Regional Host Responsibilities & Expectations

• Preparing and printing the program - Include in each folder an agenda and map of the facility (mark the rooms that are being used clearly), as well as note paper (master copy can be downloaded from the main page of this ebook, or use looseleaf). Other than those 3 things, anything else is up to you (mixer instructions, evaluations, song words, motivational papers, etc...)

• Sending a letter of confirmation to presenters - presenters should know how many times they're presenting, which sessions, which room, and how many copies they will need. Presenters should be notified at least one week prior to the conference of exactly how many sessions they will be presenting for and about how many will be in the room each time. When they arrive, they should be shown to their room!

• Decorations of your choice - check with site to find out what can be put on walls, where you can decorate, what you can use to hang things with, etc...

• Opening Session/Welcome & Mixer - it is up to you as the host school to determine the flow and parts of the opening session and whether or not you will facilitate a mixer/icebreaker

• Audio-Visual (AV) equipment needs - AV costs at sites are high; we ask that presenters bring their own equipment. Before using a site's equipment, know that you as the host school may be charged for it (MASC/MAHS covers the basic microphone/podium in the general session room; we have ONE LCD projector that can be used upon request).

• Moderating all breakout sessions (see Host Committees section of this ebook for more details)

• Please eat lunch LAST - As the Host School, you should be the last ones to be fed and seated. That way, if there happens to be a problem with food/seating, you are hopefully the only ones inconvenienced. This doesn't sound "right" to some people, but think of when you have dinner at your house with family over - everyone else is politely invited to sit and get food - the host/hostess is always the last one to eat!

• Facilitating Swap Sessions / Idea Exchanges (see Host Committees section of this ebook for more details)

• Closing session remarks - make sure to close with a strong session so that you end on a positive note!

• Conference evaluations - presenter evaluations are turned in to MASC/MAHS immediately after all educational sessions are done (at the beginning of lunch). General Conference evaluations are done online and the data will be turned over to you so that you will get an evaluation of how you did as a host school

• MASC/MAHS expects all councils will dress in a manner that allows them to stand out in a professional way. - That does not mean you need to dress up in suits and skirts! Simply wearing khakis and your council shirt or school shirts is a remarkable way to display yourselves as a team! I do ask that NO JEANS are worn by the host school, and whatever is decided upon is in good taste.

You are NOT expected to do any of the following:

✖ Register schools for the event

This is done directly through the MASC/MAHS office and all registration numbers must go through us! Schools must send registrations directly to the MASC/MAHS office! You will be kept updated on numbers/schools, etc...

✖ Collect money prior to the conference

All checks must be made out to MASC/MAHS, NOT the host school! All payment can be sent directly to the office or collected on site the day of the conference, or invoiced after the conference.

✖ Arrange meals

All food arrangements, contracts and billings go through MASC/MAHS. If you wish to make these arrangements instead, you must communicate that clearly and early on to MASC/MAHS.

✖ Give the site attendance numbers

All numbers for registration and meals will come through the MASC/MAHS office.

✖ Supply folders, pens, nametages, nametag ribbons

I will supply your school with an appropriate number of pens and folders for your event. As more supplies are needed, you must contact me. Be prepared to stuff folders the day of the event if needed (although we will do our best to NOT have this happen!). All of these supplies will be mailed or delivered in January.

Absolutely NO registrations should be made with the host school!

All schools must send in registrations to the MASC/MAHS office, INCLUDING THE HOST SCHOOL!!!!

Any registrations you receive should be forwarded immediately to the MASC/MAHS office!

We have had a number of problems in the past with the host school requesting information from area schools as to whether they are attending or not. To avoid any problems, before sending information out to schools via email, fax, or postal mail, please send a copy to MASC/MAHS FIRST and let us review it for content and accuracy!