Conference Committee Timeline

  1. This committee is unique as far as the term of the committee. It does not run form January to December like the other committees but rather runs from conference to conference (usually April to April).
  2. Contact committee members to make certain they want to be an active member of the committee. This should be done in late summer or early fall for the spring conference.
  3. Conference dates should be established as early as possible. Be sure to check with South Dakota’s president or conference chair to make sure conference dates don’t overlap (this is so lenders & guarantors can attend both conferences). Conference dates for the April 2003 conference were set in May 2002.
  4. Contact various hotels to check availability, their willingness to give state rates for sleeping rooms and the number and set-up of meeting rooms. Also, check if they are willing to give comp rooms. For the 2003 conference 65 rooms were blocked and the hotel gave us 1 comp room per 25 rooms booked. Remember the Decentralized Training may precede the conference so you will need to tentatively book rooms for this as well. We toured the hotel also to make sure it would meet our needs-this was done in May 2002.
  5. Sign a contract with the hotel as soon as possible.
  6. The budget used for the conference is any sponsorship you may receive (usually around $2900) and registrationees (the April 2002 conference had 60 registrants at $60 each).
  7. Speakers and entertainment can be booked 3-4 months in advance. Be sure to do follow-up if you book early. It is also a good idea to get a written confirmation. The format for the conference is pretty constant and is usually based on prior conferences.
  8. The committee needs to be aware of any retirements in the association and plan accordingly.
  9. Stay in contact with the hotel so you can adjust meals in accordance with the number of registrants.
  10. For future conferences keep track of the number of meals actually served and amount of food used for breaks as well, the actual number of registrants (including the number of on-site registrants) and the number of sleeping rooms used.