Preparing for a WACTC Meetings on Your Campus
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Listed below are some helpful hints to help prepare for a WACTC meeting on your campus. Julie Walter is the WACTC coordinator at the State Board Office and can be contacted at 360-704-4313 or email@example.com. Julie coordinates all arrangements for State Board staff and TACTC participants. The State Board usually has a total of 12-15 people who attend the meetings.
A few months prior to the meeting arrange to have a block of rooms reserved at a particular hotel. If at all possible, it is important that the room rate is the local area’s state per diem rate. The number of rooms reserved needs to be enough to accommodate presidents traveling outside of the 50-mile radius of their colleges. A safe rule of thumb is 10 rooms for Wednesday night and 40 for Thursday night.
Hotel information should be sent out as soon as possible so hotel arrangements can be made quickly. Also, most hotels will have a reservation deadline.
Meal arrangements need to include Thursday’s Presidents Academy lunch, Thursday’s dinner and Friday morning’s breakfast prior to the business meeting. Arrangements for light refreshments (coffee, tea, water, soda, dessert tray, etc.) should be arranged for the Thursday afternoon committee meetings. Also, Friday morning’s Corrections Education meeting appreciates coffee in their room.
Arrange for meals so prices can be included when determining registration cost for the meeting. Keep identifiable costs at the local area’s per diem rate and roll any extra costs into the registration fee. Some presidents and guests have dietary restrictions so plan meals accordingly. Indicating a spot on the registration form asking to describe any dietary restrictions will ensure accommodations at meals.
Schedule of Meetings
The schedule of meetings is usually the same as for past meetings. Contact Julie Walter for meeting agenda details.
Listed below is a suggested timeline to follow while preparing for a WACTC meeting.
Few Months Prior to Meeting
Hotel Information: Arrange for a block of rooms at a particular hotel and email infomation out.
One Month Prior to Meeting
Draft Schedule of Meetings: Contact Julie Walter for schedule of meetings details.
WACTC Packets: Email letter of invitation, draft schedule of meetings, and registration form out.
One or Two Weeks Prior to Meeting
Follow-up Calls: Make follow-up calls to campuses not registered so final meal counts can be determined.
Equipment Needs: Contact Julie Walter to determine if there are any equipment needs and make arrangements.
Friday Prior to Meeting
WACTC Packets: Final agendas, campus map, driving directions, parking information, etc. are email to presidents and assistants by Julie Walter
Meeting Itinerary, Draft Schedule of Meetings, and Sample Registration Form
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Page Reviewed/Updated: May 21, 2014, 10:31 AM