The host school should plan to arrive at the conference site no later than 7:30 AM the morning of the Regional. This allows plenty of time to prepare and be ready by 8:15 AM, as some schools WILL arrive earlier than the posted 8:30 AM Registration time. MASC/MAHS staff and Board members will arrive no later than 8:00 AM.
8:30-9:00 Registration (w/morning snack included)
This is the first impression that the schools will receive of MASC/MAHS and you as the Host School. Please plan for lots of space and a smooth operation. Know where supplies are, how to deal with early or extra registrations, etc...
9:05-9:30 Opening General Session
- Have a planned script written out for the opener (but don't read from it - know it and do it). At this time review the conference schedule and layout of the facility with attendees - mention where the bathrooms are, where lunch will be held, when the closing session is, etc. Email this script to Kadi (firstname.lastname@example.org) before the conference in case any reminders need to be added. Be prepared to add announcements the morning of the conference - things come up! Some things to put in your script will be introducing key players, especially the adviser and chairpersons, board members, etc...let attendees know how the day will run, what to expect, where rooms are located, to keep the site clean.
- Please organize your speakers - know who is going up and what they are saying and PRACTICE PRACTICE PRACTICE!
- When students/advisers are speaking, make sure any background music is SHUT OFF!
- ENERGY IS A MUST AND A CONSTANT! SMILES TOO!
- Your council should plan a mixer. It should be something that will allow students to get to know other students at the conference.
- If you choose, you can hold a role call and introduce each school by having them yell the name of their mascot, singing their cheer, or something along those lines. Having signs around the room with the names of those schools who are present is a great hospitality gesture.
- Introduce the MASC and MAHS Student Board members who are present. The board members should be given time to explain the process for running for the MASC or MAHS Student Board of Delegates (if your center is up for elections this year) and what the board does for you. They don't need more than 5 minutes TOTAL between the two of them.
- Make sure you have a slot for Kadi to talk to attendees. This will take up about three minutes maximum.
- Remember to release session presenters early so that they can get to their rooms and be ready for the attendees. Room moderators can also leave early, or should at least be the first out the door.
- Possibly sing a few MASC/MAHS songs. Keep the morning songs light and easy to give first-time attendees a chance to "break-in" (ex: teach the Leadership Beat a couple times, Frog Song, Pizza Hut)
9:35 - 10:10 Education Session (student presenters)
10:15 - 10:50 Education Session (student presenters)
10:55 - 11:30 Education Session (student presenters)
Student Moderators should be provided for each educational session; see instructions for moderators in the Host Committees section of this booklet.
11:35 - 12:15 LUNCH
Please make certain that lunch can be completed in forty minutes; this is often a problem, particularly with groups of over 250. If you need two lunch periods, you may flip-flop lunch and the third session. Or, have the middle level students eat early. Find out from the site how many the lunch area can hold at once and make sure we all fit according to your schedule.
12:15 - 1:00 SWAP SHOPS / IDEA EXCHANGES
The swap shops are most effective when you use a prearranged list of topics and have the facilitator ask each school in their room to give the best idea from their school i.e. Fund Raising, Community Service, Staff Appreciation, Student Recognition, Spirit Activities, Homecoming and Public Relations. During this session, people should be limited to under a minute when stating their idea. Leave a few minutes at the end of the session to exchange names and numbers so that a person can get details on a good idea they may have heard. See the Host Committees section of this booklet for more details on this.
1:00 - 1:15 CLOSING GENERAL SESSION:
The Evaluation and a Closing Activity should be done here. The Closing Activity can be something like having a representative from each school present the idea their group liked best about the conference, or one idea they will use from the swap session, etc. Be prepared to eliminate the closing activity if you see that groups need to leave. Do not force an activity. You will run the risk of ending the conference on a negative note. Sing a few songs and offer prizes for a raffle for completed evaluations that have been handed in. Good prizes could be school store items from your own school! If available, MASC/MAHS may be able to provide a few prizes, however, don't count on this for your prizes!! We have a few giveaways to spread across many conferences! Also use this time to thank the students and advisers for coming to your conference!
We have found that because of after school activities, both adults and students sometimes need to be on their way around 1:00 P.M. We have also found that swap shops are highly evaluated and students usually tell us it is the most meaningful activity of the day. The swap shops offer the opportunity for everyone to shine.
We prefer that you adhere to the times outlined. Please consult with Kadi if you have other ideas for an agenda. The standard schedule makes the Regional Conferences easier to advertise. Some districts have a difficult time waiting for busses to get back from their regular student runs so that they may board the bus and depart for their field trip. It is difficult therefore, for them to arrive at the conference on time. Do not be offended by late arrivals due to this!
Remember that this is a suggested program. It is a guideline. If you have any questions, please call the MASC/MAHS Office. The message is that we know the schedule works and we would like to have all sites following roughly the same format.