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 firstname.lastname@example.org. Julie coordinates all arrangements for State Board staff and ACT participants. The State Board usually has a total of 12-15 people who attend the meetings.
A few months before the meeting, arrange to have a block of rooms reserved at a local hotel. If it is possible, it is important the room rate be the area’s state per diem rate. The number of rooms reserved must accommodate presidents and chancellors traveling outside the 50-mile radius of their colleges. A safe rule of thumb is 10 rooms for Wednesday night and 40 rooms for Thursday night.
Hotel information should be sent out as soon as possible so hotel arrangements can be made quickly. Also, most hotels have reservation deadlines that must be met.
Meal arrangements include:
- Presidents' Academy lunch;
- Light refreshments (coffee, tea, water, soda, dessert tray, etc.) for the afternoon committee meetings; and
- Breakfast (prior to the business meeting); and
- The 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. On the registration form, provide space for attendees to describe any dietary restrictions to 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 local 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 the letter of invitation, draft schedule of meetings, and registration form.
One or Two Weeks Prior to Meeting
Follow-up calls: Make follow-up calls to campuses not registered to determine final meal counts.
Equipment needs: Contact Julie Walter to determine if there are any equipment needs and make arrangements.
Friday Prior to Meeting
WACTC packets: Julie Walter emails final agendas, campus map, driving directions, parking information, etc. to presidents and assistants.
Meeting Itinerary, Draft Schedule of Meetings, and Sample Registration Form
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Page Reviewed/Updated: June 25, 2015, 1:44 PM