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Events

Committee Members:
  • Carrie Ross (Lead)
  • Diana Sullivan
  • Staff Liaison: Sherry Wagner

The events committee supports social events held in conjunction with the annual convention. For these events the committee will determine the theme, entertainment, and décor. Additional information for each is detailed below.

PLANNING RETREAT ACTION ITEMS:
Complete these items before departing the retreat - add all responses and notes to this site

Committee and Board Recognition Dinner
Monday, Feb. 5
7 pm
This event honors the Convention Chair, Board of Directors, and the Convention Steering Committee. Steering Committee members, board members, staff and special guests of the Vice President are invited. A recognition speech is typically given by the president and special guests to honor the Convention Chair.  

Budget is $7,000 (Dinner, décor, entertainment, invitations, place cards, etc.)
  • Discuss options for dinner location. 
  • Review fees and menu options for selected location and determine budget allocations for other items including décor, entertainment, invitations, place cards, and any additional items you may want at the dinner. 
  • Discuss and select décor, entertainment (which is optional) and menu. 
  • Determine assignments and create a timeline for committee members to complete tasks. 
  • Develop draft schedule of events and script. 

Submit volunteer schedule/needs: 

 Begin Time End Time # Persons Needed for Shift Specific Assignment/Duties Special Knowledge Needed?






Tuesday Staff Dinner 
Tuesday, Feb. 6 
7 pm
This is a casual dinner for board, steering committee, tech crew and staff.  It is typically held at a restaurant within walking distance of the Hilton.  We try to keep the cost to about the same as the per diem ($26 pp).  
  • Discuss possible locations for dinner.

Tuesday Exhibit Hall Opening 
  • Discuss details from 2017, what worked well, what did not.  Discuss changes/additions for 2018.  

Engagement Activities During Convention 
  • We will not have a social on Thursday in 2018.  
  • Discuss ideas for ways to engage attendees throughout the event.   
Added:
Tom would like your assistance in selecting board and committee attire. See attached document for guidance. 


PRE-EVENT PLANNING
The committee will work together on these items after the retreat leading up to the event: 

Committee and Board Recognition Dinner
  • Print invitations, programs, and place cards. 
  • Invitations should be mailed (or emailed) no later than January 15. Invitations are designed by TCEA graphic design following the convention theme. The committee is responsible for place cards and programs, if desired. 
  • Provide final invitation list to TCEA staff contact approximately 4 weeks out for final count to submit to venue. Include any special guests the Convention Chair would like to include. 
  • Provide seating chart to Convention Chair and TCEA for approval. 
  • Make final decision on and purchase centerpieces/decorations. 
  • Submit program and script for event – invite all participants and provide a copy of the schedule of events. 

Tuesday Staff Dinner 
Decide on location, no other action required.

Attire
Events Committee may be asked to assist in choosing board and steering committee attire.  

ONSITE

Committee and Board Recognition Dinner
Monday, Feb. 5
  • Arrive early to place decorations, place cards, gifts. 
  • Serve as host and coordinate program. 
Tuesday Exhibit Hall Opening 
Tuesday, Feb. 6
  • Onsite duties TBD
Tuesday Staff Dinner 
Tuesday, Feb. 6 
  • No action needed pre-conference from the committee other than discussing location.
TCEA Educator Awards Reception
Tuesday, Feb. 6
  • This event honors award and scholarship nominees. No action is needed pre-conference from the committee. 
  • The committee will arrive onsite before the event to assist with checking in award finalists and distributing the boutonnieres/corsages. 
  • The photographer will take pictures of the winners/finalists. The committee will escort award winners/finalists to photographer. 
  • Staff liaisons for this event are Katie Treat and Carrie McFarland. 
Keynote Sessions (Tuesday and Friday)
  • No action is needed pre-conference from the committee, other than discussing ideas for food/music/entertainment. 
  • The committee should arrive one hour prior to assist with seat drops and stage door prize ticket takers at door. 
  • Once the doors are open, the committee will assist with seating attendees (finding open seats) and keeping attendees from blocking the doors. 
  • After the session, the committee will assist with line control for the book signing (if applicable). 
Tech Crew Dinner
Wednesday, Feb. 7
  • No action is needed pre-conference from the committee. 
  • Committee will assist with minor set-up (placing sponsor sign, tech crew gifts, etc.) and will greet sponsor providing remarks. 
Past Presidents Luncheon
Thursday, Feb. 8
  • No action is needed pre-conference from the committee. 
  • The committee will arrive 30-minutes prior to the luncheon to assist with distribution of corsages/boutonnieres. 
  • No décor is needed for this; however, floral and other items from Monday’s dinner are typically repurposed. 
Engagement Activities During Convention 
  • Onsite duties TBD pending confirmation of ideas.


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ĉ
Kristy Breaux,
May 5, 2017, 1:57 PM
Ĉ
Sherry Wagner,
May 9, 2017, 3:36 PM
ĉ
Sherry Wagner,
May 9, 2017, 4:08 PM
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