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ALFRED W. SPEERClerk
HOUSE OF REPRESENTATIVES
GLENN KOEPPSecretarySTATE SENATE
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Louisiana hosted ASLCS in 2014
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Organize Host State Committee
Secure approval of Legislative leadership
Apply w/ ASLCS Site Selection Committee
Pre Bid and Gather information
Communicate w/NCSL Liaison
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Organize Host State Committee (cont’d)
Communicate with Program
Development Chairmen
What – ASLCS PDS
When - TBD
Where - TBD
Register by – TBD
Create a Planning Grid, Logo, and Blog
Refer to Host State Manual
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Budget, Finance, and Marketing
Fundraising Letters to Vendors/Lobbyist
Request Sponsors
Suggest Choice Hotel for Conference w/ NCSL Liaison
NCSL Finalize ALL Contracts
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Budget, Finance, and Marketing (Cont’d)
Need to Obtain: Permits/Contracts/Deposits/ Printing Cost/Audio-Videographer
Select Venue for Social Events
Select Catering and Menus
Host state gift/Gift Bags
Off-site Events
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Core Committee
Obtain Letter(s) from Leadership
Seminar Sponsors
Mail Invitations/Post Cards
Create Agenda for Program
Create Pocket Agenda
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Core Committee (cont’d)
Signage
Host State Committee Shirts
Invite Local Dignitaries
Suggest Plenary Speakers
Invite Exhibitors
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Registration Hospitality Suiteand Welcome Reception
Welcome Wagon/Registration
Courtesy/Information Desk
Hospitality Suite/Entertainment
Staffing/Volunteers
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Registration / Hospitality Suite and Welcome Reception (cont’d)
Food/Drinks/Caterers
Furniture/Decorations
Liquor License
Entertainment/Videographer for President’s Dinner
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Transportation Services
Shuttles, Car rentals and Buses
Travel logistics
Weather
Promotional Items
Tourist Brochures
Tourist travel accommodations
ASLCS
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Correspondence
Send Thank You Letters to:
Event Contributors
Sponsors
Volunteers
Staff
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Secure Leadership Approval
Make Application (Site Selection Committee)
Upon Approval (Create Core Committee)
Estimate Budget
Compile Financial Resources List
Identify Date Conflicts
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Core Meetings Begin to:
Finalize fundraising
Determine Hotel Site
Make Venue Site visits
Execute Contracts
Develop Logo Design w/ ASLCS
Distribute Save the Date Postcards
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Develop Event Timelines Recruit Volunteers
Outline Preliminary Staff Assignments
Make Travel Arrangements
Do Monthly Website/Blog postings
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Prioritize Assignments for
Transportation needs
Gift bag purchases
In-kind Donations
Contract Negotiations
Secure tax exempt status
Develop master supply list
Send Invitations to Dignitaries
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Finalize assignments
Order staff shirts
Schedule staff meetings
Review publication deadlines
Prepare contact lists
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Finalize Sinage For: Meetings
Transportation
Sponsors and Events
Receive Weekly Updates/Attendee Count from ASLCS
Schedule Walkthroughs Venues
Hotel and Registration Areas
Distribute shirts/assignments
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Daily Core Staff Meetings
Adhere to Time Lines
Revise Schedule(s) as Needed
Post Event Notations
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Send thank you notes/letters
Reconcile invoices
Complete final budget report
Post event summary
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Mr. Alfred W. Speer, ClerkLouisiana House of RepresentativesState Capitol BuildingP. O. Box 44281Baton Rouge, Louisiana 70804Phone: (225) [email protected]
Mrs. Yolanda Dixon, First Assistant SecretaryLouisiana State SenateState Capitol BuildingP. O. Box 94183Baton Rouge, LA 70804Phone: (225) [email protected]
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