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Chemistry Olympiad

Kiser Scholarship

Natinal Chemistry Week
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As of 12/14/05

 

Making sure the Venue is Ready

  1. Contact the venue one month prior to the event.
    NOTE: Whenever you talk to anyone get their name and responsibility. Take copious notes as that might eliminate any bad tastes before they become bad tastes.
  2. Speaker - Identify arrangements to transport the speaker to and from the meeting site. Are there any special needs for the speaker (projector, props, lighting, pre-setup, materials, etc.)
  3. Note who is the contact person. Phone number. Is there a back up person, phone number?
  4. Who will be giving the program? Ask to talk to that person, preferably at the site.
  5. Does the site bring any additional questions to mind?
  6. What is the flexibility in the number of people for dinner? For meeting? +- 10 % ??? How are students handled?
  7. Can the kitchen accommodate the group's food order?
  8. Has the site prepared for a group this size previously?
  9. Contact the venue one week prior to the event with a final count and any other last minute details.
  10. If possible call the day before to see if anything has changed? Maybe street construction, who knows what?
  11. Get any details in writing - cost of meals, what is included, any charges besides the meal cost - set up, clean-up, table service, payment for no shows, drinks, social refreshments, tax, gratuity, etc.
  12. Is the meal Dutch Treat?
  13. Any restrictions on age? Security clearance needed? Etc.
  14. Directions to venue [dinner and meeting site(s)]; are they correct?
  15. Follow up thank you and/or concerns letter? Some may take offense at this but these people are in business and should welcome constructive criticism or their business might fail.
  16. Act as an intermediary for the site(s) to expedite the after meeting details (payments). Inform the Treasurer about method of meal payment - mail, pay night of event, etc. Remember we may want to go back.
  17. Send the following information to the secretary at least three weeks prior to the event: site (directions if possible), meal plan plus cost, deadline and contact person for reservations, and sponsor a student if appropriate.

Brian on Bio-Server/ACS Business/Making sure the Venue is Ready