A Local Arrangements (LA) Committee Chair for each meeting shall be appointed as soon as the location of the meeting is determined. This usually will be a minimum of two years before the meeting for which he/she is responsible. Within the Selected headquarters hotel, all matters pertaining to arrangements for meetings shall be handled only by or through the Chair of the Local Arrangements Committee.
The Local Arrangements Committee (W2) Chair shall:
- Immediately after appointment, work with the Chair of the Meeting Policy and Site Selection Committee and the meeting management company to review the meeting rooms, sleeping rooms, and other facilities for the estimated attendance, participate in the final negotiations, and initial the hotel contract with the Chair of the Meeting Policy and Site Selection Committee prior to the signing by the President in the name of the Society.
- Visit, along with the meeting management company, the selected meeting site, become familiar with the location, establish a working relationship with the hotel executive, furnishing all information of scheduled use of reserved space and equipment.
- Supply the Program Chair information on the location and capacity of meeting rooms of the headquarters hotel.
- Review with the hotel executive, the hotel restaurant’s capacity to serve breakfast (about two-thirds full breakfast and one-third continental breakfast) and lunch to about 800 people in one hour.
- The Local Arrangements Committee Chair shall have the authority and responsibility, if he/she desires, to appoint a Vice-Chair and to organize the Local Arrangements Committee into unofficial subcommittees, each with its own chair, to expedite arrangements for the meeting. Examples of Subcommittees are Registration, Spouses Program, Room Setups, Audio-Visual, and Meal Functions. The Local Arrangements Committee chair and the President will confer on the potential organization of the Local Arrangements Committee and the number of members needed.
- Obtain notes of previous Local Arrangements committees for the new committee.
Schedule for Year Prior to Meeting:
- Arrange to take as many of the LAC to the February meeting as possible to observe and learn.
- Meeting with Convention Bureau to discuss meeting and get tourist information, pictures, written information for WSSA Newsletter.
- At the conclusion of that year’s meeting, conduct a debriefing between the outgoing LAC and the upcoming meeting’s LAC.
- First article for WSSA Newsletter due February 23.
- Working with the Program Chair, determine the committee needs for rooms and times for meetings. Complete by September 1.
- Send article for WSSA Newsletter due May 11.
- Preparation for summer board meeting.
- Insure, with the Chair for Sustaining Members that their needs are clear. Adhere to a September 15 deadline.
- Third article for WSSA Newsletter due August 10.
- Arrange for and finalize a spouse program. Deadline September.
- Information packet to WSSA by September 15 for inclusion in the registration mail out.
- Provide registration help for the meeting management company and obtain materials as follows:
- Two Local Arrangements Committee members who will be trained by the meeting management company on registration procedures and be available at peak registration period. One Local Arrangements Committee member available at registration desk of convention headquarters room at all times.
- Three other persons during peak registration period, at least one helper during the entire meeting, and two typists as needed.
- Literature on local points of interest and city maps.
- The Chair of the Local Arrangements Committee will have typed prior to the meeting and posted in the Local Arrangements Committee headquarters a complete day-by-day meeting schedule, including the following:
- Room assignments for the various WSSA committees including supplies and materials needed by or furnished for each committee.
- A complete listing of room assignments for various sections of the Society; including names of the chairs, moderators, standard supplies, and materials furnished for each room and any special equipment needed such as movie projectors.
- A schedule of the Spouses Program.
- In consultation with the Public Relations Subcommittee and Resolutions Committee, arrange for a typewriter and typist.
- Obtain space, personnel, and equipment needs for all officers and committee chairs and arrange for them.
- Have computer/printer and typewriter available for chairs who need reports typed for the Board of Directors. A photocopy machine must be available for committee reports and the Placement Service.
- The Local Arrangements Committee Chair shall arrange to have a photographer (usually a WSSA member who volunteers for this assignment) present for the general session, the awards banquet, and at various times during the annual meeting for candid photographs. At the awards banquet, the photographer will only be responsible for taking a photograph of the incoming Board of Directors. Expenses for a professional photographer must be approved by the President prior to the annual meeting.
- All committee room assignments, session room assignments, spouse’s program, schedule of events, etc., need to be finalized by October 1 for printing.
- Fourth WSSA Newsletter information due November 19. Include final lists of shuttles and tour information.
- Insure signs are set up for location of various sessions.
- Final meeting room assignments and needs by room to hotel in January prior to meeting.
The Local Arrangements Committee begins work two years before the meeting for which it is responsible. Within the selected headquarters hotel, all matters pertaining to arrangements for meetings are handled only by or through the Chair of the Local Arrangements Committee. The Local Arrangements Committee reviews the meeting rooms, sleeping rooms, and other facilities for the estimated attendance and supplies the Program Chair information on the location and capacity of meeting rooms of the headquarters hotel. Notes of previous LAC committees are obtained to assist the new Local Arrangements Committee. This committee is responsible for a smooth operation during the annual meeting. Success of future meetings will depend on continued dedicated services of members on the Local Arrangements Committee.
WSSA SECTION NAMES:
- Section 1: Agronomic Crops
- Section 2: Horticultural Crops
- Section 3: Turf and Ornamental Crops
- Section 4: Pasture, Rangeland, Forest, and Rights-of-way
- Section 5: Wildland and Aquatic Invasive Plants
- Section 6: Regulatory Affairs
- Section 7: Education and Extension
- Section 8: Formulation, Adjuvant and Application Technology
- Section 9: Weed Biology and Ecology
- Section 10: Biocontrol of Weeds
- Section 11: Physiology
- Section 12: Soil and Environment
- Section 13: Integrated Weed Management
- Board Liaison: President-Elect (Janis McFarland)
- Upcoming meeting: Tucson, AZ (2017)
- Program Chair: Jains McFarland
- Local Arrangements: Kai Umeda/Bill McCloskey (co-chairs)
- Ex-Off: Joyce Lancaster and Tony Ballard