Hosting Guidelines
MAA Seaway Section
Guidelines for Hosting a Meeting
A. OUTLINE OF MEETING
-
The Executive Committee meets on Friday from 4 to 6.
-
The general meeting begins on Friday evening with a social hour at 6.
Dinner runs from 7 to 8:30. A speaker then talks for about an hour.
-
The Saturday morning session starts about 9 and ends at 12. Lunch
from 12 to 1:30. The afternoon session runs from 1:30 to about 4.
B. PROGRAM PLANNING
The section officers plan the Saturday program. By tradition, the
host arranges only one event: the after-dinner speech on Friday.
C. ATTENDANCE
Expect from 50 to 100 on Friday evening, most likely 75, and from
125 to 150 on Saturday.
75 cars may require campus parking on Saturday.
D. DINING FACILITIES
Some colleges have faculty clubs or restaurants that are very suitable for
Friday's program. A reserved section or room in the campus dining halls
is also a possibility. It is especially convenient for travelers to have
the Friday banquet at the hotel where they are staying. Whatever is used,
it is important that our space be isolated from others so that the
after-dinner speaker can be heard without distraction.
For lunch we should use one of the on-campus facilities.
E. MEETING ROOMS
The following rooms are needed:
| Quantity
| Type
| Capacity
| Function
| Time
|
| 1
| Conference Room
| 10
| Exec. Comm. Mtg
| Fri. 4-6
|
| 1
| Auditorium
| 175
| Plenary Session
| Sat. 9-12
|
| 4
| Classrooms or Lecture Halls
| at least 50
| Parallel Sessions
| Sat. 1:30-4
|
F. RESPONSIBILITIES OF THE HOST
The host:
-
provides the after-dinner speaker on Friday and an official welcomer
at the start of Saturday's program;
-
provides refreshments for registration on Saturday morning, and hot
or cold drinks when the afternoon session ends;
-
provides audio-visual equipment;
-
arranges social hour, dinner, and lunch;
-
books rooms for the sessions;
-
provides a campus map, a college profile, and travel instructions
for the Newsletter;
-
reserves a block of rooms in a local motel;
-
collects the checks mailed to campus for pre-registration and meals,
and prepares a list of pre-registrants;
-
issues meal tickets, name tags, and receipts to pre-registrants
when they arrive.
G. COSTS
The main cost is that of refreshments. There may be an additional
cost for student helpers, supplies, and audio-visual setups.
In the past the section has not provided funds for local expenses,
but there are several things a department can do to control them:
-
Administrations are often persuaded that hosting a state-wide
group of educators, concerned with questions of mathematics
education, is a worthy activity to support;
-
It is common to include a service charge of $1 or more in setting
the prices for dinner and lunch;
-
Publishers interested in displaying their wares are willing to pay
rental fees for space.
H. LOCAL COMMITTEE
For the meeting to run smoothly, it is essential that a local
arrangements committee be appointed to carry out the tasks in (F).
The MAA Departmental Representative often chairs this committee.
This file last modified: Fri Dec 12 2003 12:52 pm
URL: http://www.math.binghamton.edu/maa_seaway/Meetings/hosting.html
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Fernando Guzmán
