Vice Presidents/Program Information Page
AV Needs
Workshop Schedule
Presentation Proposals grid
Presentation Proposals descriptions update 5/04/07
MSCA VP Timeline
BREAKOUT SESSIONS and SPRING CONFERENCE
Ö Go over evaluations and begin for the coming conference
Ö Elem. VP begins work on vendors for the Spring Conference. Other VP’s help make contacts.
Ö Discuss MoACTE presenters and assistance with MLVP
February--Calls due to office-Lee mails to Ginger Tipton as a “clearing- house.
Ö Spring conference registration is due on pre-determined date
Ö MLVP – makes agenda for Spring Conference
March-Spring Conference in Jefferson City day of-all VP’s attend.
Ö Work registration table
Ö Assist Lee
Ö Help speaker set up
Ö Check out meeting room
Program Committee Meeting —night of Spring conference @ Tan Tar-A
Ö VP’s meet-check for duplications
Ö Confirm each Call is distributed to the proper level
Ö Each level VP meets with those members who are present
Ö For needed session suggestions
March 15--
Ö Letters to potential presenters in the mail to confirm they still want to present.
Ö Confirm any facilitators listed
Ö Request if there is a need for a certain day/time
Ö Request AV/room needs
Ö Request resume’
Ö Let them know you will have day/date/time/room by med-June
Ö Set return deadline for April 1 (NO LATER)
April 1-
Ö All confirmations/needs/resumes’ should be in
Ö Call/email/write any that have not responded
April--
Write up for Ginger/Linda L./Lee/Charlie of
Presenter
Title
Where they are from and school/level
Facilitators
(These are needed for the May slotting session)
May Gov. Bd. meeting--all presenters confirmed
Meet with other VP’s, Charlie and Shari
slot all programs
check for duplications
*Discuss Spring Conference speaker (have ideas and people in mind)
Divide Spring Conference responsibilities
May-send to Linda L (newsletter) and Lee, Title of presentations, names of presenters for the newsletter)
Mid-June-Letters out to presenters
Ö Day/date/time/room
Ö Check AV/room needs-once more
Ö Check all names that were on the call to include co-presenters, facilitators and correct spelling. ( This is important)
Ö Shore up any gaps you might see or questions you might have
Ö Resume’ if not yet received
Ö Make personal grid of presenters to include
name
day/date/time/room for presentation
facilitators (if they indicated some)
AV/room needs
(this grid will go to Bill Sevier and to the people in charge of facilitators) I email it to them and take a hard copy to the Aug. meeting
Ö Put together file for Linda Donovan of resume’s - if they presented the previous year there will be one on file-if not she will need one)
In Linda D’s file I put a cover sheet that has the presenter’s name, day/date/time/room presenting and indicate if a resume’ is on file or in the file or still deficient (see example).
July – any clean up that needs to be done on your end-
July 1 – everything in to Linda L.
August--Gov. Bd. meeting
Ö Meet with VP’s--finalization of all for Linda L. and Ginger (sometimes some presenters back out--this should be the only reason for any program gaps at this time.)
Ö Give AV grid to Bill/Linda L. Ginger/Charlie/Lee
Ö Finalize Spring Conference – go over registration fees - other
Ö LDC-go over last minute details and Bill will want all final AV/room needs
Ö MLVP prepare spring registration form for Lee to put in packet-email to Lee
September--Final letter of confirmation to the presenters that includes: (a friendly reminder)
title
day/date/time/room
AV/room needs check
Offer of any assistance
Big thank you for volunteering (I put this in every letter I send or email).