Northeastern Regional Association
of Assessing Officers

An IAAO Affiliate

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NRAAO CONFERENCE GUIDELINES

1. PRE-CONFERENCE
   1. Discussion within State Association regarding hosting NRAAO
   2. Establish State Exploratory Committee
   3. Tentative site selection
   1. Must be equipped to hold 150-200 participants
   2. Pricing of services
   Tentative Budget
   1. Establish a breakeven budget
   2. Establishment of fees
   3. Member and non-member
   4. Guest
   5. Vendors
   6. Daily’s
   7. Early/late registration fees
   5. Final site selection
   6. Bid on site at NRAAO meeting
       
2. STEPS ONCE GIVEN CONFERENCE
   1. Be prepared to give reports at NRAAO meetings
   2. Contract
   1. Receive information on what to watch for in contracts from site Advisory Committee
   2. Have contract reviewed by attorney
   3. Make arrangements for overflow hotels if necessary
   4. Have a site visit by NRAAO Advisory Committee
   5. Obtain $2,000 advance from NRAAO
   6. A vendor booth at year prior conference
   7. Ad in Program Booklet in year prior conference
   8. Mailings: Always have contact person’s name and phone number on all mailings
   9. Program Booklet Committee
   1. Ads
   2. Schedule of Events
   3. Vendor Information
   10. Establish conference dress policy
   11. Work with vendors to obtain maximum participation
   12. Golf outing committee
   1. Chose course
   2. Type of tournament you will host
   3. Have a flyer to mail out with conference information
   4. Prizes
   13. Education Committee
   1. Receive $2,000 from NRAAO for Education
   2. Establish the classes to be given and the speakers
   3. Look into IAAO class offerings
   4. Determine if there will be any fees for the speakers
   5. Transportation and lodging requirements of the speakers
   6. Know what AV and coping requirements are going to be needed by the speakers and their associated costs
   7. Have a small token of appreciation for the speakers
   8. Obtain Bio on the speakers for the moderators to introduce them
   9. Moderators for all classes
   10. Education credit form and stamp
   11. Door prizes for the classrooms (gift and raffle tickets)
   14. Events Committee
   1. Establish events for at night during the conference that would have a local host flavor
   2. Day trips for spouses and guests
   15. Music for Sunday night welcoming reception and Wednesday night banquet
   1. Fees, contracts, music lists
   16. Badges and tickets
   1. Name badges required for all events
   2. Badge holders
   3. Ribbons for badges for the Officers, Speakers, Vendors, Past-Presidents
   4. Have all events be ticket events
   17. Establish a Hospitality Room Committee
   1. Try to obtain the liquor on consignment
   18. Signage
   1. Have signage throughout the hotel. Registration area, classrooms clearly marked, vendor area, etc.
   19. Registration Committee
   1. Have list of all paid registrants, full and daily
   2. List of paid participants for all events
   20. Tuxes - find out if any are needed and collect fee for them
   21. Determine the meal for the banquet
   22. Determine if there will be any open bar time
   23. Work with the hotel on room assignments – try to keep conferences near the hospitality room and not outside hotel guest
   24. Establish a refund policy prior to conference
        
3. DURING CONFERENCE
   1. Payment of NRAAO legal counsel’s room
   2. Breaks and meals
   1. Try to have these covered by a sponsor
   3. Floor plan for all events
   4. Have conference agenda at the registration area
   5. Make preparations for the NRAAO Executive Board meeting
   6. NRAAO annual meeting
   7. Have receipts prepared for attendees
   8. Banquet
   1. Head table
   2. Tuxes if any, pick up and return them
   3. MC for the event, who introduces the head table, and Past-Presidents and other dignitaries
   4. Pass the gavel to new President
   5. Presidential gift
   6. Corsages and boutonnieres
   9. Assist vendors with deliveries to conference site
   10. Gift for Past-Presidents in their room upon arriving at hotel
   11. At registration table have a list of area restaurants and area points of interest
   12. Flag for the general meeting and banquet for the Pledge of Allegiance and Star Spangle Banner
   13. No vendor allowed to set up without having paid
   14. Vendor area must be very visible and accessible
   15. Make sure all vendors and contributors get conference booklet
        
4. CONFERENCE WRAP UP
   1. Final bills and reconciliation
   2. Thank-you notes and gifts
   3. Meet if possible with the next host state committee to assist them in any way possible
   4. Reimburse the NRAAO the $2,000 advance
   5. Turn over conference proceeds based on previously established split to NRAAO
   6. Final report to NRAAO