Here are things to consider when planning for your sessions.

PLANNER RESPONSIBILITIES

• Attend Program Planners meetings in October and January 
• Plan a minimum of six hours worth of technical workshops
  • Time frame for workshops to be held on Wednesday. Sessions may be doubled or tripled — just block that time for that presentation. 
    • 9:00-9:50
    • 10:00-10:50
    • 11:00-11:50
    • 1:00 -1:50
    • 2:00 – 2:50
    • 3:00 – 3:50
      If additional time in the afternoon is needed, note that!

• If using paper Planning Sheets, complete one for each program/presentation and submit to the cluster chair before December 10.
• If submitting the Planning Forms online, be sure this is submitted before December 10.
• Follow-up with presenter in May and again in early July, so that substitutions can be made at the last moment if they have to cancel unexpectedly.
• Complete housing request for presenters if applicable (the sooner the better!)
• Schedule facilitators for each workshop
• Stay in contact with the Cluster Chair:  Communication is key to a successful conference!
• Meet all deadlines

Immediately prior to Conference

• Verify workshops and presenters (within the last 2-4 days)
• Contact Conference Coordinator regarding housing request confirmation for presenters (if necessary: 1 room per program, if available)

During Conference

• Distribute material during workshop
• Verify setup and equipment that was requested is available; if something is wrong notify Cluster Chair.
• Distribute name badges for speakers and facilitators (you’ll get these from the Cluster Chair)
• Distribute and recollect workshop evaluations and turn in to Cluster Chair
• Plan to attend MTTA luncheon on Wednesday and Planning meeting on Thursday morning

Cluster Chair Responsibilities

Prior to Conference

• Attend Board Meetings in October and January
• If your planners are using paper planner sheets, make copies and give one copy to Conference Coordinator before December 10. Otherwise, ensure the planners have submitted their Planning Form online before December 10.
• Follow up with program planners in early May and July so that substitutions can be made at the last moment in the event of a last-minute cancellation
• Complete/review (with planners) housing request for presenters (if necessary)
• Schedule facilitators with assistance of program planners for each workshop
• Meet all deadlines (notify President-Elect or Conference Coordinator of problems ASAP)

Immediately prior to Conference

• Verify workshops and presenters with planners (2-4 days prior to conf)
• Contact Conference Coordinator regarding housing request confirmation for presenters (if necessary; 1 room per program, if available)

During Conference

• Serve as facilitator or confirm who is scheduled for each workshop
• Distribute material to program planners for workshop(s)
• Verify setup and that equipment requested is available
• Distribute name badges and ribbons to Planners to give to speakers and facilitators. You’ll get these from the Conference Coordinator.
• Distribute and recollect workshop evaluations from Planners and turn in to Conference Coordinator
• Plan to attend the MTTA luncheon on Wednesday and Planning meeting on Thursday morning