CWRT CONGRESS EVENT HOSTING DUTIES
Several CWRTs around the country have asked about hosting an upcoming CWRT Congress event. The following are the proposed duties of host CWRTs:
The host duties include:
The host duties include:
- Securing a no-cost location where we can (a) hold the Congress sessions consisting of several speakers throughout the day in consecutive sessions and attended by about 100 in lecture hall/classroom style seating, (b) make use of technology including screens, projectors and microphones and (c) serve continental breakfast and, at a minimum, boxed lunch where attendees can sit and eat in a social-friendly setting;
- Securing a reasonably-priced caterer with meals as dictated by the Congress schedule, handling contract negotiation, placing deposits and being reimbursed after the Congress through Congress fees;
- Securing a local, affordable hotel at a group rate, and one that offers free breakfast and rooms of the type(s) needed for Congress attendees;
- Providing volunteers to staff check-in, handle walk in attendees, solve on site issues and questions, work with the caterer to ensure food is served timely and efficiently; (note that volunteers must still pay for their attendance, at least to cover any expenses incurred for meals, etc. associated with their attendance;
- Providing local restaurant suggestions for attendees;
- Proposing and arranging for pre and/or post-Congress tours of nearby Civil War sites, arranging tour guides and transportation, as needed;
- Providing information about transportation to and from the local area, informing potential attendees about transportation options;
- Selecting local restaurants to serve as Congress attendee dining locations should certain catering meals not prove feasible and/or desired;
- Other responsibilities as agreed upon by the Congress planners and host organization
