GUIDELINES FOR HOSTING ANNUAL LSI CONFERENCES. LSI - Educating California s Legal Professionals

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1 GUIDELINES FOR HOSTING ANNUAL LSI CONFERENCES LSI - Educating California s Legal Professionals

2 TABLE OF CONTENTS GUIDELINES FOR HOSTING...1 ANNUAL LSI CONFERENCES...1 I. NOTICE OF INTENTION TO BID....1 A. Annual Conference....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....2 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....4 IV. PRESENTATION OF BID....4 V. PROCEDURE AFTER ACCEPTANCE OF BID....4 i

3 TABLE OF CONTENTS VI. FINANCE....6 VII. SCHEDULE OF EVENTS -- ANNUAL CONFERENCE BOARD OF GOVERNORS MEETING....7 VIII. HOTEL/MOTEL ARRANGEMENTS....9 A. Sleeping Accommodations....9 B. Complimentary Suites and/or Rooms LSI President Conference Chairman Local Registration Chairman C. Meeting Room Arrangements LSI Executive Committee Registrar s Team Continuing Education Council (CEC) Publications Revision Committee (PRC) Legal Specialization Section Leaders Presidents' Roundtable Officer/Chairman Workshops Legal Specialization Section Workshops Exhibitors Area History Books/Bulletin Display Registration Friday Night Welcome Reception/ Candidates Party/Exhibitors Night Saturday Conference Board of Governors Meeting Luncheons Reception (Cocktail Hour) ii

4 TABLE OF CONTENTS 16. Banquet Brunch Installation of LSI Officers Post-Annual Board of Governors Meeting Reader Board Meeting Rooms IX. CHAIRMEN'S RESPONSIBILITIES A. Conference Chairman B. Registration/Reservations C. Finance D. Meals Luncheons LSI Past Presidents Luncheon Banquet Brunch E. Boodle Bags - Door Prizes F. Legal Specialization Section G. Exhibitors H. History Book/Bulletin I. Hospitality J. News Media - Photography K. Officer/Chairman Workshops L. Programs and Scrip Tickets Schedule of Events Program Banquet and Brunch Programs iii

5 TABLE OF CONTENTS 3. Scrip Ticket M. Official Program N. Presidents' Roundtable O. Transportation P. Welcome Reception/Campaign Party X. DISSEMINATION OF CONFERENCE INFORMATION XI. PROTOCOL A. If seated at the head table for any meal, remember that until the LSI President...24 XII. MISCELLANEOUS iv

6 I. NOTICE OF INTENTION TO BID. A. Annual Conference. GUIDELINES FOR HOSTING ANNUAL LSI CONFERENCES Notice of Intention to Bid for an LSI Annual 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. The bid for the Annual Conference shall be submitted to and voted on by the delegates two years in advance. Such 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 tentative Conference site, and 7) estimated scrip ticket cost. (Standing Rules 3.3 and 3.4.) II. PRE-BID SUGGESTIONS. A. Site Selection. 1. Size of Attendance. Determine the average attendance of the Conference by securing the reports of the last two or three Annual Conference Chairmen to determine the average attendance. There is a chart on the LSI website showing conference comparisons under the Members Only section: Guidelines for Hosting. 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 Annual Conference be held at the height of the busy season? Consider a location not subject to a season. Annual Conferences may not be scheduled on California, national and/or religious holiday weekends (see Standing Rule 3.11). 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? 1

7 6. Price of Meals. How expensive are the meals? Roughly figure out the price of a meal by adding on gratuity (sometimes called a service fee) and sales tax as well as ten percent (five percent for each year) in order to estimate the price of that meal for the scrip ticket in two years. B. Site Inspection. 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: 4. Appearance. Does the hotel provide a pleasant atmosphere? 5. Rooms. Are the rooms pleasing? Are there enough of them in the classes (single/double/suites) you need? Are rollaways available; at what charge? Is WiFi offered free of charge? 6. Reservations. What special procedures are used for checking in/out groups so as to avoid long lines? 7. 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? 8. Meeting Rooms. Are they big enough, comfortable, soundproof, lightproof, near restrooms? Are internet connections available? Are electrical switches and outlets conveniently located? 9. 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? 10. Logistics. Are the meeting rooms easy to find? Are they located far from the hotel traffic area? 11. 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. 12. Parking. Does the hotel have free parking? If not, will the fee be validated for registrants who stay in the hotel? 2

8 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. 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. C. Meeting Rooms. Most hotels have a sliding scale charge for the use of meetings 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). It may be based upon meeting 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 not responsible for any meeting room or microphone charges, other than those charges arising from Legal Specialization Section seminars or Continuing Education Programs arranged by the Educational Program 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 3

9 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 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. Contact the Annual Conference Chairman regarding a table at the Welcome Reception, contact that person after the February Conference. Your association may wish to promote your bid if you are competing with 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. Those associations bidding for an Annual Conference may want to make a special presentation to the delegates Saturday afternoon prior to the voting. If so, at least sixty days prior to the Annual Conference, request that the LSI President allocate time on the agenda for that purpose. 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, snail mail address, and phone number of your Conference Chairman. The Chairman for the Annual Conference shall be a member of and recommended by the hosting association for appointment by the LSI President, which appointment will be announced at the August Conference) (Bylaws, Article XII, Section 2(b)). The Conference Chairman's immediate responsibilities include: A. Confirm meeting date with local association. 4

10 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 if needed. 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 available), registration area in lobby, coffee for Friday and Saturday morning breaks). Contact the LSI President for additional room or suite requirements (non-complimentary) for honorary members/advertisers' hospitality suite(s). 5. Number of meeting rooms required (set-up style and approximate number of people using each room), 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 or service fee. 7. Check-out time. If extended, to what time. D. Confirm the above in writing with the hotel. E. Appoint chairs. Some suggestions are: Boodle bags* Decorations Door Prizes Entertainment Exhibitors Finance Friday Evening Reception with Exhibitors/Campaign Party** 5

11 History Book/Bulletin Contest Hospitality News Media - Photography Programs/Scrip tickets Registration/Reservations Transportation Educational Programs Continuing Education Legal Specialization Sections Meals: o o o o o o o Governors' Luncheon Presidents' Luncheon Newcomers' Luncheon Kalman S. Zempleny II CCLS Luncheon LSI Past Presidents' Luncheon (by invitation only; usually off-site) 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 by, or combined with an Exhibitors Night at the option of the hosting association. Educational programs are coordinated by LSI Educational Program Coordinator 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 6

12 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 B) No commitment to spend money should be made without prior approval of the Conference Chairman. Upon request, LSI will advance a maximum of $500 to an association hosting an Annual Conference (Standing Rule 3.2). 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 an Annual Conference shall be $30 or $20 if payment is received by the host association 30 days before the conference commences (Standing Rule 3.7). 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, rounded off upward. The registration fee is to cover any overage. The Executive Committee must approve the price of the scrip ticket six (6) months prior to the Annual Conference. The LSI Conference Proposed Meal and Scrip Ticket Prices from (Attachment D) shall be used when submitting this information to the LSI President. The LSI Conference Proposed Meal and Scrip Ticket Prices (Attachment D) should also include a copy of contract including meal prices, if available. VII. SCHEDULE OF EVENTS -- ANNUAL 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 Annual Conference (times will be determined by the LSI President): Thursday 7:30 a.m. 5:00 p.m. Continuing Education Council Meeting (as set by Educational Program Coordinator) 8:00 a.m. noon Registrar s badge assembly (as set by the Registrar, may be noon to 4:00PM (for badges to be ready for Registration opening) 8:00 a.m. 5:00 p.m. Publications Revision Committee Meeting (as set by Editor-In-Chief) 8:30 a.m. 5:00 p.m. Executive Committee Meeting (as set by LSI President) 7

13 1:00 p.m. 5:00 p.m. Legal Specialization Section Leaders (as set by LSS Coordinator) 4:00 p.m. 7:00 p.m. Registration 5:00 pm - Completion Set - up for History Book and Bulletin Contest Friday 8:00 a.m. - 8:00 p.m. Registration 8:00 a.m. - 8:00 p.m. Exhibitors 8:00 a.m. - 5:00 p.m. History Book Display (as set by LSI Historian) 8:00 a.m. - 5:00 p.m. Bulletin Display (Close for Judging at 5:00 p.m.) 8:30 a.m. - 11:45 a.m. Officer/Chairman Workshops (as set by Educational Program Coordinator) 9:00 a.m. - 11:45 a.m. Presidents' Roundtable 9:00 a.m. - 5:00 p.m. CCLS Certifying Board Meeting (as set by CCLS Certifying Board Chair) 10:15 a.m. - 10:30 a.m. Refreshment Break 12:00 p.m. - 1:15 p.m. Governors Luncheon 12:00 p.m. - 1:15 p.m. Newcomers Luncheon 12:00 p.m. - 1:15 p.m. Presidents Luncheon 1:30 p.m. 3:30 p.m. Legal Specialization Sections Workshops (2) 2:00 p.m. - 4:00 p.m. Marketing Committee Meeting (as set by Marketing Committee Chairman) 4:00 p.m. 6:00 p.m. Legal Specialization Section Workshops (2) 6:30 p.m. - 8:00 p.m. Welcome Reception/Campaign Party and/or Exhibitors Night (choice of the hosting association) Saturday 7:30 a.m. 2:00 p.m. Registration 8:00 a.m. 9:00 a.m. Pre-Annual Conference Board of Governors Meeting 8

14 8:00 a.m. 3:00 p.m. Exhibitors 8:00 a.m. 5:00 p.m. History Books/Bulletin Display 8:30 a.m. - 9:30 a.m. Delegates Register 9:30 a.m. - 10:30 a.m. General Assembly, First Session 10:15a.m. - 10:30a.m. Coffee break 10:45 a.m Noon Continuance of General Assembly, First Session 12:00 p.m. - 1:30 p.m. Kalman S. Zempleny II CCLS Luncheon- Open to all 12:00 p.m. - 1:30 p.m. LSI Past Presidents (LSI Past Presidents Luncheon - offsite arranged by an LSI Past President) 1:30 p.m. 2:00 p.m. Delegates Register 2:00 p.m. 3:30 p.m. General Assembly, Second Session 4:00 p.m. 6:00 p.m. Legal Specialization Section Workshops (2) 4:00 p.m. - 6:00 p.m. Joint EC/CCLS Certifying Board Meeting 6:30 p.m. 7:30 p.m. Reception 7:30 p.m. 9:30 p.m. Banquet Sunday 8:30 a.m. - 9:00 a.m. Delegates Register 9:00 a.m. 11:00 a.m. Brunch/General Assembly, Third Session Installation of Officers Followed by: Post-Annual Board of Governors Meeting VIII. HOTEL/MOTEL ARRANGEMENTS. A. Sleeping Accommodations. Determine rates and request hotel to put a hold on approximately 20 rooms Wednesday night (members of the Executive Committee, Continuing Education Council, Publications Revision Committee and Legal Specialization Leaders) and 75 rooms Thursday night, and an additional 50 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. 9

15 Ascertain whether a deposit is required. Another alternative is to ask registrants on the Conference registration form whether they will need to share a room; your registration chairman (or a subcommittee member) can act as a clearing house for those registrants who may be traveling alone. 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 Wednesday through Sunday. The LSI Executive Committee will meet on call 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. 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 Annual Conference. Check with the LSI President for specific requirements. 1. LSI Executive Committee. Arrange for a meeting room set up with a conference table for eight people, available on Thursday from 8:00 a.m. to 5:00 p.m. 2. Registrar s Team. A meeting room with conference table for 3 to 5 people available on Thursday from 8:00 a.m. to noon, or at the Registrar s direction. The Registrar, Assistant Registrar, Registration Chair, and helpers will assemble the delegates badges. This must be completed prior to the opening of conference registration. 3. Continuing Education Council (CEC). A meeting room with conference table for seven people, available on Thursday from 7:30 a.m. to 5:00 p.m. (The CEC is responsible for any room service expense.) 10

16 4. Publications Revision Committee (PRC). A meeting room with conference table for nine people, available on Thursday 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 people available on Thursday. If possible, this meeting room should be adjacent or close to the meeting room of the Continuing Education Council. (Sections are responsible for any room service expense.) 6. Presidents' Roundtable. Classroom style with a head table, draped to the floor, and a podium with a microphone. The maximum attendance is usually 30 people. The Roundtable takes place on Friday morning 9:00 a.m. to 12 noon. The LSI President is in charge of the Roundtable and will coordinate the arrangements with the Conference Chairman. 7. Officer/Chairman Workshops. The Educational Program Coordinator is in charge of the Workshops and will coordinate the arrangements with the Conference Chairman. Six separate breakout rooms or areas will be needed for various workshops. 8. Legal Specialization Section Workshops. The room set-up (tables and chairs) should be as directed by the section leader with the preferred arrangement to be classroom style if possible, with a table and chairs outside the room for registration. Room service (if requested by individual section leaders) is at the expense of those attending the workshop. 9. 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 Thursday afternoon in order to be ready Friday morning. This room must be secured after hours. 10. History Books/Bulletin Display. A room in close proximity to the other meeting rooms. Several tables (8-12 in length) will be required to display the history books and bulletins. 11

17 The LSI Historian is responsible for the History Book display and judging, which may be done on Friday night or Saturday morning at the discretion of the LSI Historian. This room must be secured after hours. The Editor of The Legal Secretary is responsible for the Bulletin Display and judging. This room must be secured after hours. A separate room for judging on Saturday from 9:00 a.m. to 1:00 p.m. may be required. 11. Registration. Should be located in an area readily accessible to those attending the weekend events. Directional display signs in the lobby as persons enter the hotel are helpful. 12. Friday Night Welcome Reception/ Candidates Party/Exhibitors Night. The room should be large enough for 200 persons with a no host bar. The allowed cost for the reception is set forth in Standing Rule 3.8. 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. Arrangements must be made for tables (and possibly chairs and easels) for candidates for LSI office if an election year, and for those associations requesting space to promote their bid for a Conference. This event is optional and may be combined with an Exhibitors Night which would include adequate space for candidates for LSI office and local associations bidding for future conference sites. 13. Saturday Conference Board of Governors Meeting. The rooms reserved for this session must be set up as follows: a. Pre-Annual and Post-Annual Conferences: 1) Classroom seating for approximately 41 Governors and theater seating for an additional 75 persons with a center aisle. 2) 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. Name placards for the LSI Officers will be in the order directed by the LSI President. 3) A floor microphone at center aisle in middle of the room or side of the room as directed by the LSI President. b. For the Annual Conference, classroom seating for approximately 126 delegates and theater seating for 100 persons with a center aisle. The three delegates from each local association are to be seated together; do not separate an association at the center aisle. By tradition, associations are seated alphabetically alternating A-Z one year and Z-A the next 12

18 annual conference. Inquire from the immediate past annual conference chair how the associations were seated at the last annual conference. 1) 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. Name placards for the LSI Officers will be in the order directed by the LSI President. 2) 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. 3) An American flag and the California flag should be at the side of the head table. The American flag should be to the left of the head table (looking at the head table; the California flag to the right). Arrangements for Color Guard should be made for Annual Conference unless otherwise directed by the LSI President. 4) A floor microphone at center aisle in middle of the room or side of the room as directed by the LSI President. 5) One long table on the inside of the room near the entrance for other materials to be distributed, staffed by the administrator with one chair. 6) Two long tables on the inside of the room at the back, or side of the room, for use by the Marketing Committee. Five chairs should be placed behind the table. 7) A table, two chairs and microphone just inside the Delegates' Entrance for use by the Registrar and Assistant Registrar of Delegates. 8) Pitchers of water and water glasses on head table, governors' tables, registrar s table, and water at the back of the room for guests. 9) The Coffee Break (if offered) should be setup just outside the location of the Annual Conference room to avoid disrupting the General Assembly with setup. 14. 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 at the direction of the LSI Officer presiding. Attendance will depend on reservations. (See Meals, Paragraph D, for a description of the various luncheons at the Annual Conference.) 15. Reception (Cocktail Hour). No host. Arrange for an area adjacent to the banquet room, large enough to accommodate

19 225 persons. 16. 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) on risers with microphone and lighted lectern. In an election year, confirm with the LSI President whether the newly elected Treasurer should be seated at the head table. 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. Two tables front and center should be reserved for the LSI Past Presidents and other dignitaries. 17. 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. LSI Officer name placards as directed by LSI President. Arrange for an area in the room where brunch is held to post the names of winners of opportunity drawing tickets. A buffet at Brunch is discouraged because it slows down the meal. 18. Installation of LSI Officers. The new LSI officers, or returning officers in a non-election year, will be installed, or re-installed, following the Sunday Brunch at the Annual Conference. Check with the LSI President or President-Elect (or her designee) as to any special requirements (stage, additional microphones, lighting, piano, etc.) 19. Post-Annual Board of Governors Meeting. A separate room should be reserved, similar to that under number 13(a) above, which will accommodate 120 persons. 20. 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. 14

20 21. Meeting Rooms. Secure room names or numbers of all meeting rooms for insertion in the Official 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. Pursuant to Standing Rule , the Annual Conference Chairman will be reimbursed only for the cost of the Annual Conference scrip ticket, (i.e., not lodging, per diem and transportation expenses). 2. The LSI Executive Secretary will prepare the EC Resume after the Executive Committee meeting for the next morning's meeting. The Resume 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 may be done at someone's office or another commercial photocopier (at LSI's expense). 3. Arrange for the presentation of colors at the opening of the business session on Saturday. Advise the LSI President at least four weeks before the meeting of the name of the color guard. The color guard may be from a local military installation, a Boy or Girl Scout Troop, or members of your own association. (The American flag is at the President's right; the California flag is to her left as you look at the head table.) 4. Arrange for a local notable to welcome the governors/delegates on behalf of the host association city and a Keynote Speaker on Saturday. 5. Advise the LSI President at least four weeks prior to the meeting of the names of the Masters of Ceremony, speakers, pages, dignitaries, etc. 6. Present the Official Program for adoption by the delegates at the first assembly session of the Annual Conference and announce any changes. Report on the number of registrants for the Annual Conference. 7. 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, Legal Specialization Section Leaders, and Registrar and Assistant Registrar prior to, or during their meetings. 8. Arrange for display posters outside the Exhibitors area, History Book/Bulletin Display Room, Presidents' Roundtable, Officer/Chairman Workshops, Legal Specialization Section Workshops and the various 15

21 luncheons. Check with the hotel for availability of easels, in the absence of television monitors outside of the rooms. B. Registration/Reservations. 1. Prepare a flyer containing complete Conference information, and provide a copy to the LSI President for review. Have form published in The Legal Secretary (check with Editor for deadline, but a minimum of six months lead time is necessary for publication, so plan on submission to Editor no later than December 1 of the prior year.). Pursuant to Standing Rule 3.6, the cost of publishing the flyer is borne by LSI. 2. For added attention for the Annual Conference, consider announcing at both the November and February Conferences information about the conference. 3. 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. 4. Provide necessary information to various chairmen, such as: 5. Name badges name, association and state office held. 6. 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. 7. 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. 8. Work with Conference Chairman in preparing and printing the scrip tickets. 9. Work with Banquet and Brunch Chairmen regarding seating arrangements. Obtain head table seating assignment from the LSI President. 10. Work with the Registrar of Delegates during the Annual Conference in identifying delegates on name badges and the seating of delegates. 11. 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. When registration gets busy, consider having the registration packets alphabetically divided and have several members handle the registration. 12. Allow sufficient room to display items and sell drawing tickets if your association will have a drawing. 16

22 13. 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. 14. Keep a list of attendees willing to share their room or looking for roommate. Provide potential roommate information as requested by attendees. 15. Consider having a whiteboard or corkboard for people with tickets to sell at conference. People looking to buy tickets late will know what is available and from whom. C. Finance. D. Meals. 1. Prepare a budget of anticipated income and expense (Attachment C). 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 Annual Conference Chairman must submit an itemized report to the LSI President within 60 days of the Annual Conference (Attachment D). [NOTE: It may be more convenient for the Conference Chairman to make the selection for all meals.] 1. Luncheons. Governors, Presidents, Newcomers, CCLS. 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 if desired by the presiding LSI Officer or LSI Past President. Give consideration to serving a buffet style lunch for each individual luncheon. The Kalman S. Zempleny II CCLS Luncheon is dedicated to Kalman S. Zempleny II because of his support of LSI and in particular the CCLS program. It is intended to honor those who have passed the CCLS examination during the fiscal year. The LSI Vice President, CCLS Chairman, and CCLS Certifying Board Chairman may have additional program requirements. Local Association Presidents Luncheon. This is an informal luncheon which will immediately follow the Presidents Roundtable on Friday. This luncheon will be moderated by an LSI Past President. The local chairman should contact the LSI Executive Secretary with questions regarding the Governors' Luncheon; the LSI President, or LSI Past President, regarding the Presidents' and Newcomers Luncheon and the LSI CCLS Chairman regarding the CCLS Luncheon, and advise as to the number and names of those registered. One local member (Governor for Governors' 17

23 Luncheon; President for Presidents' Luncheon, etc.) should be available at each luncheon to provide any assistance. 2. LSI Past Presidents Luncheon. This is an informal luncheon arranged for LSI Past Presidents at annual conferences. Registration and other arrangements are made by a past president of LSI. Although this luncheon is not necessarily held at the hotel, the General Chairman should offer assistance in making the necessary reservations. 3. 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. c. Select Master of Ceremonies (MC). The LSI President will supply the MC with a list of names and titles of those to be introduced in proper order. d. With Conference Chairman and Registration Chairman, decide if you wish to assign general seating. This has not been done recently, but you are allowed to do so if you wish. Bear in mind assigned seating is not popular with many members, and will take time to arrange. e. With LSI President and Conference Chairman, arrange seating at head table. Prepare name cards. 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. Ascertain if the waiters will be collecting tickets, or if tickets will simply be visible on the tables to indicate meal choices. You will have had to guarantee ahead of time a certain number of meals that you are paying for, so collecting the tickets likely will not be used to account for hotel meal charges. g. Work with committee chairmen in charge of decorations and programs. h. Welcome your guests; introduce the Master of Ceremonies. (See Brass Tacks for protocol at meetings.) 4. 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 18

24 Master of Ceremonies. The LSI President will supply MC with a clearly typed list of names and titles of those to be introduced and in proper order. If no Master of Ceremonies is used, you are responsible for making appropriate introductions, presentations, announcements, etc. See Brass Tacks for protocol at meetings. c. With Conference Chairman and Registration Chairman, assign general seating if desired. (Seating may be same as banquet.) d. With LSI President and Conference Chairman, arrange seating at head table. Prepare name cards, if appropriate. 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. Ascertain if the waiters will be collecting tickets, or if tickets will simply be visible on the tables to indicate meal choices. You will have had to guarantee ahead of time a certain number of meals that you are paying for, so collecting the tickets likely will not be used to account for hotel meal charges. f. Work with committee chairman in charge of decorations and programs. g. Welcome your guests; introduce the Master of Ceremonies. (See Brass Tacks for protocol at meetings.) h. Work with the LSI President to arrange for musician or local member to play the LSI Farewell Song at conclusion of Brunch. E. Boodle Bags - Door Prizes. Boodle bags may be 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, or other local associations in support of your conference. 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. Consider soliciting donations for drawings 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. 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. 19

25 A list of donors (door prizes, drawing items, 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. An official thank you (courtesy Resolution) is sent to each contributor and speaker at the Annual Conference by the LSI Executive Secretary. It is the Conference Chairman's responsibility to furnish the LSI Executive Secretary with a list of names and addresses of contributors and speakers (including color guard and pages). The list should be kept up to date so that the proper number of resolutions can be ordered, there are no last-minute, post-conference rushes, and no one is forgotten. F. Legal Specialization Section. 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 him/her, should work with the LSI Legal Specialization Sections Coordinator (and the individual leaders) to arrange meeting rooms, speakers' tables, microphones, and audio-visual equipment. LSI owns two projectors that connect to speakers laptop computers. So they need not be ordered from the AV provider. G. Exhibitors. Companies selling software, supplies, and other services to the legal community are usually anxious to purchase space to exhibit their latest products 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. Contact the LSI Administrator for example contracts, or ask the Exhibit Chair of the prior annual conference for a copy. The room provided must have sufficient electrical outlets. Ask the hotel for the room size as well as location and capacity of electrical outlets. Determine if complimentary wi-fi is available to exhibitors, or at what charge to the hosting association. Names of exhibitors should be included in the official program. H. History Book/Bulletin. One chairman may be in charge of both displays/contests, arranging for constant supervision on a rotating schedule. This is a good opportunity to solicit a few hours' work from those local members who are unable to devote a lot of time to the Annual Conference. 20

26 Three judges from the area are chosen by the LSI Historian for the History Book Contest. You will be asked to provide assistance in locating candidates. Artists, art teachers, museum docents, publishers, and historians may be appropriate judges. Judging of the History Books takes place on Saturday morning, from 9:00 a.m. to approximately 1:00 p.m. A lunch is provided for the judges at the expense of LSI. Three judges from the area are chosen by the Editor of The Legal Secretary for the Bulletin Contest. You will be asked to provide assistance in locating candidates. Local journalists, journalism instructors, and artists, may be appropriate judges. Judging of the Bulletins takes place on Saturday morning, from 9:00 a.m. to approximately 1:00 p.m. A lunch is provided for the judges at the expense of LSI. I. Hospitality. The hospitality chairman and his/her committee, as official hosts, 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. Costumes corresponding to the theme of the Conference help in recognition of hostesses. In lieu of costumes, a common scarf, hat, etc. can be worn. Some members of the committee should be stationed in the assembly room to direct governors (and delegates) to their seats. Committee members should be present at every function to render assistance and make everyone feel welcome. J. 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 individual and group photos on Saturday during the cocktail hour prior to the 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. K. Officer/Chairman Workshops. The Educational Program Coordinator is the moderator of the Officer/Chairman Workshops introduction, which is held Friday morning during the Annual Conference. The Conference Chairman should work with the Educational Program Coordinator in setting up the rooms, arranging for microphones, and providing any other necessary details. 21

27 L. 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 may 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 rooms in which they will be held. It should also include a list of Conference committee members, a list of local officers and 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. A purse-size schedule of Annual Conference events is of great convenience to registrants. Arrangements should be made with the printer for an adequate supply. 2. Banquet and Brunch Programs. 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. The brunch program should have the LSI Farewell Song printed on the back of the program. 3. Scrip Ticket. A separate ticket should be provided for each meal event in order to allow for meal service and perhaps to reconcile accounting records. If not drawn prior to registration, door prize tickets may be provided in the scrip ticket packet; one or more boxes should be provided for the depositing of the door prize stubs. A special door prize for visiting the Exhibitors should be held. A ticket in the packet listing each Exhibitor with room for initials should be provided, with a space for the participant s name and local association. The prize is awarded by the hosting association. M. Official Program. 1. Preparation and assembling the Official Program is a big job. Start early with a mock-up (using prior Official Programs as samples) and obtain bids for printing. 2. Early in February, write for black and white glossy 5x7 prints from LSI elected and appointed officers and LSI committee chairmen. Clearly identify each on the reverse side with name and official title and 22

28 corresponding number in the mock-up. Check with the editor of The Legal Secretary for possible use of photos used in the magazine. 3. The LSI President will provide you with the names of persons appointed for various conference functions and jobs (Installing Officer, Presidents' Roundtable Moderator, etc.); request that they provide you with black and white glossy 5x7 prints for inclusion in the Official Program. 4. The LSI President will provide you with the agenda for the business sessions of the Conference for inclusion in the Official Program. 5. The LSI Annual Conference Standing Rules and the LSI Election Rules must be accurately printed in the Official Program. 6. Pictures of the Annual Conference committee are customarily included in the Official Program. Individual 5x7 black and white glossy prints can be used or a group shot may be taken. 7. If advertising in the Official Program will help defray the cost of printing, estimate advertising space available and determine amount to charge advertisers. 8. Obtain advertising copy early. Contact prospective advertisers early to obtain firm commitment for space (even before copy is supplied). 9. Contact local associations and invite them to place ads in the Official Program at the going rates. 10. Names must be spelled correctly and correct designations must be used. Check copy carefully prior to sending to printer and check galley proof carefully and promptly upon receipt. 11. Glossy prints should be returned to the owners after printer has finished with them. N. Presidents' Roundtable. 1. The LSI President appoints the moderator of the Presidents' Roundtable, which is held Friday morning at the Annual Conference. The Annual Conference Chairman will be informed as to the person appointed and should work with the moderator in the room set-up, arranging for microphone(s) and performing any other necessary details. 2. A picture of the Presidents' Roundtable moderator may be included in the Official Program