The Registration and Hospitality Committee shall consist of at least 5 members each serving for one year.

The objectives and purpose of the Registration and Hospitality Committee are to register all persons attending the Annual Meeting of the Eastern Branch and to facilitate provisional hospitality to the members, their spouses, and guests in cooperation with the Program and Local Arrangements Committee.

To carry out these objectives, the following guidelines are suggested:

1. Obtain from the President the names and address of the people who have volunteered to serve on this Committee. Solicit members from among all the ESA sections. Try to include a few graduate students. The committee should be large enough to allow for members who later find they won't be able to attend the meeting, and to provide each member free time to attend paper presentations and symposia. (Twelve persons seems to be an adequate number for the Committee.) Provide list of names and addresses of Committee members to President and Secretary before the planning meeting. Send a letter to each Committee member confirming his/her appointment following letter of appointment from President. (You may wish to provide each member with a complete list of Committee members, including addresses and telephone numbers.) In the summer (after the program has been mailed) you might send a letter to Committee members asking if there are particular sessions they need to attend. This will help if you wish to prepare a work schedule prior to the meeting.

2. Inventory the registration supplies and materials. Make certain there are sufficient name badges and holders, ribbons for members of various committees and for officers, receipt forms, ball-point pens, thumb tacks, rubber bands, cellophane tape a stapler, the rubber stamp and ink pad, and envelopes for preregistration packets.

3. The Chair of the Registration and Hospitality Committee will attend the planning meeting of the Executive Committee and Committee Chairs at the site of the Annual Branch Meeting. At this meeting the Chair will present a report, with a typed copy being provided for the Secretary. By late December, the Chair should provide the Treasurer with an estimate of expenses for inclusion in the annual budget of the Branch. These expenses might include stationery, postage, typewriter ribbons, typist fees (which may include rentals and lunch) and miscellaneous supplies).

4. Design the registration card for the annual meeting. Obtain information on the prices of meals and tours from the Chair of the Local Arrangements Committee. Consult with the chairs of the Local Arrangements and Program Committees to determine locations and times for Registration and the Coffee Lounge. Work with Executive Committee to set the deadline date for accepting early (mail-in) registration at the reduced rate. Provide the information for the registration card and the program to the Secretary. (A card up to 3 1/2 to 5 1/2 inches in size will fit into the wooden file box.) The higher on-site registration fee for Regular Members and Non-members is printed on the card, with a note at the bottom and with the instructions on the reverse side stating that there is a discount for early mail-in registration for members and non-members. If the fees are indicated in this way again, there is a need to emphasize or state more clearly that the discount applies to these two categories only, and not to the fees for Emeritus Members or Spouses (if a fee is charged). (The preregistration receipt can be mailed in advance of the meeting if a person requests it.)

5. Maintain accurate records of all preregistration receipts. (Attached forms are suggested to facilitate record keeping.) At least once per week, forward all checks (endorsed for deposit with a stamp provided by the Treasurer) and an accompanying detailed record of monies transferred to the Treasurer for deposit to a Branch account.

6. Obtain from the Program Committee Chair a list of invited out-of-Branch symposia speakers who are to receive complimentary registration. The Secretary should provide a list of guests, awardees, officials, etc., who are to receive complimentary registration and meals. The current policy is to not waive the registration fee for invited symposia speakers who are members of Eastern Branch, nor for student members who serve as projectionists, moderators, registrars, or members of any other committees. Also, have a list of Past Eastern Branch Presidents so that any present may receive a ribbon to wear.

7. Ask Committee Chairs to have their committee members preregister. Ribbons for committee members can be placed in preregistration envelopes.

8. Make absolutely certain that you have made arrangements for a few of your Committee members to be present to work when registration is first scheduled to open.

9. Before the meeting have name badges typed for those who preregistered and for invited speakers, awardees, guests, etc., who are receiving complimentary registration. Use a bulletin typewriter (orator type is not large enough) and put the year on the badge to prevent reuse. Prepare preregistration packets consisting of name badge, receipt, and tickets (if any were purchased). Money envelopes used by banks work well for this purpose. Have these packets arranged in alphabetical order for distribution at the meeting.

10. Request that Local Arrangements Chair have a back-up typewriter with orator type.

11. The following table provides guidance on complimentary registration and free banquet tickets. Check with the appropriate people for a final determination.

Complimentary				   Banquet Ticket     Registration
Presidential:
	1.  Plenary speaker(s)			yes		yes
	2.  Banquet speaker(s)			yes		yes
Awards Committee:
	3.  L. O. Howard Award			yes		yes
	4.  Herb Streu Award			maybe		yes
Screening for ESA Awards:
	5. CIBA-GEIGY Recognition		maybe		yes
	6.  J. E. Bussart Memorial		maybe		yes
	7.  Dist. Achiev. Teaching		maybe		yes
	8.  Dist. Achiev. Extension		maybe		yes
	9.  Dist. Achiev. Reg. Entomol.		maybe		yes
Graduate Committee:
	10.  John Comstock (Ph.D. level)	maybe		yes
	11.  Asa Fitch (Masters level)		maybe		yes
Other:
	12.  ESA President			yes		yes
	13.  ESA Executive Director		no		no
	14.  EB President			no		no
	15.  EB Secretary			no		no
	16.  EB Treasurer			no		no
	17.  Invited Speakers			perhaps		perhaps



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Last modified on June 14, 2006