Program Coordinator

Initiates, develops, obtains and coordinates the necessary people, equipment, meeting rooms, for each meeting of MOTAG working closely with the Chairman and TAPPI to meet high standards of meeting information and attendance.

Responsibilities

Develops meeting format

Secure Speakers

Secure necessary equipment for speakers

Maintains files system for each meeting showing format, contacts, attendance, financial records and reports.

Works closely with the Chairman - MOTAG, keeping him advised of progress during the planning process of meeting development.

Administrative Functions
a. Secure meeting place
b. Arrange for audio visual equipment
c. Arrange for refreshments during session breaks
d. Arrange for the social hour
e. Interfaces with TAPPI for MOTAG-South
f. Responsible for all phases of the meeting as related to mailing of notices covering
1. time and place
2. format
3. list of speakers
4. insures compliance with reporting time schedule
This office may or may not be reimbursed for time and expenses unless it is underwritten by Industry at rates mutually agreed on by the Steering Committee and the person fulfilling the job.

Detailed

Meeting Agenda Preparation

As a routine part of the Program Coordinator (PC) position "leads" for potential future papers are gathered from various sources, i.e. requests from Vendors directly requesting that they be invited to give a presentation at a future meetings, tentative agreement for future "Mill Profile" presentations while at the MOTAG Meeting I Atlanta and by maintaining contact with Consultants and others closely associated with MOTAG willing to assist in passing on any leads from potential presentations.

Tentative Program Agenda (3 months prior)

From the list of accumulated, potential future papers and presentations a tentative meeting agenda is organized and a notice is sent to each prospective presenter with the date and time that has bee set aside for his/her presentation. A suggested title is also included for the recipient to think about. This is all done three months before the actual meeting date.

Confirmation (2 months prior)

Two weeks after the initial call for papers is made, telephone calls are initiated to the presenter asking for confirmation of acceptance of the invitation.

Purchase of Meeting Supplies

Office supplies, paper goods and liquor are purchased a few weeks before the meeting. Beer and mixers and purchased the Wednesday before the meeting in the city where the meeting is to be held.

Name Tags / Pre-Registration

As the pre-registration forms are returned, name tags are prepared

Accounting Receipts

Careful accounting scrutiny is exercised over any pre-registration moneys that may be received with the pre-reg forms. Receipts are made out as the registration money is received ready for distribution with the name-tag at the meeting.

Before the Meeting

The PC arrives in Atlanta on the Tuesday prior to the meeting. After checking with the Hotel Sales Office to insure that everything is in readiness, all of the supplies are brought in and the reception room (bar included) is completely set up for the Registration/Reception Wednesday night. All audiovisual equipment must also be tested prior to the start of the meeting.

Registration Reception

Check bar for shortages, and clean up following the event

Reception Thurs Eve

At the end of the business meeting the PC will enlist help from the steering committee to set up the bar for the reception. After the social hour the room must again be cleaned.

Friday Presentations

The Friday presentations will conclude about 11am. All remaining party supplies and audiovisual equipment is packed up. One last visit is made to the Hotel Sales Office to insure everything has been satisfied.