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Responsibilities

  • Please arrive at the site by 7:30 am at the latest on the day of the event.  If you have a lot of preparations you feel you need to do, please arrive earlier so that you can be ready for further instruction and for the arrival of the participants by 8:00am.
  • All marketing/mailing pieces for the conference will go through the MASC/MAHS office.  If you decide you would like to put a flyer out via email, fax, or postal mail, you must send a preview to Kadi before making it public.  Reimbursement for this will not be given, as it is optional.  If I specifically request a mailing or fax to go out, I will take care of all costs related to that.  You will receive a list of schools in the Center of your conference location.  Use this in good taste if you decide to use it at all.  In order to get schools to the conference, you may decide to fax or call the advisers.  Please remember that you are representing MASC/MAHS and all the students of the Association when you do this.  Please remember that ALL registrations MUST go through the MASC/MAHS office.  DO NOT request schools/advisers to register through you.  I will keep you posted in a timely manner as to who is registered for your conference.  Appropriate material will be given to you to send out for registrations.  Any other material MUST BE APPROVED!  Any registrations that come to your school must immediately be forwarded on to MASC/MAHS.  Please don't forget to register your own school!
  • GENERAL SIGNS: Directional signs are recommended for the outside area around the campus/location.  These signs should direct attendees where to park, drop-off, and/or enter.  Welcome signs should be made for the registration area and general session area; it is up to your council whether you want to make individual signs for the different schools.
  • SESSION SIGNS: Signs should be made for each session room telling people what room it is and what session topics are held there and when (i.e. Room 10: Session 1 - How to Run a Meeting; Session 2 - Teambuilding, etc...) This information will be given to you prior to the event, but be prepared to make new or extra signs the morning of - last minute changes and adaptations are part of putting a conference together!
  • SONGS: Choose 3-4 MASC/MAHS songs to be taught throughout the day.  One will be done at the opening session (this one should be easy and not too "outrageous"), one at lunch (1 - still easy and not too outrageous) and at the closing session (now you can challenge them!); turn the names of the songs in to Kadi at least 1 week prior to the conference date.  Please remember that many students DO NOT know the songs and you will have to teach them before singing them!
  • MIXER/ICEBREAKER: Select an opening mixer for the attending groups.  Keep in mind you could have anywhere from 75-300 students involved and there will be chairs and tables around the room.  If you need copies made, our office is more than willing to make them.  Since we are stuffing folders prior to ALL the conferences, we will not insert them into folders.  You can insert them at 8 a.m. the day of your conference, or just hand them out as attendees arrive.
  • HOSPITALITY CREW: Have a Hospitality Crew to greet schools as they arrive and keep them occupied while waiting for the program to begin.  Make sure that they help attendees know where restrooms and general sessions are!
  • INFORMATION CREW: Choose a few individuals to be on an Information Crew.  These students will be responsible for knowing the location of restrooms, session rooms, presenter needs, keeping the lunch line moving, helping people with questions, etc...
  • BEAUTIFICATION CREW: A Beautification Crew (sounds better than clean-up crew, doesn't it?!) will be responsible for keeping registration areas neat, the general session area organized, and session rooms picked up after each session and returned to original order upon the day's completion.
  • SWAP SHOP FACILITATORS: Five students should be selected to assist the Board Members in running the Swap Shops.  They will work in conjunction with the available Board of Delegates and school Advisers to facilitate the Swap Shop Sessions.  We may need a few more on hand depending on the number of Board Members available and the number of Swap rooms.  As a Swap Shop Facilitator, you are asked to keep discussion moving.  Each person in the room should get to contribute if they wish, and each person should be allowed between 30-60 seconds (no more) to speak.  Encourage an exchange of emails/addresses if people would like more information on a specific idea from someone.  Make these "rules" known before beginning the swapping!  A guide sheet is enclosed in this packet.
  • SWAP SHOP TOPICS: We will need a Topic List for Swap Shops.  I recommend selecting about 8 topics that you feel people need to share ideas on.  You need to have a copy of the list for each Swap Shop Facilitator ;  s/he can then pick the top three s/he would like to do.  If time remains, the other topics can be discussed.  In 2004, we have a sheet in the folders that has a guide for the swap shops - areas for students to take notes on certain subjects listed on that sheet.  Have some extra topics as well in case you have extra time!  The Facilitator Guide Sheet for Swap Shops has topics on it already - feel free to adjust these if you wish.  Keep in mind Honor Society students will need a separate swap shop than Student Council students.  You may even decide to split up middle level and high school students, depending on how many of each are at your conference.
  • PRESENTERS: We will have Advisers and Board of Delegates' members presenting the different sessions.  If for some reason we do not have enough volunteers to present, we will ask that any second and third year campers volunteer to present.  These names should be submitted to Kadi as soon as they are available.  If they are asked to present, a full packet will be sent to them that contains the entire lesson to be presented, instructions on how to present it, and any other information.  All copies will be brought by Kadi to the site; all materials will be brought to the site as well.  Presenters are NOT responsible for supplying the materials/copies.
  • PHOTOGRAPHER: A student should be selected to be the event photographer (or two students).  I will have one digital camera on hand at the events.  These are expensive pieces of equipment and I request that the person doing this is somewhat familiar with digital cameras.  I will give a brief tutorial on using the equipment, however, I expect some prior knowledge in cameras to take over from there!  Any other cameras you would like to use are optional.  I will develop the film after the conference for potential website use.  All pictures should be a reasonable distance from people and should be of groups, not individuals.  We cannot use close-ups and individual shots on our website.
  • GROUP ATTIRE: Your council will be given this opportunity to stand before the schools in your center and show them what you are capable of.  The Fall Drive-Ins set the tone for the year and I expect to make them full of energy and new ideas.  As the Host school, I will suggest that you look the part you want to play.  In other words, dressing in jeans and t-shirts is not appropriate.  If you wish to wear khakis or dress pants with your council or school logo t-shirts, that is acceptable.  Otherwise, I suggest something a little nicer.  Stand out and be seen!
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