Planning a Meeting

Our Annual Meeting Planning process:

The section officers and the local host work together to plan, organize, and run the annual meeting. The labor has traditionally been divided in the following ways:

• President

  • • • Organizes executive board meeting in early fall for purposes of planning the spring meeting and slating a vice presidential candidate

      • Sets agenda for business part of spring meeting and presides over spring meeting

• Vice President

  • • • Contacts vendors to solicit door prizes

      • Contacts and makes arrangements for the luncheon speaker

      • Chairs the section awards committee

        • • Solicits nominations

          • Selects winner(s)

          • Gets plaque(s)

          • Presents the award(s)

• Secretary

  • • • Writes and distributes the Call for Presentations

        • • E-mails to AAPT members

          • Arranges mailings to any requested AAPT Members

          • Sends pre-folded Calls to Ball State Physics Department for mailing to generic "Physics Teacher" in Indiana high schools

      • Sets schedule for meeting, working with local host

      • Writes and distributes the Meeting Announcement

        • • Map of/to site and list of local hotels (obtained from local host) should be included

          • Distributes the Announcement in the same ways as for the Call

      • Handles meeting registration

• Local Host

  • • • Arranges rooms for sessions and registration

      • Makes luncheon arrangements

      • Provides name tags and blank receipts

      • Provides secretary with a map of/to the site and a list of local hotels

• Section Representative

  • • • Obtains mailing label file of members of AAPT living in Indiana

      • Arranges for AAPT meeting box and door prizes

      • Writes report of meeting and sends to AAPT for publication