Regional Host School Checklist Overview

Thank you for your interest in hosting an MASC/MAHS Regional Conference. You have accepted the responsibility for putting on a conference that will enhance both your reputation and ours as well as provide all attendees with amazing resources, connections and new ideas. We request that you use the following guidelines in planning your conference.

Please review this entire ebook and understand your duties as a host school. You will be representing MASC/MAHS, so we request that you please follow the procedures outlined in this packet.

• As soon as possible, you should contact the site of your conference to confirm the date and introduce yourselves. Although both the site and date were scheduled through MASC/MAHS, it is nice to introduce yourself and get acquainted with the conference facility staff. We recommend setting up an appointment with the site coordinator to visit the location if you are unfamiliar with that particular conference site. It is important for you and your council to meet with the conference coordinator and get a feel for the layout of the facility. All rental agreements and food arrangements will be taken care of by the MASC/MAHS office. Never agree to any costs without first checking with Kadi Pojeta at the MASC/MAHS office. If you incur any costs without our permission, you will be billed for them.
• Next, please begin communicating with member schools in your geographic area to invite them to present at the conference. A list of phone numbers and adviser names can be sent to you upon request.
• The student presentations should be 35 minutes in length. It is better to have a presentation with MORE information, than one that ends early. Any student group may be highlighted. Please include NHS, SADD, Class Representatives, etc. The focus should be on students leading other students. IT DOES NOT JUST MEAN STUDENT COUNCIL LEADERSHIP! If you keep in mind that people will more often present when asked, (they are much slower to volunteer) your success rate will be high. Please encourage the Honor Society groups to present as they will also be reviewed and have the opportunity to possibly present at the MASC/MAHS State Conference.
• Students may present on a variety of topics including, but not limited to, successful fundraisers, student/staff appreciation, problem solving processes, applying for the Award of Excellence, how they serve on the Board, etc. These are possible presentations. Make certain that you have a list of suggestions for schools when you make phone calls to them. See our suggested idea list! When you are prepared you will not have to say, "I don't know what you should do." Also, remind students that presentations by Student Council AND HONOR SOCIETY groups that are well-evaluated will be invited to present at the MASC/MAHS State Conference!
• Middle Schools: We would like to include Middle School students as much as possible in our events. Typically, Middle School students don't present at Regionals (unless we offer a Middle Level ONLY Regional). However, if you have Middle Schools interested in presenting and/or attending your site, please don't turn them away! Speak with Kadi about how to work the Middle Level Presentations into your schedule! The earlier they get this type of experience, the better off they will be in the future, so if they want to present, they can!
• Please arrange for Kadi Pojeta to meet with the advisers during the SECOND education session (please list this in the program so advisers are aware of it and announce it during the Opening Session). The remainder of the time, the adults may attend sessions so they may see what the students are doing and perhaps decide to have their students involved next year. Another good idea is to provide a place where the advisers can meet to exchange ideas. Inviting advisers to do a mini-presentation (20 minutes) is a GREAT possibility as well. The host school adviser should be responsible for being the moderator in this room and should facilitate this swap session. Using the general session or luncheon area for this meeting works fine, especially if there are limited breakout rooms for student sessions.
• There is no need for hired speakers at these conferences! Regional Conferences are student-run and should be a display of the achievements of the students! Regional Conferences are a time to show what you've done, see what others have done, and get ideas to close up the year and get a start for next year. All activities and presentations are done by students.
• Use the Board of Delegates as mentors - they have seen these conferences, they have been to them, they have run them. Set up an appointment with some of the nearby MASC/MAHS Board members to talk about the day and if you need the Board's assistance with anything, let them or Kadi know ahead of time so they are prepared. They have responsibilities during the sessions (assigned by Kadi), but can help with opening sessions, closing sessions, registration, organization, etc...
• If you have a theme, USE IT! Visual aids help to relay your theme, and being consistent helps to remind people of it. Themes help tie the day together and can make it fun, interesting, engaging, and memorable!