PRC). A meeting room with conference table for -nine persons, available on Friday from 8:00 a.m. to 5:00 p.m. If possible, this meeting room should be adjacent or close to the meeting room of the Continuing Education Council. (The PRC is responsible for any room service expense.) 5. Legal Specialization Section Leaders. A meeting room with conference table for eight persons, available on Friday from 1:00 p.m. to 5:00 p.m. (Sections are responsible for any room service expense.) 6. Marketing Committee. A meeting room with conference table for seven persons available on Thursday from 7:30 p.m. to 9:00 p.m. (Marketing Committee is responsible for any room service expense.) 7. Legal Specialization Section Workshops. The room set-up (tables and chairs) should be as directed by the Section Coordinator with the preferred arrangement to be classroom style. Room service (if requested by individual section leaders) is at the expense of those attending the workshop. 8. Exhibitors Area. A room in close proximity to the other meeting rooms; preferably adjacent to the Friday night reception with doors being opened between the two. The size of the room will depend on the number of exhibitors; the number of tables and chairs required will depend upon the exhibitors' needs. Some of the exhibitors may require several electrical outlets; a schematic of the room will be helpful in assigning spaces. It is helpful to suggest to the exhibitors that they set up their exhibit and/or display on Friday afternoon in order to be ready Friday evening. This room should be secured after hours. 9 Registration. Should be located in an area readily accessible to those attending the weekend events. Display signs in the lobby directing Revised 5/2018 9

14 attendees as they enter the hotel are helpful. 10. Friday Night Reception. If the Friday Night Reception is held at the hotel, the room should be large enough for 140 persons and a no host bar. The allowed cost for the reception is set forth in the Standing Rule 2.8. If hors d'oeuvres are to be provided, determine cost and allow sufficient room for service. Do not serve dinner; it is a welcoming event only - and is not meant to feed the attendees. This event is optional and may be replaced by or combined with an Exhibitors Night. 11. Saturday Conference Board of Governors Meeting. The room reserved for this session must be able to accommodate at least 140 persons, set up as follows: a. Classroom seating for approximately 41 Governors and theater seating for an additional 95 persons with a center aisle. b. A head table, draped to the floor, seating eight. A microphone and lighted lectern in the center of the table. If possible, the head table should be on risers. c. Three chairs to one side of head table for use by chairmen making oral reports. Also, a sufficient number of chairs on each side of the head table for use by pages. d. An American flag and the California flag should be at the side the head table. The American flag should be to the left of the head table (looking at the head table). e. A floor microphone at center aisle in middle of the room or side of the room as directed by the LSI President. f. One long table and chair on the inside of the room at the entrance for the LSI Administrator and extra reports. g. Two long tables and chairs on the inside of the room at the back, or side of the room for use by the Marketing Committee. h. Pitchers of water and water glasses on head table, governors' tables, and water at the back of the room for guests. i. If offering a coffee break it should be held just outside of the room where the Board of Governors meet. 12. Luncheons. These are informal luncheons, requiring separate rooms. Seating is informal, with no head table. A microphone and podium should be included in the room set-up if requested by the LSI Officer moderating the Revised 5/

15 luncheon. Attendance will depend on reservations. (See "Meals," Paragraph D, for a description of the various luncheons.) 13. Reception (Cocktail Hour). No host. Arrange for an area adjacent to the banquet room, large enough to accommodate persons. 14. Banquet. A room reserved for the banquet should be able to accommodate approximately persons. Confirm with the hotel: a. Type of tables (rounds of 8 preferred). b. Color of tablecloths and napkins. c. Maximum seating at head table (check with LSI president for seating arrangements-usually eight) on risers with microphone and lighted lectern. d. Any special equipment or space required for entertainment (additional microphones, lighting, stage, etc.) e. Holder and numbered cards for each table if seating will be assigned. f. A table front and center should be reserved for the LSI Past Presidents and other dignitaries. 15. Brunch. Usually held in the same room as the banquet with essentially the same seating arrangement. Check with the LSI President as to the head table seating arrangement desired-usually eight. Arrange for an area in the room where brunch is held to post the names of winners of opportunity drawing tickets if this was not handled prior to the banquet. A buffet at Brunch is discouraged because it slows down the meal. 16. Reader Board. Request that the hotel indicate on its bulletin board or TV monitors each day's program and location of meeting and display rooms. 17. Meeting Rooms. Secure room names or numbers of all meeting rooms for insertion in the Official Notice and program. IX. CHAIRMEN'S RESPONSIBILITIES. Some of the duties listed below may and should be delegated to other members who work with the various subcommittees. A. Conference Chairman. 1. The LSI Executive Secretary will prepare the EC Resume after the Executive Committee meeting for the next morning's meeting. The Resume Revised 5/

16 should be ready for photocopying by 9:30 p.m. and the hosting association should check with the Executive Secretary as to definite time. LSI prefers to use a Kinko s facility; however, the photocopying can be done at someone's office or another commercial photocopier (at LSI's expense). 2. Arrange for a local notable to welcome the governors on behalf of the host association city on Saturday. 3. Advise the LSI President at least four weeks prior to the meeting of the names of the Masters of Ceremony, speakers, pages, dignitaries, etc. 4. Arrange to have scrip tickets and boodle bags and/or registration packets delivered to the members of the Executive Committee, Continuing Education Council, Publications Revision Committee and Legal Specialization Section Leaders prior to or during their meetings. 5. Arrange for display posters outside the Exhibitors area, Legal Specialization Section Workshops and the various luncheons. Check with the hotel for availability of easels. 6. Check to be sure notepads and pencils (which may be donated) are placed on the tables for the governors. B. Registration/Reservations. 1. Prepare two flyers: one containing complete conference information, and a second containing hotel reservation information, and provide copies to the LSI President for review. Have forms published in The Legal Secretary (check with Editor for deadline, but a minimum of six months lead time is necessary for publication). Pursuant to Standing Rule 2.6, the cost of publishing the flyer is borne by LSI. Furnish approved flyers to LSI Administrator for posting on the website. 2. Maintain accurate record of reservations received for each event. Forward checks and other registration information to the Finance Chairman, with a copy to the Conference Chairman. Do not hold checks; make deposits no less than weekly. 3. Provide necessary information to various chairmen, such as: a. Name badges name, association and state office held. b. Meals - name of persons attending various meals, as well as any special dietary requirements, to the chairman in charge of the various luncheons, banquet and brunch. Revised 5/

17 4. Appoint enough responsible local members to staff the Registration Desk in order to keep it open as long as possible to accommodate registrants as they arrive. 5. Work with Conference Chairman in preparing and printing the scrip tickets. 6. Work with Banquet and Brunch Chairmen regarding seating arrangements. Obtain head table seating assignment from the LSI President. 7. Provide for supplies at the Registration Table, including a cash box (with change), pens, pencils, erasers, paper clips, stapler, staples, staple remover, scissors, scotch and masking tape, paper and wastebasket. Consider having the registration packets alphabetically divided and have several members handle the registration. 8. Allow sufficient room to display items and sell drawing tickets if your association will have a drawing. 9. Distribute registration envelopes. Envelopes should contain badges, scrip and/or individual tickets, and meeting program. If boodle bags are provided, they should be distributed together with the registration envelopes. C. Finance. B). 1. Prepare a budget of anticipated income and expense (Attachment 2. Open a special bank account on which the President and Conference Chairman may sign. Use the local association s federal tax ID number. Maintain an accurate record of all deposits and withdrawals; make deposits daily. 3. The Conference Chairman must submit an itemized report to the LSI President within 30 days of the Quarterly Conference (Attachment C). D. Meals. [NOTE: It may be more convenient for the Conference Chairman to make the selection for all meals] 1. Luncheons. Governors, Presidents, Open Luncheons. Although seating is informal, each luncheon is held in a separate room and a microphone and podium should be included in the room set-up. Check with the LSI Officer presiding over each luncheon to confirm that a microphone is desired. Smaller luncheons may have no need for a microphone. Give consideration to serving a buffet style lunch for each individual luncheon if a central buffet is maintained by the hotel. Avoid box lunches. Revised 5/

18 The local chairman should contact the LSI Executive Secretary with questions regarding the Governors' Luncheon; the LSI President regarding the Presidents' Luncheon; and the LSI Vice President regarding the Open Luncheon and advise as to the number and names of those registered. One local member (Governor for Governors' Luncheon; President for Presidents' Luncheon, etc.) should be available at each luncheon to provide any assistance. 2. Banquet. a. With the Conference Chairman, select menu, determine price. (Price information is needed to determine the scrip ticket price. Obtain firm price from hotel and confirm in writing, after obtaining approval of the LSI President.) b. Plan tasteful entertainment. Obtain necessary microphones, lighting, space, etc. Consult with the LSI President regarding program time allocation. (In the event musical entertainment or an orchestra is used, make sure music selection is appropriate and there is no conflict with union regulations.) Confirm "start" and "stop" times. c. Select Master of Ceremonies (MC). The LSI President will supply MC with a clearly typed list of names and titles of those to be introduced in proper order. Include pronunciation (and definitions of initials) and will review names and titles with M.C. for clarity. d. If you desire, with Conference Chairman and Registration Chairman, assign general seating. Request that the hotel provide table numbers. Check to be sure the tables are numbered the way you want them (Table "1" may or may not be to the far left or right). This has not been done for years, but if your association wishes to do so, there is no restriction against it. e. With LSI President and Conference Chairman, arrange seating at head table. Prepare name cards. Sub-head tables or tables close to the head table may be used for LSI Past Presidents, LSI Honorary Members, LSI Chairmen or other special guests in attendance. f. Instruct the waiters to serve the head table and Past Presidents table first. Instruct the waiters to pick up the meal tickets and give them to you for accounting purposes. Most hotels will require a meal number guarantee, so will not be using tickets in charging your association. g. Work with committee chairmen in charge of decorations and programs. Revised 5/

19 h. Welcome your guests; introduce the Master of Ceremonies. (See Brass Tacks for protocol at meetings.) 3. Brunch. a. With the Conference Chairman, select menu, determine price. (Price information is needed to determine the scrip ticket price. Obtain firm price from hotel and confirm in writing, after obtaining approval of the LSI President.) b. Select a speaker. The LSI President will supply speaker with a clearly typed list of names and titles of those to be introduced and in proper order. c. With Conference Chairman and Registration Chairman, assign general seating. (Seating may be same as banquet.) It is optional to assign general seating. d. With LSI President and Conference Chairman, arrange seating at head table. Prepare name cards, if appropriate. Sub-head tables or tables close to the head table may be used for LSI Past Presidents, LSI Honorary Members, LSI Chairmen or other special guests in attendance. e. Instruct the waiters to serve the head table and Past Presidents table first. Instruct the waiters to pick up the meal tickets and give them to you for accounting purposes. f. Work with committee chairman in charge of decorations and programs. g. Welcome your guests; introduce the Speaker. (See Brass Tacks for protocol at meetings.) E. Boodle Bags - Door Prizes. Boodle bags are usually provided by the host association in a convenient carry-all for favors, brochures, programs, etc. Favors (pens, pencils, scratch pads) are often donated by local businesses for advertisement. Door prizes may either be donated by local businesses or members of your association, or a combination thereof. The door prizes should be attractively wrapped. To save time during the meeting, pre-draw door prizes. For example, assign a number to each door prize. Draw door prize winners from scrip ticket purchasers before registration opens. Indicate on registration envelope whether that person has won a door prize and can pick it up immediately upon registration. Alternatively, draw names from scrip ticket purchasers, taping the recipient's name on the prize. Post the names at the end of the meeting and advise the winners that they should pick up their door prize at a designated area. Revised 5/

20 Consider setting aside the three best door prizes (or solicit three additional special prizes) for a special drawing to be held at the end of the business meeting. Drawing tickets may be sold only through the end of the business session on Saturday and should be clearly announced at the mid-point of the business meeting. Ask the purchaser to write his/her name and local association on the reverse of the ticket stub to be drawn. Not everyone will remember to bring their tickets with them and tickets will not have to be continuously drawn in order to find winners. The winners of the various drawing prizes are to be posted immediately preceding the brunch on Sunday morning. A list of donors (door prizes and boodle bag items) must be included in the meeting program. A thank you note from the local association should be sent to each individual or business immediately following the Conference. F. Educational Programs/Legal Specialization Section. The LSI Educational Program Coordinator is in charge of the speakers and program for the educational program. You may be asked to assist in obtaining a speaker. The Conference Chairman, or someone appointed by him/her, should work with the LSI Educational Program Coordinator to arrange a meeting room, speaker's table, microphone, and audio-visual equipment. The Legal Specialization Sections Coordinator and Leaders are in charge of the section workshops. You may be asked to assist in obtaining speakers. The Conference Chairman, or someone appointed by her, should work with the LSI Legal Specialization Sections Coordinator (and the individual leaders) to arrange meeting rooms, speakers' tables, microphones, and audiovisual equipment. G. Exhibitors. Companies selling office equipment, supplies and other services to the legal community are usually anxious to purchase space to exhibit their latest equipment and materials. Exhibit space should be conveniently located near the meeting room to encourage visitors. Security must be provided. The room must be locked when not in use. Exhibitors will start arriving on Thursday to set up displays, so the room must be available to them at that time. The room should be reserved until 5 p.m. on Saturday to allow ample time for the exhibitors to conduct their drawings and pack up their exhibit materials. Exhibitors should be advised that the names of the winner(s) of their particular drawing will be posted on a board and displayed Sunday morning at the brunch. Decide on an appropriate charge, if any, for the exhibit space, as that is part of your income. Appropriately drawn contracts should be executed. The room provided must have sufficient electrical outlets. Ask the hotel for the room size as well as location and capacity of electrical outlets. Names of exhibitors should be included in the conference program. H. Hospitality. The hospitality chairman and his/her committee, as official hostesses, are the welcoming contingent. Members of this committee would be stationed in the hotel lobby to greet guests as they arrive. This is another committee that allows those local members who are unable to devote a great deal of time to the Conference to commit to a few hours' work. Revised 5/

21 Costumes or a common scarf, hat, etc. corresponding to the theme of the Conference help in recognition of hostesses. Committee members should be present at every function to render assistance and make everyone feel welcome. I. News Media - Photography. Send information concerning the educational programs to be held at the Conference to the bar associations in your area. Coordinate all publicity with the LSI Vice President. (Optional) Arrange for a photographer to take candid shots at the various functions (Friday reception, Saturday cocktail hour and banquet). An area should be set aside for the display of the proofs both Saturday and Sunday morning. It is the photographer's responsibility to solicit and fill orders and obtain payment therefore, as well as deliver the photographs to the customer. The price charged for photographs is at the discretion of the photographer. Two sizes should be made available (3x5 and 5x7 or 5x7 and 8xl0), but keep in mind that the smaller sizes will probably sell easier than an 8xl0. Color photographs sell better than black and white. J. Programs and Scrip Tickets - 1. Schedule of Events Program. This should be a very simple program containing the time and location of the events for the Conference. It need not contain advertisements and can be photocopied on an 8-1/2 x 11" page folded in half. The program should include a schedule of events, which must have been coordinated with the LSI President, and the room in which they will be held. It may also include a list of Conference committee members, a list of local officers. It should include a list of contributors. Check copy carefully and be sure names are spelled correctly and titles are properly used. IT IS NECESSARY to send a mock-up of the program to the LSI President, who has full control over the agenda, so she can check the agenda for accuracy. 2. Banquet and Brunch Programs. (Optional) A program may be placed at each person's plate at both the banquet and brunch (8-1/2 x 11, folded in half). The program should contain the respective agenda (confirmed with the LSI President) for that function; inclusion of the menu is optional. 3. Scrip Ticket. A separate ticket should be provided for each meal event in order to reconcile accounting records. If not drawn prior to registration, door prize tickets can be provided in the scrip ticket packet; one or more boxes should be provided for the Revised 5/

22 depositing of the door prize stubs. K. Transportation Information concerning means of transportation available to the meeting site should be included in the Official Notice. Precise information as to freeway turnoffs and directions to the hotel is a great help to those driving. Means of transportation between airport, bus station or train station and hotel should also be included. If there will be a charge for hotel parking, this information should also be included in the Official Notice. X. DISSEMINATION OF CONFERENCE INFORMATION. A. The LSI Executive Secretary will send a questionnaire to the Conference Chairman for completion for use in composing the Official Notice. Complete and return as designated. Use the completed questionnaire as a guide for the conference and hotel flyers. B. Early registration contributes greatly to the success and smooth operation of your Conference. Make it easy for everyone to register. Suggestions: Include a tear-off form on your flyer, if possible, with complete instructions (to whom the registration should be mailed and what the deadline is); the amount enclosed (and an itemization of the tickets being purchased); how the check should be made payable (" CONFERENCE FUND"); name of registrant, local association, and LSI office (or chairmanship) held. A writeable PDF is helpful. C. LSI Past Presidents must pay the registration fee if attending conference. XI. MISCELLANEOUS. A. Bring to the LSI President's attention any local information that should be highlighted or names of local people who should be introduced during the Conference. B. Do not hesitate to inform the LSI President of any problems that arise before, during, or after the Conference which could in any way interfere with the Conference schedule of events, hotel payment, etc. C. Be aware of additional charges involved if you do not meet any minimum required by the hotel. D. Arrange to have at least two pages who will serve as messengers during the business sessions. These are usually children of local members, scholarship recipients, or new members. E. As soon as possible after the Conference: 1. Send thank you notes to people who contributed in any way. 2. Pay all outstanding bills. Revised 5/

23 3. Present a final accounting to the local association. 4. Complete the Summary Reporting Form (Attachment C) within 45 days of the Quarterly Conference and forward original to LSI President (with copies as indicated on form). 5. Thank your local members for their assistance. Revised 5/

24 ATTACHMENT A NOTICE OF INTENTION TO BID FOR QUARTERLY CONFERENCE OF LEGAL SECRETARIES, INCORPORATED CERTIFICATION LETTER LSI Standing Rules provide as follows: 2.3. Notice of intention to bid for November, February and August Quarterly conferences, with proper certification on forms provided by the LSI Executive Secretary, shall be submitted to the LSI President by the February Conference, or later, at the discretion of the Executive Committee, for presentation to the Governors at the Post Annual Conference Board of Governors meeting two years in advance of such Conferences. 2.4 The notice of intention to bid shall include the following information: (a) (b) (c) (d) (e) (f) (g) tentative Conference dates, which shall be after the first weekend of the respective month of the Quarterly Conferences; intended Conference site; projected room rates, including taxes and fees; location of nearest major airport; distance and modes of transportation available from nearest major airport to intended Conference site, parking fees at intended Conference site; and projected scrip ticket price. 2.5 If there are more than three Local Associations bidding for the same Quarterly Conference, the Executive Committee may request an Association who has hosted a Quarterly or Annual Conference within the previous three years to withdraw their present bid. Pursuant to the above Standing Rules LSA, LPA] hereby gives notice of its intent to bid to host the LSI Quarterly Conference meeting on:. It is hereby certified that at the regular meeting of [LSA, LPA], held on, the following motion was made and carried: That [LSA,LPA] bid to host the LSI Quarterly Conference on, (certify that the date is not on a holiday weekend) at the hotel, in, California, which projected room rates are $ for a single room and $ for a double room, including taxes and fees. The nearest airport is located and is Revised 5/

25 approximately miles from the intended Conference site. Transportation available from the nearest major airport is:. Parking fees at the intended Conference site are: $. The projected scrip ticket price is $. Dated: LSA, LPA By: President By: Secretary Revised 5/

26 ATTACHMENT B NOTICE OF INTENTION TO BID - BUDGET QUARTERLY CONFERENCE INCOME Registration ( ) at $20 each Registration ( ) at $30 each (late) Reception ( ) at $25 each Luncheons ( ) at $ each Banquet ( ) at $ each Brunch ( ) at $ each Individual Registration ( ) at $ each Individual Luncheon ( ) at $ each Individual Banquet ( ) at $ each Individual Brunch ( ) at $ each Drawings ( ) at $ each Donations ( ) at $ each TOTAL INCOME 22

27 DISBURSEMENTS Printing (Programs/Scrip tickets/drawing tickets) Decorations (Welcome reception) Decorations (Banquet) Decorations (Brunch) Postage (including letters to potential donors) Entertainment (Banquet) Flowers (Banquet) Coffee Breaks Reception ( ) at $ each Banquet ( ) at $ each Banquet (wine corkage, etc., if any) Brunch ( ) at $ each Brunch (music, if any) Honorariums (color guard, pages) Gifts (LSI President/Conference Chairman) TOTAL DISBURSEMENTS NET PROFIT TO ASSOCIATION $ 23

28 ATTACHMENT C SUMMARY REPORTING FORM QUARTERLY CONFERENCE (Page 1 of 4) Pursuant to Standing Rule 2.16, the original of this form must be completed and filed with the LSI President within forty-five (45) days after the Quarterly Conference. Dates of Meeting: Location of Meeting: INCOME Seed Money Full Scrip Ticket at $ = $ Full Scrip Ticket late at $ = $ Registration only at $ = $ Registration only late at $ = $ Individual Reception at $ = $ Individual Reception late at $ = $ Luncheons at $ = $ Banquet only at $ = $ Banquet only late at $ = $ Brunch only at $ = $ Brunch only (late) at $ = $ Fundraisers Donations Opportunity Drawings Boodle Bags Vendors/Ads at $ total at total $ total $ total total TOTAL INCOME $ 24

29 SUMMARY REPORTING FORM QUARTERLY CONFERENCE (Page 2 of 4) DISBURSEMENTS Printing Programs Scrip tickets Drawing tickets Decorations Welcome Reception Postage Banquet Brunch Coffee Break Welcome Reception Luncheons # Cost $ # Cost $ Banquet Entertainment Corkage # Cost $ Brunch Entertainment Honorariums Color Guard Pages # Cost $ 25

30 SUMMARY REPORTING FORM - QUARTERLY CONFERENCE (Page 3 of 4) Gifts LSI President Conference Chair(s) Hotel Staff $ Fundraisers Boodle Bags Cash Bellman tips AV equipment/podiums Other (describe) TOTAL DISBURSEMENTS INCOME LESS DISBURSEMENTS NET PROFIT TO ASSOCIATION Total Number of Sleeping Rooms Occupied: Thursday Friday Saturday Number of Suites Occupied: 26

31 SUMMARY REPORTING FORM - QUARTERLY CONFERENCE (Page 4 of 4) Total Number of LSI Members Registered: Grand Total of Registrants: Number Attending Banquet: Number Attending Special Luncheons: Suggestions: By: Quarterly Conference Chairman LSA/LPA cc: LSI Executive Committee 27

32 Attachment D LSI CONFERENCE PROPOSED MEAL AND SCRIP TICKET PRICES Dates of Quarterly Conference LSI STANDING RULE 2.10: THE EXECUTIVE COMMITTEE SHALL APPROVE THE SCRIP TICKET PRICE SIX (6) MONTHS PRIOR TO THE QUARTERLY CONFERENCE, BASED ON ITEMIZATION OF ACTUAL COSTS. PLEASE DO NOT ALTER THIS FORM. SHADED AREAS FOR LSI EXECUTIVE COMMITTEE USE ONLY. MEAL GRATUITY TAX SUB-TOTAL ADJUSTMENT TOTAL REGISTRATION 2 $ RECEPTION 3 $ BANQUET $ $ $ $ $ $ $ BRUNCH $ $ $ $ $ $ $ SCRIP TICKET PRICE $ EARLY REGISTRATION $ DISCOUNT 2 ($ 10.00) SCRIP TICKET PRICE W/EARLY REGISTRATION 2 $ LUNCHEONS $ $ $ $ $ $ COMMENTS: INDIVIDUAL TICKETS 1 HOST ASSOCIATION CONFERENCE DATES LSA/LPA CONFERENCE SITE/CITY EARLY REGISTRATION DEADLINE 4 1 STANDING RULE 2.9: THE HOST ASSOCIATION MAY ADD A CHARGE NOT TO EXCEED $5.00 FOR EACH INDIVIDUAL BANQUET AND BRUNCH TICKET PURCHASED. 2 STANDING RULE 2.7: THE REGISTRATION FEE FOR AN QUARTERLY CONFERENCE SHALL BE $35; OR, $25 IF PAYMENT IS RECEIVED BY THE HOST ASSOCIATION 30 DAYS BEFORE THE CONFERENCE COMMENCES. 3 STANDING RULE 2.8: THE CHARGE FOR THE FRIDAY NIGHT RECEPTION AT AN QUARTERLY CONFERENCE SHALL NOT EXCEED $30 PER PERSON. 4 PER STANDING RULE 2.7, 30 DAYS BEFORE CONFERENCE COMMENCES. Proposed scrip ticket 05/18 1

33 LSI CONFERENCE PROPOSED MEAL AND SCRIP TICKET PRICES SUBMITTED BY: NAME ADDRESS TITLE CITY/ZIP TELEPHONE: DAY ( ) EVENING ( ) NOTE: IF AVAILABLE, PLEASE ATTACH COPY OF SITE HOTEL CONTRACT AND LUNCH/BANQUET/BRUNCH MENU. APPROVED BY LSI EXECUTIVE COMMITTEE ON BY, PRESIDENT Proposed scrip ticket 05/18 2