HOW TO:

                                       CHAIR THE CLUB ROOM COMMITTEE

                                                                  August 1995

NOTE:This draft prepared by ews from input that Jeff Fischer sent to Jerry Bever.

1.         Introduction

            1.1       Committee selection

The Section Chair (ews: or the Chair Elect???) appoints the Chair of the Club Room Committee.  The committee chair will form a Club Room committee comprised of manufacturer and supplier members that have distinct interest in the Section.  A committee of 4 to 12 members is generally satisfactory. 

            1.2       Purpose of the Committee

The committee organizes and manages the manufacturer/supplier exhibits for the Section annual meeting and hosts, organizes, and manages the Fun Night for the Section members at the annual meeting.

2.         Committee Tasks

            2.1       Committee Plan

The committee chair, with appropriate input from the committee members and guidance from the Officers and Board of Trustees, shall develop an annual plan of action.

2.2       Committee Meetings

Committee meetings should be held as required.

            2.3       Exhibits

The Club Room Committee will organize and coordinate all aspects of the exhibits and exhibit space including but not limited to:

            Notification by mail of available exhibit opportunity to all eligible and interested entities.  Exhibit space base fee and "extras" fees may be set by the committee but is subject to approval by the Board of Trustees.

            Receipt of exhibit space requests, layout of exhibits within available exhibit area, assignment of exhibit space based on "lottery-type" method.

            Prepare and coordinate exhibit area with hotel and exhibitors.

            Assurance of compliance to exhibitor rules.  Exhibitor rules must be determined by the committee, approved by the Board, and available to all exhibitors at the annual meeting.

            2.4       Fun Night

The Club Room Committee will organize and coordinate all aspects of a "Fun Night" at the annual meeting for the enjoyment and relaxation of participants and spouses attending the annual meeting.  It is desirable that the Fun Night have a theme and that evening activities and food reflect that theme.  The Fun Night theme and activities must be inclusive without discrimination toward gender, race, or age.

The Club Room Committee will coordinate all aspects of food and beverages with hotel.

            2.5       Committee Members

The committee members should be given explicit and specific assignments to assure that committee activities are accomplished. 

3.         Club Room Chair responsibilities

            3.1       Committee Activities

The committee chair will direct and coordinate the activities of the committee members.  Frequent updates of committee progress as the activities are developed and organized must be sent to all committee members and the Annual Meeting Committee Chair (Chair Elect). 

            3.2       Committee Budget

The committee chair shall make a committee budget request for the next calendar year to the Chair Elect not later than July.  Excursions beyond the budget allocation must be approved by the Section Board of Trustees.