Winter Meeting – Daily Check List

SVMA WINTER MEETING – DAILY CHECKLIST

SATURDAY ARRIVAL – WELCOME RECEPTION

Reception room arrangement

Table for executive secretary to do check in

Bar

Food

Microphone/podium

Tables for resort people

Nastar – if not pre-registered, have that done this evening; handout out bibs

Mountain information

Cross country information

Miscellaneous information about town and other area activities

SVMA things

Check in list with secretary

Collect svma release forms if not mailed in before when registered for meeting

Registration packets that include:

CE syllabus and race certificate

Schedule for the week

Attendee list

Name tag

Ski pole ribbons

Nastar bibs if pre-registered

Presidents’ meetings packets (executive committee; past presidents council)

Agenda – have prepared in advance to cover all announcements and introductions

 

 

SUNDAY – NO CE; EXECUTIVE COMMITTEE MEETING; KARNIVAL DINNER

No continental breakfast

Stube in pm – sometimes haven’t done a Stube because of Karnival

Food

Bar

Executive committee meeting – president to set time and place

President and executive secretary should have sent out agenda before arrival with topics for presidents to think about prior to meeting

Got president’s packet day before at welcome reception

Have some snacks and drinks available

 

Karnival Costume Party and Banquet

Room Arrangements

Table at door for check in – check in list

Buffet dinner

Bar

Microphone/Podium

Dance floor

 

SVMA Things

Table/room decorations for the theme chosen

Hofmarshall(s) to be master of ceremonies

Costume judges – prince / princess / one hotel employee

Prizes for costumes (decorations off the tables ???)

Single men

Single women

Couples

Groups

Children

Band / DJ and dancing

 

Sponsors can set up tables/booths in CE room this afternoon

 

 

 

 

MONDAY – CE SESSIONS AM & PM; PAST PRESIDENTS COUNCIL MEETING AND DINNER

CE am & pm sessions – CE Chairperson in charge

CE Room Arrangements

Table for CE sign in sheets – sign in sheets

Microphone/podium

Projector

Laser pointer

Screen

Tables/chairs for note taking

Water and candy on tables and at podium

Sponsor tables set up at back of room

Sponsor presentations determined by CE chairperson

 

Continental breakfast set up outside or at back of room in am

Daily announcements at the end of CE sessions

Stube in pm

Food

Bar

Past Presidents Council meeting in CE room after last session

Packets for meeting distributed at welcome reception

 

Past Presidents Dinner

Arrangement with restaurant, etc. Prior to meeting

Invitation sent out to get RSVP on numbers 2 weeks before arrival at resort

 

Free dinner night for non-presidents

 

 

 

 

 

TUESDAY – CE SESSIONS AM & PM; NASTAR DAY

CE am & pm sessions – CE chairperson in charge

CE room arrangements

Table for CE sign in sheets – sign in sheets

Microphone/podium

Projector

Laser pointer

Screen

Tables/chairs for note taking

Water and candy on tables and at podium

Sponsor tables set up at back of room

Sponsor presentations determined by ce chairperson

 

Continental breakfast set up outside or at back of room in am

Daily announcements at the end of ce sessions

Nastar or Fun Race

Race chairperson announce race hours and course

Picnic lunch

Stube in pm

Food

Bar

 

Free dinner night

 

 

 

 

 

WEDNESDAY – CE SESSIONS AM & PM; AWARDS BANQUET

CE am & pm sessions – CE chairperson in charge

CE room arrangements

Table for CE sign in sheets – sign in sheets

Microphone/podium

Projector

Laser pointer

Screen

Tables/chairs for note taking

Water and candy on tables and at podium

Sponsor tables set up at back of room

Sponsor presentations determined by ce chairperson

 

Continental breakfast set up outside or at back of room in am

Daily announcements at the end of ce sessions

Stube in pm

Food

Bar

Awards Banquet

Table at door for check in – check in list

Buffet dinner

Bar

Microphone/podium

Nastar race chairperson master of ceremonies

Awards for racers

Drawing tickets for prizes from local merchants / travel agent

 

 

 

 

 

THURSDAY – CE SESSIONS AM & PM; CROSS COUNTRY SKI DAY; FAREWELL BANQUET

CE am & pm sessions – CE chairperson in charge

CE room arrangements

Table for CE sign in sheets – sign in sheets

Microphone/podium

Projector

Laser pointer

Screen

Tables/chairs for note taking

Water and candy on tables and at podium

Sponsor tables set up at back of room

Sponsor presentations determined by CE chairperson

 

Continental breakfast set up outside or at back of room in am

Daily announcements at the end of CE sessions

Cross Country Ski Day

Transportation to ski area

Food & water arrangements

Stube in pm

Food

Bar

Banquet – sit down dinner

Room Arrangements

Table at door for check in – check in list

Microphone/podium

Table decorations – can be standard hotel set up

Meeting favors on tables

Dance floor

SVMA Things

President Master of Ceremonies

SVMA report to membership

Introduction of presidents, including new one

New prince and princess announcement and crowning

CE chairperson presents speaker gifts

President-elect presents out-going president gift and talks about next year’s meetings

Previous year’s tail-ender award winner presents candidates and winner

 

Band / DJ and dancing

 

 

 

 

 

FRIDAY – CE SESSIONS AM & PM

CE am & pm sessions – CE chairperson in charge

CE room arrangements

Table for CE sign in sheets – sign in sheets

Microphone/podium

Projector

Laser pointer

Screen

Tables/chairs for note taking

Water and candy on tables and at podium

Sponsor tables set up at back of room

Sponsor presentations determined by CE chairperson

 

Continental breakfast set up outside or at back of room in am

Daily announcements at the end of CE sessions

Stube in pm

Food

Bar

Free dinner night

 

 

 

 

 

SATURDAY – CHECK OUT OF HOTEL