PROGRAM COORDINATORS
 

Two coordinators will be appointed for each program.  They can share responsibilities as they see fit; generally one sets up the program, and one makes site arrangements.

The duties of the program coordinator include:

• Identify and recruit a speaker or speakers for the program.  The number of speakers depends on the nature of the program.  Speakers are to be paid according the ARRT Monetary Guidelines.

• The program coordinator needs to discuss the nature of the program with the speaker and then bring these ideas back to the Steering Committee for approval.

• Send a contract to the speaker to sign and return.

• Give the equipment needs to the site coordinator as soon as possible as this determines where a program will be held.

• Get the handouts from the speaker and make copies.  If the speaker makes their own copies, they need to bring receipts for reimbursement.

For speakers coming from outside the area, the program coordinator needs to negotiate travel arrangements with the speaker.  
These include:

• Arranging for the dates a speaker will come in—generally speakers should come in the day before the program and leave the day of the program

• The speaker should purchase his/her own airline ticket and forward a receipt to the program coordinator for reimbursement. 

• Once dates for the speaker are set, the program coordinator needs to give these to the site coordinator so the coordinator can arrange for a facility and hotel (if necessary)

The program coordinator needs to ensure that the speaker(s) arrives promptly at the program and then sees that the speaker has everything they need for the program. The coordinator should be sure that the speakers know how to get to the program site.  If the speaker is from out-of-town and staying at a hotel, the coordinator needs to make arrangements to pick them up and take them to the program, and then arrange transportation to the airport after the program

The program coordinator must also:

• Produce a flyer incorporating information about the program, information about the speakers, and a registration slip. Flyers should be in PDF format. Send copy of flyer to the Membership Coordinator or Chair at least 2 months before the program date for e-mail distribution to ARRT members.

• Work with the site coordinator to come up with a tentative budget to be presented to the Steering Committee before the program and then a final expense sheet and summarization of the evaluations after the program

• Create and distribute the program evaluation

• Introduce the speaker at the program and present the honorarium after the program.

The duties of the site coordinator include:

• Work with the program coordinator and the Steering Committee to determine the type of facility needed for the program—restaurant, banquet hall, library

• For a restaurant or banquet hall, the facility should have two rooms—one for the program and one for dinner—or one room big enough for separate seating for program and dinner.

• For a restaurant or banquet hall, guarantee no more than 50 people for the program.

• Sign the contract.  Call in the final count for food when the restaurant requires it.

• For a library meeting room, find a willing library with a large enough room and work with the library about the set up.  Pick up the food for the program.  Morning programs can include bagels, sweet rolls, fruit, juice, and coffee.  Afternoon programs may have cookies, cake, brownies, fruit, soft drinks, and coffee

• All facilities need a registration table for name tags and handouts

• Arrive at the facility ahead of time to make sure the room is set up properly

Working with the program coordinator:

• Find a hotel for out-of-town speaker

• Arrange for their pickup from the airport and then to it

• Pay all hotel bills and give them to the treasurer for reimbursement (or use ARRT credit card)

• Set up a tentative budget for food, equipment, and facilities, and then a final expense sheet for the program

•   Set up any dinners or lunches with Steering Committee members and out-of-town speaker

• Make the nametags for the program

Special note:

If the program being planned is an all day conference, more than one program and site coordinator may be needed.There will generally be numerous speakers, usually a main speaker and breakout speakers.  Coordinators will need to find all the people and come up with budgets for fees, transportation, hotels, meals, and printing fees. The site coordinator needs to find a facility large enough for 100 to 150 people and make a budget that covers room charges, continental breakfast, lunch, afternoon soft drinks, tablecloths, audiovisual equipment.The estimated budget with all expenses will be needed before a fee for the conference can be set.  All day conferences fees need to cover expenses.