Socials and Entertainment LD
The Socials and Entertainment Subcommittee Chair, or his/her designee, will:
- Plan, organize, and oversee all major evening socials including the necessary food, drink, and entertainment.
- Negotiate with the facility managers for the best events while maintaining cost-effectiveness.
- Be sure that all socials are designed to maximize flow of guests through the food and beverage stations.
- Monitor entertainment to ensure no potentially offensive material or activities take place.
- Ensure that the social events are safe and secure.
- Emphasize using donated food and beverage products obtained by the Fund-Raising Committee.
- Provide any necessary transportation to and from social events as well as an array of quality tours for meeting participants and their guests.
- Coordinate all aspects with the Social Responsibility Committee to minimize environmental impacts.
- Form subcommittees and delegate for the following activities:
- Governing Board and LAC Social
- In coordination with AFS staff, organize an off-site social for the Governing Board, the Local Arrangements leaders, and guests (usually about 75 people ) on the Saturday night prior to the start of the meeting.
- This is usually held at an interesting location and includes food and beverages.
- Sunday Evening Welcome Social:
- Organize food, drinks, and entertainment for the Sunday night welcoming social.
- Provide plenty of food and beverages for guests to get a great impression during this kick off.
- The emphasis of this social is networking and visiting, so entertainment should not compete with conversation. A good option is to provide entertainment in a separate room or location following the food service.
- Coordinate with the Meeting Room Arrangements Subcommittee regarding menus and drinks.
- The emphasis of this social is networking and visiting, so entertainment should not compete with conversation. A good option is to provide entertainment in a separate room or location following the food service.
- Coordinate with the Meeting Room Arrangements Subcommittee regarding menus and drinks.
- Monday Evening Trade Show & Poster Social
- Organize food and beverages for the Monday evening Trade Show And Poster Social.
- Be sure that there are numerous food and beverage stations and that they are widely interspersed with the Trade Show and poster exhibits to maximize the visibility for all vendors and exhibitors.
- Coordinate with the Meeting Room Arrangements Subcommittee regarding menus and drinks.
- Wednesday Evening Off-Site Social
- Organize food, drinks, entertainment, and special activities for this social.
- Allow for plenty of food and drink.
- Provide a variety of activities and entertainment including areas for the less active guests to sit and visit.
- Organize an on-site or nearby off-site luncheon from Noon to 2 PM on Thursday.
- This event is designed to reward meeting organization team members for their hard work and to debrief on the major experiences from each committee.
- If held on-site, coordinate with the Meeting Room Arrangements Subcommittee regarding menus and drinks.
Team 2011 Wrap-Up Meeting and Lunch
- Thursday Evening Closing Social
- Organize food, drinks, and entertainment for the Thursday night closing social.
- Creating a unique, attractive closing social, advertised well in advance, will tend to hold participants through the final day of the conference.
- Coordinate with the Meeting Room Arrangements Subcommittee regarding menus and drinks.
- Spawning Run Subcommittee:
- Organize a 5k run/walk for Wednesday morning, including considerations for timing, location, course, t-shirts, safety, and prizes.
- Coordinate with Tours & Transportation Subcommittee if busses are needed to site.
- Plan and arrange for all tours and field trips and needed transportation
- Tours & Transportation Subcommittee:
- Gather information about traveling to and from the conference and provide to Web Liaison.
- Work with local convention and visitor’s bureau and travel agency staffs in planning and promoting these events.
- Keep accurate records of the number of people and number of buses needed and used on each tour, and submit invoices and contributions to the Budget and Finance Subcommittee.
- Plan special events such as fishing trips, shows, etc. that may be of interest to meeting participants, spouses and companions, and will publicize such events in advance in coordination with FISHERIES Managing Editor.
- Assure that tour and trip schedules, including any late developments, are clearly communicated to meeting participants, in Fisheries, on the conference website, and at the conference Information Booth.
- Work with local convention and visitor’s bureau and travel agency staffs in planning and promoting these events.
- Keep accurate records of the number of people and number of buses needed and used on each tour, and submit invoices and contributions to the Budget and Finance Subcommittee.
- Plan special events such as fishing trips, shows, etc. that may be of interest to meeting participants, spouses and companions, and will publicize such events in advance in coordination with FISHERIES Managing Editor.
- Assure that tour and trip schedules, including any late developments, are clearly communicated to meeting participants, in Fisheries, on the conference website, and at the conference Information Booth.