Seminar Coordinator

One Seminar Coordinator (or a member of their immediate agency) is allowed to attend the class at no charge. This applies only to the seminar for which they are providing the coordination.

Choose a hotel and training room in the general vicinity of the coordinator’s entity. If utilizing a hotel, it must be a GOOD QUALITY hotel with ample meeting space and accommodations. Do not contract with a motel.

• Negotiate with hotel. Sleeping room rates should be less than $95 per night.

• It is recommended that the seminar be held at a facility owned/operated by the local agency . The intent here is to acquire a facility at little or no cost to FAPPO.

• If a locally owned facility is not available, it is acceptable to utilize the hotel’s meeting rooms.

• Make sleeping room reservations for the instructor (NOTE: this is not necessary for any NIGP sponsored seminars). FAPPO shall pay the hotel directly for the room. A check may have to be issued by the Treasurer in advance of the seminar. Coordinate with the Pro-D Chairman.

• Usually if more than 50 sleeping rooms are sold for the function, the Association gets a free "comp room". This can be used by the instructor.

• Ensure that the meeting room is a "NO SMOKING" room.

• Make arrangements (either with the hotel, caterer, or on your own) for seminar breaks and refreshments. This will include an early morning set-up (½ hour prior to beginning of class) which might consist of danish/muffins, etc. and coffee, fresh juice, water, hot tea, etc. Lunches are not paid for by FAPPO. An afternoon refreshment can be scheduled (at approx. 2:00 p.m.) to include canned drinks and possibly cookies, fruit trays or some similar type of light snacks.

• All refreshments are to be set-up in the meeting room, not in the hallways outside.

• Sometimes by purchasing large quantities of food and drinks, or by guaranteeing a minimum number of hotel sleeping rooms, the hotel will waive the rental fee for the meeting rooms. Please be sure to research this when determining the seminar site location.

• Call the instructor at least 2 to 3 weeks before the seminar. Ask what he/she will be needing regarding audio/visual aids (i.e. overhead projector, screen, slide projector, flip chart, TV/VCR, etc.). FAPPO owns a LCD projector, which can be utilized if the instructor will be using PowerPoint or other software. The Pro-D Chairman is responsible for keeping the LCD projector. Contact him/her for shipping arrangements.

• Check to see if the instructor would like someone to pick them up at the airport. Send him/her a map showing where the hotel is. Request a brief resume to be utilized in introduction of speaker.

• Call the instructor a few days before the seminar to confirm requirements or identify any changes.

• Arrange with the hotel for a skirted registration table and 2 chairs to be outside the meeting room. Have this table manned 45 minutes prior to the starting time of the seminar, only on the first day. Supply a sign-in sheet, name tags, name "tents", pencils, hi-liters, and textbooks.

• Meeting room should be set up for 30 participants or the actual number of participants. Microphones usually are not necessary. Provide for a lectern and a skirted table at the front of the room.

• Seminar Coordinator shall introduce the instructor on the first day.

• FAPPO training certificates will be provided to you by the Pro-D Chairman prior to the beginning of the seminar. The Pro-D Chairman and the seminar instructor must sign these certificates.

• In the event that the seminar is sponsored by NIGP, the certificates will be supplied by NIGP National and will be issued by the NIGP instructor.

• Provide copies of the sign-in sheet for the instructor and participants. This will aid them in contacting their peers in the future. The sign-in sheet may also be utilized for verifying attendance for certification points from national purchasing associations.

• Pre-arrange for appropriate payment of hotel, i.e.: credit application completed and submitted, allowance for payment after function, or payment upon completion of seminar. Coordinate with Professional Development Chairman.

• Forward all expense reports, invoices and pay requests to the Pro-D Chairman for proper seminar cost documentation.

• Provide information, tips, guidelines, and suggestions regarding any unspecified duties of the officers or committees to the Professional Development Chairman who in turn will recommend changes to the Officers & Committee Chairmen’s Guidelines Editor for inclusion.

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