Responsibilities:

1. Work with members of the Eastern Branch Executive, standing, and Ad hoc Committees to ensure that the Annual Meeting is well planned and runs smoothly. Work most closely with the Secretary, Treasurer, and Chairs of the Program Committee and the Registration and Hospitality Committees.

2. Prepare a detailed list of audio visual equipment, seating arrangements, and accessory items necessary for the Annual Meeting and be prepared to discuss the list with the hotel officials.

3. Arrange for and conduct a training session for moderators and projectionists. This session usually is scheduled for 8:00-8:30 AM on the first day of the meeting. (Coordinate with Graduate Student Committee Chair.)

4. Borrow or rent the audio visual equipment necessary for the Annual Meeting.

5. Ten timers and one flashlight pointer were purchased in 1980 and are stored at ESA Headquarters in College Park, Maryland. New batteries for these should be purchased just prior to the Annual Meeting. Duties Prior to the Annual Meeting Experience: One of the best ways to learn of the activities of the Local Arrangements Committee (LAC) is to serve on the Committee the year prior to chairing it.

Recruiting the LAC: Try to recruit at least some of your members from the list of volunteers for committee work. The Branch remains committed to placing all volunteers on committees. Recruit about 7-14 people. This number will allow you to have each one assist you and yet allow them ample time to attend workshops, symposia, etc. Usually the EB President will appoint a graduate student to the LAC. The First Organization Meeting: The Eastern Branch President and Secretary will schedule an organizational meeting for some time about 8 months before Annual Meeting (July) to be held at the site of the Annual Meeting. The meeting will be attended by the Chairs of all standing and ad hoc committees. The LAC Chair should present a report at this meeting. By the time this meeting occurs you should have recruited your committee and determined what audiovisual equipment you can bring to the Annual Meeting and have a list of equipment you may need in addition to what will be borrowed. At this early date, you can only estimate what audiovisual equipment will be needed.

Meeting the Hotel's Conference Coordinator: When at the mid-winter meeting, talk to the hotel's conference coordinator (or whomever is handling the Eastern Branch account) and be certain to obtain his/her mailing address and telephone number. Ask questions about what the hotel can furnish. For example, what does the hotel have in terms of screens (portable and wall-mounted), lecterns (with or without lights), blackboards, flip charts, pointers, extension cords, projection tables, bulletin boards, easels, and air conditioning facilities in the meeting rooms. Also ask if the hotel has a room the LAC can use to store audiovisual equipment during the Annual Meeting.

Have the conference coordinator introduce you to the leader of the set up crew. Find out where his/her office is located in case you have to make contact during the meeting.

Spouse's Program: Responsibility for the spouse's program has either been done solely by LAC or jointly by LAC and an ad hoc Spouse's Program Committee. If requested by the Chair of the LAC, the President will appoint an ad hoc committee of spouses to plan a program. Previous attendance at EB meetings and knowledge of the meeting area are of greatest importance. Plans for any activities (e.g. bus trips) must be made early enough to be included in the mailings.

Obtaining Audiovisual Supplies: The LAC usually borrows much of the audiovisual equipment needed at the Annual Meeting. The prime source of this equipment is the LAC itself. When you recruit members for your committee, ask what equipment they can bring. The following equipment should be borrowed if at all possible: carousel, 16 mm movie, and overhead projectors; timers; and pointers (both electric and battery powered and also the extendible type). You will need approximately 8-10 carousel projectors, 2 16 mm movie projectors, and 1 overhead projector. Try to have at least 2 slide trays and a 25' remote control extension cord for each projector.

Sometimes you may be able to borrow equipment from former LAC members who plan to drive to the meeting. Check old Eastern Branch programs to determine who previously served on the LAC. If you anticipate a need to rent audiovisual equipment, call a local rental agency for prices. You may be able to rent equipment through your institution's audiovisual department. Their prices may be lower than those of commercial rental firms.

Bulletin boards can be made from Armstrong board, which is sold in 4' x 8' x 1/2" sheets and is painted white on one side. Cut each board into two 4' x 4' bulletin boards. Armstrong board costs about $20 per sheet.

Miscellaneous Supplies: Plan to have a supply of the following items on hand for Annual Meeting: push pins, thumbtacks, scotch and masking tape, scissors, magic markers, index cards, stapler, rubber bands, pencils, note pads, utility knife, and razor blades. Many of these items may be needed for display presentations or for use on bulletin boards, etc.

Contacting Moderators: Contact moderators of any session where you are not certain what audiovisual equipment or seating arrangement they need. An alternative to this approach is to send each moderator a letter asking for this information. Also, remind moderators of symposia and workshops that they are responsible for furnishing their own projectionists.

The Final Organizational Meeting: Approximately one month prior to the Annual Meeting, the Eastern Branch President, Secretary, Treasurer, Registration and Hospitality, and LAC Chairs will meet with the hotel's conference coordinator to make final plans. The LAC Chair should present to the conference coordinator a detailed list of needs for the meeting rooms. The list should include types of seating arrangements for each room and any necessary equipment (see attached sample list). The conference coordinator will use your list to inform the set-up crew of the Branch's needs. The conference coordinator may revise your list or set it up differently. If so, he/she should send you a copy. Carefully proof the new copy.

Duties at the Annual Meeting

Set-up: The starting time of the Annual Meeting will determine when you arrive at the hotel with the audiovisual equipment and other supplies. Start early enough so you don't have to rush. Place the equipment and supplies in the LAC office provided by the hotel. Set up the bulletin board in the office so you can post important announcements, room changes, etc. Be certain the room can be locked. Obtain a key for the LAC office from the Hotel's conference coordinator. Meeting with Moderators and Projectionists: Meet with LAC members, projectionists, and moderators from approximately 8:00 to 8:30 AM on the first full day of the meeting. Review with them instructions on how to operate projectors, how to deal with problems with projectors, and how to keep paper sessions on schedule.

Checking the Meeting Rooms: Prior to each session, examine each meeting room to be certain that the set-up crew has provided the necessary items and that the appropriate items work, e.g., lights on the lecterns, P.A. system, and the air conditioning.

Slide Previewing: In 1985 the LAC began to provide time and space for speakers who wished to preview their slides. The LAC Chair selects hours for slide previewing and has this information printed in the program. Post a sign up sheet on the door or wall outside the LAC office. The previewing is done in the LAC office. You should assign an LAC member to be present in the office during slide previewing hours.