GUIDELINES for hosting SEAWAY SECTION MEETINGS



A. OUTLINE OF MEETING

  • The Executive Committee meets on Friday from 4 to 6.
  • The general meeting begins on Friday evening with a social hour at 6. Dinner runs from 7 to 8:30. A speaker then talks for about an hour.
  • The Saturday morning session starts about 9 and ends at 12. Lunch from 12 to 1:30. The afternoon session runs from 1:30 to about 4.


B. PROGRAM PLANNING


The section officers plan the Saturday program. By tradition, the host arranges only one event: the after-dinner speech on Friday.

C. ATTENDANCE


  • Expect from 50 to 100 on Friday evening, most likely 75, and from 125 to 150 on Saturday.
  • 75 cars may require campus parking on Saturday.


D. DINING FACILITIES


  • Some colleges have faculty clubs or restaurants that are very suitable for Friday's program. A reserved section or room in the campus dining halls is also a possibility. It is especially convenient for travelers to have the Friday banquet at the hotel where they are staying. Whatever is used, it is important that our space be isolated from others so that the after-dinner speaker can be heard without distraction.
  • For lunch we should use one of the on-campus facilities.


E. MEETING ROOMS


The following rooms are needed:
Quantity Type Capacity Function Time
1 Conference Room 10 Exec. Comm. Mtg Fri. 4-6
1 Auditorium 175 Plenary Session Sat. 9-12
4 Classrooms or Lecture Halls at least 50 Parallel Sessions Sat. 1:30-4


F. RESPONSIBILITIES OF THE HOST


The host:
  1. provides the after-dinner speaker on Friday and an official welcomer at the start of Saturday's program;
  2. provides refreshments for registration on Saturday morning, and hot or cold drinks when the afternoon session ends;
  3. provides audio-visual equipment;
  4. arranges social hour, dinner, and lunch;
  5. books rooms for the sessions;
  6. provides a campus map, a college profile, and travel instructions for the Newsletter;
  7. reserves a block of rooms in a local motel;
  8. collects the checks mailed to campus for pre-registration and meals, and prepares a list of pre-registrants;
  9. issues meal tickets, name tags, and receipts to pre-registrants when they arrive.


G. COSTS


  1. The main costs for the meeting are refreshments and the after-dinner speaker on Friday. There may be an additional cost for student helpers, supplies, and audio-visual setups.
  2. In the past the section has not provided funds for local expenses, but there are several things a department can do to control them:
    1. Administrations are often persuaded that hosting a state-wide group of educators, concerned with questions of mathematics education, is a worthy activity to support;
    2. Find an after-dinner speaker for Friday evening who will not require expensive travel or honorarium costs, as these costs are not covered by the Section;
    3. It is common to include a service charge of $1 or more in setting the prices for dinner and lunch;
    4. Publishers interested in displaying their wares are willing to pay rental fees for space.
  3. Local hosts should consult with the Chair or Program Chair of the Section early in the planning process in order to discuss the costs which will be incurred by the meeting.


H. LOCAL COMMITTEE


For the meeting to run smoothly, it is essential that a local arrangements committee be appointed to carry out the tasks in (F). The MAA Departmental Representative often chairs this committee.