The Time Line is a step-by-step schedule of months, weeks, or days by which major C/F tasks should be completed. Careful coordination of tasks is essential in order to assure the timely completion of each committee's responsibilities. Read and re-read this time line. Post for visibility and task integration.

TIME

COMMITTEE

TASK

12 months

President of local Chapter or group presenting the C/F appoint General Chair (G.C.)

12-11 months

General Chair (G.C.) appoints Comm. Chairs (c.p.s.)

12-11 months

G.C., Committee Chairs

hold initial planning meeting;

select theme, special performers

12 months

G.C., Comm. Chairs select C/F Dates

11-9 months

Facility Comm.

select facility, sign contract for services

11-9 months

Program Comm.

identify presenters/performers

9-1 months

Publicity Comm.

notify media, groups, others

7-5 months

Food Services Comm.

contract for lunch and snack services, presenter's luncheon, costs

7-5 months

Program Committee,

contact/Groups confirm program presenters/performers

if necessary, sign contracts

7-5 months

Registration Comm. pre-registration services

7-5 months

Facility Comm.

contract for sound engineering

5 months

Program Comm.

plan C/F program and schedule

5-4 months

Brochure and Event Program Comm.

art services; approve graphics for brochure and event program. Sign contract for graphics

5-4 months

Brochure and Event Program Comm.

sign contract for typesetting and printing services

5-4 months

Display Comm.

write letter to craft persons and check out Arts/Crafts display areas

5 months

Program, Facility Comms.

submit all information needed for brochure and event program, pre-Registration, preferably earlier

4 months

Brochure and Event Program Comm.

information and graphics to typesetter

proof read and layout copy for printing take camera ready program to printer

3 months

arrange to mail

3 months

Brochure and Event Program Comm. recruit members to prepare

(same process as program)

10 weeks

Brochure and Event Program Comm.

label, mail brochures

10 weeks - Registration Comm.

meet with professional volunteers or Contractor to review pre-reg. procedures, provide info & supplies

2 months

Facility Comm.

meet at facility to allocate program spaces for programs, booths, etc.

8-6 weeks

Food Services Comm.

recruit 6-8 members to distribute lunches

8-6 weeks

Confer. Guides

recruit C/F Guides

8-6 weeks

Registration. Comm.

recruit Registrars

5-4 weeks

Registration Comm.

make detailed plans for registration on C/F day

5-4 weeks

Program Comm.

send follow-up letters to Arts/Crafts displayers

1 month

Publicity Comm.

contact news, radio and TV media

1 month

Facility Comm. Chair

arrange for AV equipment

3-1 weeks

Facility Comm.

make C/F signs

2-1 weeks

Facility, Reg. Comm.

print program flyer

2-1 weeks

Program Comm.

Send ??????? to Registration Comm.

2-1 weeks

Facility Committee

print facility map, send to Registration Comm.

2-1 weeks

Conf. Guides Comm.

guides meet at facility

1 week

Food Services Comm.

give lunch and other food needs to food contractors

1 week

Registration Committee

hand process late registration;

complete registration preparations and signs

Several days before event

Facility Comm.

obtain parking/loading permits

1 day ahead

Arts/Crafts displays

set up facility, hang signs

During fest/conf.

Facility Comm.

place media equipment,

monitor AV equipment

1/2 hr. before

Facility Comm.

Food Service.

set out lunches

after fest/conf.

Facility Comm.

take down signs; as agreed upon, with clean up custodians

A.S.A.P.

Facility Comm.

return media equipment

1 wk. after conf.

All Chairs

submit expenses to G.C

2 wk. after conf

All Chairs

write thank you letters

2 wk. after conf

All Chairs

prepare committee reports

Within one mo.

G.C., Comm. Chairs

hold evaluation meeting;

collect comm. reports

45 days after fest/conf.

G.C.

write Final Report

The first chore met by the organizing group is the selection of a C/F Date. This is done by the coordinating group of the sponsoring organization. It is usually set ten to twelve months before hand.

SELECTION OF GENERAL CHAIR(S)

The General Chair(s) are appointed by the C/F sponsoring organization. The G.C. holds office for the entire process of a C/F or until a replacement is trained.

DUTIES AND RESPONSIBILITIES OF GENERAL CHAIR1. Appoint committee chairpersons (c.ps. or chairs). Chairs are appointed for the following committees: Program Development, Facility, Registration, Brochure and Event Program, Arts/Crafts Display Committee, C/F Guides, Food Services, and Publicity.

2. After the c.ps. appointments have been made, call a meeting of all the c.ps. At this meeting, explain the overview of the committee structure and give each chair a copy of the applicable section of this Appendix. Discuss how tasks will be coordinated, the importance of time lines, and to whom questions will be referred. Generate ideas for possible themes, speakers, entertainers, and program structure. Decide upon the theme and choice of participants (with alternatives).

3. Prepare a proposed budget for the C/F (see section on Budget). Present the proposed budget to your accountant and sponsoring organization for review. Then, after input from these reviewers, review it with committee chairs.

4. Take responsibility for all financial matters pertaining to the C/F.

a. Set up a bookkeeping system, which will assure complete and accurate records of all income and expenditures. Consult with treasurer or accountant as needed.

b. Open a C/F checking account at your local bank.

c. Instruct c.ps. that payment for C/F expenses can be made only if accompanied by receipts and expense vouchers.

5. Meet with the Program, Facility, and Registration chairs to discuss their responsibilities. If there are two G.Cs., this task can be shared.

6. Arrange for Brochure and Event Program c.p. to receive ALL information needed for brochure at least four months before the C/F.

7. Coordinate the activities of the committees; weekly ask the c.ps. for progress reports (by e-mail or phone is okay). Schedule meetings of the chairs to share information and coordinate efforts.

8. On the morning of the C/F, come early to the facility and be available as a problem solver for unforeseen problems. Check to see that everything is ready for the opening session. Check with committee chairs throughout the day, giving assistance as needed.

9. Remain at the facility until everyone has left and the facility has been cleared of C/F paraphernalia. Take the leftover materials with you.

10. After the festival, call your committee chairs together for an evaluation meeting. Invite the chair(s) of the next C/F in your area to attend.

11. Gather data and summary reports from all of the c.ps. and prepare a final report. Include the following:

a. a narrative overall evaluation of the C/F, to include strengths/successes, organization, and implementation problems and suggestions and recommendations for improvement.

b. a final budget report

Also include:

a. summary report from the c. ps. (for next years c.ps. to review)

b. list of Arts/Crafts displayers you contacted

c. a list of the presenters' names, addresses, phone numbers, and lecture/workshop topics

d. one copy each of the C/F Poster, Brochure, C/F Program flyer, any new letters and forms or PSAs developed for the C/F, and any handouts used at the registration (or other pertinent information.

Make two copies of the report and place one copy in the general history file and give one copy to the G.C. of the next years event.

12. GO OUT AND DO WHATEVER YOU DO TO CELEBRATE!

BUDGET INFORMATION

The General Chair or Co-Chairs are responsible for setting and monitoring the BUDGET of the C/F.

When planning the BUDGET, many items must be taken into consideration. The performers' expenses (transportation, room and board), if any, are generally the major expenses. Others include mileage for program presenters, printing costs and food services. The charges for the facility and custodial services must also be considered. A sample budget planning form is included below:

SAMPLE: BUDGET PLANNING FORM

INCOME

Registration Fees $

Ticket Sales $

Arts/Crafts displays $

Donations $

TOTAL $

EXPENSES

Performers

Long Distance Phone Calls $

Travel $

Accommodations and Meals $

Program Costs

Presenters' Travel $

Food Services

Snack Foods $

Presenters' Lunches $

Facility and Custodial Charges $

AV Services $

Printing and Duplicating

Brochures $

C/F Program Flyers $

Facility Maps $

Programs $

Postage $

Publicity $

Presenters' C/F Buttons $

Guides $

Telephone Calls $

Supplies $

Miscellaneous $

TOTAL

GRAND TOTAL (Total Income less Total Expenses) $

PROGRAM DEVELOPMENT COMMITTEE (PDC)

Size of Committee: One or two chairs (c.ps.)

Six to eight people representing a variety of areas of concern: political, environmental, artistic, educational, etc.

Overview of Committee

The PDC is the backbone of the committee structure. Its members should be generally knowledgeable in the fields of social action and development, know resource people in the community, and be familiar with conferences.

It is important that the PDC works closely with the Brochure and the Event Program committee since it is responsible for production and distribution of brochures and Event Programs to C/F participants Communicate carefully the items to be contained in the brochure and the event program.

The committee is responsible for insuring that the themes for the C/F programs reflect the entire community and for planning the C/F program schedule. Leave the selection of the presenters up to the participating groups. The Committee is also responsible for selecting the fine and performing artists, and works with those artists to ensure their material is in keeping with the main theme of the C/F, Community Unification and Peace.

Duties of the Committee

1. Attend the initial planning meeting of the G.C. and committee c.ps, at which the dates are decided and specific calendar and task assignments are discussed.

2. Contact, by phone, the selected artists, program presenters, and other groups that may wish to offer presentations as part of the C/F. If they are interested, follow up the call with a letter. Include information about your group, date, place, theme of C/F, and what you expect from them. Request a return letter confirming the performer's or presenter's acceptance of the invitation and terms.

3. Invite the G.C. to the initial committee meeting. Brainstorm topic areas appropriate to the theme and to the various constituencies that will attend the C/F. List possible artists and program presenters. Develop a list of 50 to 60 or more possible presentations.

4. At the next meeting, discuss the brainstorm list; narrow the list to those persons who will be invited to present programs and who will be performers. Aim for an optimal balance of familiar and new resource persons; also aim for an optimal balance of programs in each category.

Next, assign presenters to individual committee members giving those members responsibility for contacting her/his presenters. Then send an Acceptance List to the c.p. including names, addresses and phone numbers of persons who have agreed to present programs and who have agreed to be performers. Set a deadline by which all Acceptance Lists will be sent to the committee c.p.

5. WHEN MAKING THE INITIAL PHONE CALL TO THE POSSIBLE PRESENTER, include the following:

a. date of the C/F

b. invitation to provide a presenter for a program within the C/F program

c. options for length of the performance as determined by the PDC

d. explanation of the practice of giving HONORARIUMS if applicable

e. letter of confirmation being sent after acceptance by the presenter of the phone invitation

f. date and time to call back if the presenter/group needs time to think about the invitation

g. be sure to obtain the presenter's mailing address

6. Prepare and mail a PRESENTER LETTER and PROGRAM PRESENTER FORM to all presenters who have agreed to present a program or performance. (See Illus. 2 & 3).

7. Prepare a MASTER ADDRESS LIST of all the presenters; include telephone numbers.

8. As the presenters return their PROGRAM PRESENTER FORMS to the Program c.p., check off their names on the MASTER ADDRESS LIST. Save the list for the FINAL C/F REPORT.

9. When all the PROGRAM PRESENTER FORMS have been returned, plan the programs and the C/F schedule. (See '71 & ‘91 C/F schedules.

a. Count the number of 1-hour, 1 1/2-hour, and 2-hour presentation choices. Make sure that each presenter's choice is accommodated.

b. Divide the presentation topics to provide a balance in each program. Use of a PRESENTATION SCHEDULING CHART may be helpful. (See Illus. 4).????????

c. Based on the anticipated number of attendees, schedule appropriate number of seats for each program. To be on the safe side, over project the attendance.

d. Check with the G.C. regarding other activities and events that should be scheduled.

e. Discuss the idea of offering OVERNIGHT ACCOMMODATIONS to persons driving a great distance to the C/F.

10. After the program has been completely planned, turn over all pertinent information to the Brochure and Event Program c.p., double-checking for accuracy.

Include:

a. date, location , address of C/F

b. major presenters, with brief biographical information

c. C/F schedule; information regarding special events

d. presentation information (location, title, time)

description, length of presentation, presenter, target audience)

e. performance schedule

11. Compose a PRESENTER INFORMATION SUMMARY (see Illus. 5)??????????, which will provide an overview of all information pertinent to each presentation, including facility and A/V requirements.

12. Visit the facility with the G.C. and the Facility c.p. Refer to the Program Information Summary to allocate the facilities for the presentations. Discuss allocation of space for registration, book sales, Arts/Crafts displays, membership, food services, dressing rooms for performers, and lounging areas. Discuss placement of signs and the traffic flow.

Enter the facility assignment for each presentation on the Presenter Information Summary. Make copies for the G.C. and Facility c.p.

Request Facility c.p. to arrange A/V needs of presenters and for the videotaping of programs, presentations, etc.

13. Write a follow-up letter to presenters. Ask each to check in at the presenters' table in the registration area to pick up materials and to meet the guide who will assist the presenter. Include a brochure; invite presenter to sign up for a program.

14. After the C/F schedule of events and facility assignments are firmly in place, prepare a C/F schedule of facility numbers or facility names for each event, plus additional required information. Limit this flyer to ONE PAGE, using both sides. Distribute these to staff as an aid to answering questions.

15. Ask someone from the PDC - the G.C. or arrange for an emcee to introduce the performers.

16. Invite someone prominent from your community to give a WELCOME at the opening ceremony.

17. Ask the G.C., Facility c.p. or the Program c.p. to make announcements about program changes, etc.

18. On the day of the C/F, be available to answer questions, be of assistance, and to deal with unforeseen problems.

19. Greet presenters and show them where they may store their equipment/materials if they are to wait for their facility. Check that presenter has guide to direct them to the assigned facility and assist in other ways.

20. Send letters of appreciation to presenters. Include checks if any payment is due, unless checks were distributed at the C/F.

21. Prepare a brief report for the G.C., including your evaluation of the Program segment of the C/F, any problems encountered, and recommendations for improvement.

22. Give the G.C. your brief report, the Master Address List, the C/F Program Flyer, the Evaluation Form, and any new letters or forms developed for the C/F. These will be very valuable resources for planning future C/Fs.

Illustration 2: PEACE FESTIVAL PRESENTER LETTER

Date:

To: Peace Festival/Conference Performers or Presenters

Re: Confirmation of C/F Participation

From: (your name) Program Development Committee Chairperson

This purpose of this letter is to confirm the telephone conversation you had with one of the PDC members. We are pleased that you have agreed to give a performance or present a program at the C/F on (day, date, at place).

Presenters and performers may register for the C/F at no charge. Honorarium (is one given?) Mileage is paid for those who travel more than (??) miles. Food provided for all presenters and performers?

In (??) months you will receive specific information about the C/F, including the time and location of your performance or program, instructions on registration and a C/F brochure. (Do this as soon as arrangements are confirmed).

PLEASE COMPLETE AND RETURN THE ENCLOSED FORM NO LATER THAN (a date before brochure completion goes here). Your promptness in returning the form will be greatly appreciated.

We appreciate your willingness to share your professional ability and valuable time with us. Please call if you have any questions.

Name of Chair, Address, and Telephone Number

Illustration 3:

PROGRAM PRESENTER FORM

This information is used to assist C/F planning and to describe your presentation in the C/F brochure.

Presenter name Phone

Address

Co-presenter

Title or description of your professional role(s)

Workshop/performance title

Workshop/performance description (be specific)

Intended audience for workshop/performance include those who are interested in:

appropriate technology/community self-reliance

environment *metaphysical/spiritual

human rights *nuclear issues

hunger/homeless * education

wildlife protection *social justice

Native American study *civil rights

holistic medicine * alternative lifestyles

economic issues *political processes

jazz * classical music *folk music * ballet

folk dance * theatre *comedy* other

If it is a workshop, is it practical/hands on OR conceptual/theoretical

Workshop/performance length is: 1, 1 1/2 , OR 2 hrs.

Space is limit: most workshops/performances are held in classrooms that seat about 40 persons. If you are willing to present to a larger group (50-500) please indicate.

Audio/visual equipment: Available if necessary. Please list your needs and we'll contact you.

Handouts for programs are encouraged.

Please bring at least (?) copies, more if you have agreed to present to a larger group. You may request that participants purchase the handout materials from you. If you plan to do so, please describe the material and price so we can include that information in the brochure.

Thank you for your participation in the C/F!

PLEASE RETURN FORM BY(??) to: Name of Chairperson/ Address /Phone Number

Illustration 4

PERFORMANCE/WORKSHOP SCHEDULES

SESSION A - 10:30 to 12/12:30 p.m.

# # Category Workshop Performance

SESSION B - 1:30 to 3/3:30 p.m.

# Category Workshop Performance

SESSION D - Evenings

# Category Workshop Performance

1. For each of the two or three workshop/performance programs in each session, make a chart large enough to accommodate all the categories with enough spaces for all the workshops/performances.

2. Using "post-it" notes, write the name, topic and target audience for the workshop/performance; place it in the appropriate category, thus making a tentative assignment to one of the workshop/performance programs. Continue until all the workshops/performances are posted.

3. Move the notes around until you have an optimal distribution of the workshops/performances.

4. Assign a program number to each program, starting with 1 and numbering consecutively through all the programs. Write a corresponding number on each Presenter Workshop Form.

Illustration 5

PRESENTER INFORMATION SUMMARY

NAME

WORKSHOP:

AUDIENCE SIZE:

FACILITY SIZE:

LENGTH:

MEDIA REQUIREMENTS:

SPECIAL REQUESTS:

FACILITY COMMITTEE

Size of committee: One Chairperson (c.p.)

Two to three committee members

Overview of Committee

The Facility Committee selects the facility/facilities for the C/F. It maintains communication with the Program Development Committee. A good facility coupled with a program made up of dynamic presenters and performers and a variety of topics create the successful C/F.

A preferred facility is one which is well lighted and, has an easy traffic pattern, a large assembly hall or auditorium, many class rooms, a cafeteria, display areas, and bathrooms all under the same roof. An excellent facility is one which is rent free or charges a minimal fee.

Often the above attributes cannot be found under one roof or even at one facility. If this is the case, the Facility Committee must decide which attributes have priority after conferring with the Program Development Committee. Keep in mind you can use church auditoriums, school auditoriums, or city conference rooms. The entire C/F can take place at a university, in the downtown area of your city or town, any park, or on private land. Consider which location(s) would draw a significant portion of your community. You may need all the above sites.

The Facility Committee makes all of the direction and information SIGNS for the C/F. It also locates and distributes the A/V equipment for the programs and sets up the facility arrangements for all of the events, or contracts for these services.

Sign placements in and around the facility must be well planned. People attending the C/F needs to find facilities with a minimum of time and effort. Put all signs up high so people (especially folks in wheelchairs) can see over the heads of others.

The information area, placed near the facility entrance, must be carefully planned and laid out in order to facilitate the smooth handling of a large number of people.

Duties of Committee

1. Visit facilities in the community (colleges, high schools, large churches, conference centers, fair grounds, and city parks) and inquire about space available and rental and custodial fees.

2. Discuss the available options with the G.C. and the Program Development c.p. Then select the one(s) which offer the most advantages.

3. Make an appointment to meet with the staff of the selected facility. At this meeting present a detailed list of space, media equipment, furniture, food services, custodial, and technical assistance needs (particularly sound stage).

Sign a contract for some/all of the following:

a. Use of facility (dates, times, room, fees)

b. Borrowing or renting media equipment and hiring a technician for the C/F

c. Food service that will be provided and rules governing contracting with another firm

d. Custodial services

e. Procedures for payment for services

f. Creation of a map of the floor plan of the facility

4. Inform all of the c.p.s about the selection of the facility. Send a road map/sketch to Brochure and Event Program c.p. for inclusion in the brochure at least four months before the C/F.

5. Arrange space for other activities: information, book sales, Arts/Crafts displays, stage(s), meals, and other planned events. Give space assignment information to Event Program c.p.

6. Use information from the Presenter Information Summary to make arrangements for all of the requested media equipment.

7. Make arrangements to video tape selected programs/events.

8. Obtain a map of the facility, which clearly shows the buildings being used. Indicate on the map where the information booth, events, sales, and food are located. Make copies of the map (based on estimated attendance) and give to the Registration c.p. Give twenty copies to the C/F Guides c.p.

9. Make a list of all of the DIRECTIONAL and INFORMATION SIGNS that will be needed. (The task of making signs may be shared with the Registration and C/F Guides committees).

a. Large signs should be made for Arts/Crafts displays, food, events, performances

b. Registration

c. Directional signs to the parking lots should be made if the parking is limited and/or difficult to locate.

d. Directional signs to the information area should be placed outside of the facility close to the parking lots. purchase necessary supplies.

10. make SIGNS.

11. On the day before the C/F:

a. Meet with the custodian to review your C/F needs and to clarify responsibilities of the custodian.

b. Hang signs

c. Distribute media equipment.

12. On the morning of the C/F:

a. arrive early to answer any questions

b. Complete the distribution of the signs and media equipment

c. Check to assure that all event facilities are unlocked.

13. During the C/F redistribute media equipment as needed for each event.

14. At the end of the C/F:

a. Collect and return media equipment

b. Take down the signs

c. Gather all materials or other items left by participants at the facility

d. Carry out any agreed-upon clean up responsibilities.

15. Check with the G.C. to see that all facility bills have been paid.

16. Write a letter of appreciation to the facility staff.

17. Prepare a brief report for the G.C., including your evaluation of the Facilities segment of the C/F, any problems encountered, and recommendations for improvement.

REGISTRATION COMMITTEE

Size of Committee: one or two chairs (c.ps.)

Thirteen to sixteen members to handle registration at C/F

Overview of Committee

The Registration Committee has three main functions:

1. to arrange for, and monitor, the processing of all C/F pre-registrations

2. to process late registrations - those that are received after the postmark deadline

3. to plan for and be in charge of registration procedures on the day of the C/F

When registration is at the C/F, place self-adhesive dots (numbered or colored to correspond to each program) after each program in which there are openings: the total of dots to correspond to the number of places still available. Use different color or numbered dots for each program session. Registrant selects programs, then sticks the dots on own name tag.

If attendance at a C/F is expected to range from 600 to 1000 or more persons, it is suggested that pre-registration be handled by committee member(s) capable of providing computer pre-registration services or by a computer firm, rather than by hand.

Duties of the Registration c.ps.

1. Five to six months before the C/F, select the member(s) or firm, which can best provide the needed services for the lowest cost. If using contracted services, sign an agreement/contract which clearly specifies the services needed and the costs.

2. Registration c.ps. can contract for some or all of the following services - or for additional services as identified - depending on budget constraints:

a. receive all pre-registration forms

b. handle daytime phone inquiries; refer questions to designated c.ps.

c. mail C/F brochure on request

d. assign registrants to programs, giving priority to earliest postmark

e. check all unpaid registrants against the "fee waived" and "reduced fees" lists

f. maintain a list of persons who have not paid the correct fees

g. maintain a list of persons who cannot be accommodated into programs of their choice

h. provide and print NAME TAGS in alphabetical order with registrant's name, assigned programs, and lunch order; flag name tags of those for whom there is incomplete information

i. segregate name tags of those who have not paid the correct fee or whose registration status is in question

j. deposit moneys into C/F bank account; maintain a log of receipts

k. prepare computer print out of all registration lists in alphabetical order

If the registration committee c.p. is to be responsible for handling the checks and keeping accurate records, confer with the G.C. regarding procedures.

3. Four months before the C/F, provide the Brochure and Event Program c.p. with registration information needed for preparing the brochure. Include the following information:

a. name, address, telephone number of the firm/person who will serve as C/F Registrar

b. current and reduced/waived registration fees

c. policy regarding reduced/waived fees

d. information regarding late fees

e. deadline to receive priority in program selection

f. date when surcharge applies

g. refund policy

h. date for last day to mail registration; all other registrations will be processed at C/F

4. If using computer services, coordinate information update/exchange with computer person/firm.

a. Provide updated pre-registration information at regular intervals

b. Provide names of persons whose fees will be reduced

c. Provide names of persons whose fees will be waived:

C/F presenters (get from Program c.p.)

all C/F c.ps.

c.ps. of next C/F

if appropriate, get list of grant or scholarship recipients from G.C.

4. If computer person/firm is to deposit checks, provide bank information

5. Recruit committee members to staff the registration tables. Depending upon the anticipated attendance, you will need from six to eight members for Pre-registration; two for New Registration; two or three for Solutions; one or two for Workshop Selection; one for Receipts and Certificates of Attendance.

6. About four or five weeks before the C/F, make detailed plans for organizing all aspects of the registration for C/F day. The following procedures have been found to be useful:

a. Post a sign prominently at entrance to registration area: "If your name is on this list, please go to Solutions Table." Include on this sign the names of those who need to pay late fees, those who need to find programs, and "other" or miscellaneous problems. POST THE NAMES ONLY!

b. Assign enough registrars for pre-registration tables so that each alphabetical grouping has no more than 100 registrants assigned to it, thus eliminating long waiting lines. Registrars explain that the nametag indicates the assigned programs and the lunch choice; that a "flag" indicates that registrant needs to go to Workshop Selection Table. Give each registrant a packet containing: 1. a copy of the C/F program, 2. a map, and 3. an evaluation form, etc.

c. Assign two registrars to new registrations. Registrars will need copies of registration form, name tags, felt pens, cash box, three piles of handouts, etc.

d. Have a separate area for Workshop Selection.

Prepare large charts on which are listed the titles of the programs in each session. Place self-adhesive dots (numbered or colored to correspond to each program) after each program in which there are openings: the total of dots to correspond to the number of places still available. Use different color dots or a different number for each program.

e. Have a table for those who need Receipts or Certificates of Attendance, to be staffed by one person.

7. After the registration procedures have been determined, check with the Facility c.p. regarding your space needs for the Registration area.

8. Assign responsibility for making registration signs (unless this has been delegated to the Facility committee). You will probably need the following signs/charts:

a. SOLUTIONS sign with list of names (to be posted)

b. SOLUTIONS sign for table

c. PRE-REGISTRATION sign and signs for ALPHABETICAL GROUPING

d. NEW REGISTRATION sign

e. WORKSHOP SELECTION sign and CHARTS (for table)

f. RECEIPTS AND CERTIFICATE OF ATTENDANCE sign

g. OTHER?

9. About one week before the C/F, do the following:

a. If working with computers, generate printouts of all registration lists and name tags.

b. Obtain C/F program flyers and Evaluation Forms from Program c.p.; obtain maps from Facility c.p.

c. Provide Food Service c.p. with an up-to-date lunch count for registrants, presenters and guides, and with the approximate number expected to attend the C/F (to assist Food Service committee in planning for snacks).

d. Process late registrations by hand. Make name tags; flag nametags of those who need to make program selection. Incorporate these names into current lists.

e. Prepare alphabetical grouping signs.

f. Complete Workshop Selection Charts by adding correct number of dots after each program.

g. Make any other signs that were not completed earlier.

h. Call recruited registrars to remind them to arrive forty-five minutes before registration is to open.

i. Prepare a SUPPLY BOX. Include felt pens, ballpoint pens, pencils, scotch tape, masking tape, duct tape, thumb tacks/push pins, paper clips, scissors, stapler, note paper, extra nametags, self-adhesive dots, extra copies of registration forms, receipt book, certificates of attendance. Also prepare CASH BOX with fifty to seventy-five dollars in coins and small bills.

j. Review registration procedures; double check to be sure that all tasks have been completed.

10. On the day of the C/F, arrive at least one hour before registration is scheduled to open. Set up the registration area as planned. Review registration procedures with Registrars. Station Registrars at their assigned tables. Open registration promptly at stated time (or earlier, if you are ready).

a. To accommodate late arrivals, keep the registration area open until half an hour after the first program begins. Consolidate registration activities so that fewer Registrars will be needed.

STORE CASH AND CHECKS IN A SECURE PLACE!

b. At close of C/F, gather all registration materials and cash box; take down all signs and posters (save for the next C/F); complete any agreed upon cleanup activities.

11. Deposit all registration moneys collected at the C/F in the C/F bank account.

12. Arrange for payments to be made. Submit expense vouchers and receipts to G.C. and prepare a brief report for the G.C., including your evaluation of the registration segment of the C/F, any problems encountered and recommendations for improvement. Also, prepare a final registration report which shows C/F attendance.

REMEMBER TO THANK EVERYONE FOR A JOB WELL DONE!

BROCHURE AND EVENT PROGRAM COMMITTEE (BEPC)

Size of Committee One Chairperson (c.p.)

Six to eight people to prepare brochures for mailing and distribute event program.

Overview of Committee

The BEPC has several functions:

1. To plan and make arrangements for the production of an attractive and informative brochure which projects a professional image of your group

2. To prepare from information provided by the Program Development Committee an event program

3. To be responsible for the distribution of the brochures and the program

4. To produce the Staff Flyer which is distributed to staff only and contains helpful information, hints and special instructions. The Staff Flyer serves to provide information that may be helpful in answering attendees questions and also includes "in house" information. The Staff Flyer is produced shortly before the C/F starts and as needed during the event.

Duties of the committee c.p.

1. At one of the early planning meetings of the committee chairs, inform the G.C. and the Program, Facility, and Food Service chairs, of your deadline for receiving information that is to be included in the brochure and event program. For the brochure four months before the C/F should be the outside deadline. Because final information for the event program is not required until two weeks before the C/F, adjust the printing dates for the event program accordingly. It would be most effective, however, to make all of your graphic arrangements for both projects at the same time. (The information to be received from each chair is included in the respective section of this manual.)

2. Five months before the C/F, arrange for the graphic design, typesetting and printing services.

Meet with the selected graphic artist to discuss brochure and event program design and layout. Show samples of previous C/F brochures and event programs; share information regarding C/F theme, target audiences and intended effect. Decide on the design and graphics to be used. Reach a clear agreement about the services to be provided, deadlines to be met, and any charge for the services.

A similar meeting with the selected typesetter and printer will be necessary.

Check with the Exec. Sec. regarding how many brochures and event programs will be needed, so that the printer can anticipate how much press time will be required and so an accurate cost can be given.

3. At least four months before the C/F, gather brochure and event program information. Ask the Exec. Sec. for a list of local presenter groups and the names/addresses for contact persons.

Ask the Program c.p. to send you either copies or the originals of the Presenters Information Forms. Use these forms to double-check the program information to be sure that all program titles, presenters, and performers are included and that all names are spelled correctly.

4. As soon as the draft of the graphics is ready, meet with the graphic artist to discuss the proposed design and agree on any changes to be made.

5. At least three and one half months before the C/F, take a clean copy of all the program information and graphics to the typesetter. Allow about two weeks for the typesetting to be completed.

After the brochure and event program has been typeset, proof read it VERY CAREFULLY. Ask another person to proof read it to insure that the brochure and event program is free from design, informational, or typesetting errors.

6. Make arrangements for scheduling a labelling work meeting to prepare the brochures and event programs for mailing. Ideally, the brochures should be IN THE MAIL at least TEN WEEKS before the C/F,

The following steps will help you meet this deadline:

a. At least three months before the C/F, contact the G.C.; set a date for the labelling meeting, The G.C. attends the meeting to provide technical assistance and to provide the mailing labels and supplies.

b. Create a mailing list plus distribution and posting schedule for your community.

c. Recruit six to eight committee members who can work for three to four hours in one session to address the brochures.

d. At the meeting of the labelling committee, the G.C. will provide instructions for preparing the brochures for bulk mailing. If the G.C. cannot attend the meetings, she or he will meet in advance with the Brochure and Event Program c.p. to provide supplies, give instructions, and suggest an effective set up for the committee's work.

e. The local committee members are responsible for addressing/mailing first class mail and for preparing mail not going through bulk-mailing procedures. Brochures and event programs for specialized lists can be included in the bulk mailing or handled separately.

f. After the brochures have been labelled, sorted and counted, the G.C. takes the brochures to the post office. If the G.C. is not able to be at the meeting, the Brochure and Event Program c.p. arranges to bring the brochures and event programs to the G.C. for mailing.

7. Extra copies of the brochure should be given to the Registration committee.

8. Arrange with the G.C. for all bills related to the brochures and event program to be paid promptly.

9. Prepare a brief report for the G.C., including your evaluation of the Brochure and Event Program segment of the C/F, any problems encountered and recommendations for improvement.

INCLUDE '71 EVENT PROGRAM AND '91 BROCHURE COVER AND 1 PANEL

ARTS/CRAFTS DISPLAYS COMMITTEE (ADC)

Size of Committee One chairperson (c.p.)

Overview of Committee

The Arts/Crafts Displays c.p. contacts individual artists craftspeople that wish to sell their arts and crafts. The c.p. invites these people to display and/or sell their products at the C/F.

The c.p. oversees the Arts/Crafts display area on the day of the C/F and makes herself/himself available to assist the displayers and answer their questions.

Duties of the Displays c.p.

1. Five months before the C/F, compile a list of craftspeople in your community and possibly your region.

2. Send a letter of invitation to the potential displayers and include a reservation form (see Illus. 6).

3. Discuss the space and table requirements and confirm procedures for unloading and loading displayers' products with the Facility c.p.

4. Make a scale drawing of the exhibit space with tables in place.

5. One month before the C/F, write another letter to the displayers who have returned the form and the table or booth rental fee (see Illus. 7). Provide information regarding loading zones.

6. Arrange for needed parking permits and loading permits.

7. Several days before the C/F, give the facility staff the scale drawing of the exhibit space; pick up permits.

8. On the morning of the C/F, come early to check the exhibit space. Bring displayers' confirmation letter with you to forestall any misunderstandings. Post scale drawings of the exhibit space near entrance to the display area.

9 Greet displayers and direct them to their assigned locations. Provide them with a C/F .Program Flyer.

10. After the C/F, check to see that displayers have removed all their equipment and materials. Thank them for their participation.

11. Prepare a brief report for the G.C., including your evaluation of the Arts/Crafts displays segment of the C/F, any problems encountered, and recommendations for improvement. Also send to the G.C. the list of artists and craft persons you contacted, flagging those that participated, and samples of letters you sent.

C/F GUIDES COMMITTEE(CFG)

Size of Committee

One chairperson (c.p.) to coordinate C/F Guides

One guide for each Workshop Presenter per session

Four to eight guides to help participants locate facilities

Overview of Committee

C/F Guides, identified by sashes with emblem/color/group name, play a key role in assuring a smooth-running C/F. They are responsible for acting as hosts/hostesses to the presenters and performers, assisting them in any way possible, and for helping C/F participants to find their way about the facility easily. Committee members should become familiar with the location of all buildings, event facilities, scheduled events, restrooms, public telephones, staircases and elevators.

Duties of committee c.p.

1. Recruit guides by contacting faculty and students at local colleges and universities as well as other local organizations.

2. Send the names of the recruited guides to Facility c.p.

3. Contact recruited guides asking each to complete a registration form and mail it to you.

Use the information regarding event choices to help you assign guides to the appropriate program. Ideally, each guide would be assigned to presenters who are offering programs the guide would like to attend. Explain to guides that you may not be able to honour every choice, but will try to assign them to at least one of their first-choice programs.

4. Become familiar with the buildings and facilities to be used. Obtain copies of the Facility Map from the Facility c.p., copies of the C/F Staff Flyer from the Brochure and Event Program c.p., and a box of sashes from the G.C.

5. If the guides can meet with you at the facility prior to the C/F, use this time to tour the facility, go over responsibilities, and assign guides to program presenters and performers or to other guide tasks. If such a prior meeting is not possible, do the above tasks on the morning of the C/F.

6. If you have not met with the guides, call each guide or send a post card one week before the C/F; ask the guides to meet you at the PRESENTER'S TABLE two hours before C/F is to begin.

7. On the day of the C/F, be prepared to greet the guides at the appointed time. Help them put on sashes, then ask each one to get a name tag/lunch ticket at pre-registration table. Provide a secure place for purses and wraps.

Provide a brief orientation to the facility and to the guides' responsibilities. Give each one a map on which you have marked the area in which he/she will be stationed and the location of the restrooms. Give each guide a C/F Program Flyer on which you have circled the programs for which he/she is to greet and assist the Presenters. Also mark any changes that have been made in program facility assignments or in the printed schedule. Highlight programs that have reached maximum enrolment. If guides are to post directional signs, assign responsibilities for this task.

Instruct guides to remain at their assigned stations until five minutes after the beginning of each session, then join their assigned program. At lunch, return to stations fifteen minutes before the afternoon session begins.

Let the guides know where you can be located; be available to respond to unforeseen problems.

8. After the C/F, gather all the signs and other supplies; carry out agreed upon clean-up tasks.

9. Prepare a brief report for the G.C., including your evaluation of the C/F Guides segment of the C/F, any problems encountered, and recommendations for improvement.

Duties of C/F Guides

1. Arrive at the assigned time to meet committee c.p. at the EVENTS TABLE; put on sash.

2. Receive orientation and instructions from c.p. Refer to the Map and the C/F Program Flyer for your assignments. Be sure you are clear about your responsibilities.

3. Help put up signs as needed.

4. Carry out your assigned tasks of assisting presenters/performers or providing information/directions to participants.

If assigned to a Presenter, accompany Presenter to the assigned facility and give any assistance needed. Then station yourself at facility door to check that participants have been assigned to that event. If participant has not been assigned to the program, ask him/her to wait outside the facility to see whether there will be any openings. NOTE: this check is necessary only for those programs which have reached capacity.

If assigned to a station to provide directions and information, remain at your station until five minutes after the beginning of each program session, then join your assigned program.

At the lunch period, return to the EVENTS TABLES or your assigned station fifteen minutes before the afternoon session is scheduled to begin.

5. At the last program session, remind participants to fill out their evaluation forms if you want to collect this type of data. Stand at door to collect forms.

6. Help collect signs as assigned.

7. Hand in evaluation forms.

FOOD SERVICES COMMITTEE(FSC)

Size of committee

One chair (c.p.) Six to eight members

Overview of committee

The Food Services Committees' two main functions:

1. to arrange for morning snacks to be available to the presenters/performers on the morning of the C/F

2. to arrange either a buffet or served lunch to be provided for presenters/performers

Duties of committee chair (c.p.)

1. Check with the General Chair (G.C.) regarding the preliminary budgeted amount for all food services. Meet with the facility catering staff to discuss lunch and snack options, services to be provided by the staff, and costs. Decide on what foods and services will be contracted for and the costs. Request a letter of confirmation from the staff.

The facility staff can provide assistance in deciding the quantity of snack foods and beverages that will be required. The following is an example based on an estimated attendance of 1000:

32 gallons coffee

10 gallons hot water for tea and decaf coffee

21 dozen muffins (served in halves)

41 dozen banana bread slices (served in halves)

or comparable amounts of other snack foods

Box lunches usually consist of choice of sandwich, fresh fruit, a small salad, and pickle and small dessert.

2. At least four months before the C/F, send information regarding the lunch choices to the Brochure and Event Program c.p.

3. Check with the Facility c.p. regarding the location and physical set up for the snacks, distribution of lunches, eating space and the presenters/performers' luncheon. Let the Facility c.p. know your needs regarding signs for lunch.

4. Two months before the C/F, recruit six to eight committee members to distribute lunches and perform other tasks.

5. One week before the C/F, notify the food provider of the box lunch count and the number of persons expected for the presenters/performers' luncheon (e.g., the presenters/performers, major speaker, committee chairpersons).

It is recommended that no lunch reservations be accepted after this time.

6. Optional committee activity: make/provide decorations for lunch distribution area and for presenters/performers' lunch facility.

7. On the day of the C/F, check at 7:30 a.m. to see that snack foods and beverages are ready. Keep in mind that some participants travel a long ways to attend the C/F and are often hungry upon arrival. Important : have snacks ready as soon as registration opens.

8. Check again at mid-morning to see that snack foods and beverages are being replenished as needed.

9. Check around 11:00 a.m. to see that presenters/performers' lunch facility is set up as previously agreed on.

10. Food provider should deliver box lunches to the designated tables a half hour before lunchtime. The distribution area should have clearly visible signs (posted high) indicating the location of each kind of box lunch. Assign one or two committee members to each variety of box lunch. Their responsibility is to check for -lunch tickets' (name tags).

Check to see that beverage supply is replenished for lunch.

11. The chair and additional committee member(s) serve as hostesses/hosts for the presenters/performers' luncheon, to greet guests and facilitate the lunch service.

12. Write letter of appreciation to facility staff.

13. Prepare a brief report for the G.C., including your evaluation of the Food Services segment of the C/F, any problems encountered, and recommendations for improvement.

PUBLICITY COMMITTEE

Size of Committee

One chair (c.p.) Three to eight members

Overview of Committee

The Publicity Committee has two main functions:

1. to make special interest groups in the community and the general public aware of the C/F and its sponsoring agency(s)

2. to use the C/F as a springboard to promote awareness and knowledge of the importance of socially responsible living and a peaceful future

Be sure to see Appendix 'D', Promotion Materials.

Duties of Committee:

1. Create and distribute a professional poster. One way of engaging the artists in your community is to have a poster contest. Use the winning poster for your event and auction the other entries at one of the programs.

Distribute posters six to eight weeks prior to the C/F. Try to post in locations protected from the weather and from poster collectors. Check all locations weekly to see that posters remain visible.

2. Gather names, addresses and telephone numbers of local radio and television stations and newspaper offices, with names of key contact persons.

NOTE: an example of assistance in doing this is the Oregon Media Guide, which lists newspapers and radio and television stations throughout the state, along with names of key contact persons and deadlines for submitting information.

3. Obtain additional information about the C/F major speaker, the C/F program, performers and special events planned from the Program c.p., to use in publicizing the C/F.

4. Refer to "Communicating with the Media" (Appendix "D?") for very useful suggestions regarding the preparation of press releases and radio and TV public service announcements, as well as for deadlines that should be observed.

5. Send press releases to local newspapers.

6. Take copies of the BROCHURE to local radio and TV stations and request that a public service announcement be aired. Refer to "Communicating with the Media" for help in preparing public service announcements.

7. Arrange for announcements about the C/F to be placed on cable television bulletin boards and on newspaper calendars of events.

8. If possible, arrange for a feature newspaper article or TV guest appearance/interview, focusing on the featured performers and presenters or planned special events.

9. If possible, arrange for coverage of special events at the C/F.

10. Send follow-up letters of appreciation.