Regional Host School Checklist Overview

Thank you for your interest in hosting an MASC/MAHS Regional Conference. You have accepted the responsibility for putting on a conference that will enhance both your reputation and ours as well as provide all attendees with amazing resources, connections and new ideas. We request that you use the following guidelines in planning your conference.

Please review this entire ebook and understand your duties as a host school. You will be representing MASC/MAHS, so we request that you please follow the procedures outlined in this packet.

• As soon as possible, you should contact the site of your conference to confirm the date and introduce yourselves. Although both the site and date were scheduled through MASC/MAHS, it is nice to introduce yourself and get acquainted with the conference facility staff. We recommend setting up an appointment with the site coordinator to visit the location if you are unfamiliar with that particular conference site. It is important for you and your council to meet with the conference coordinator and get a feel for the layout of the facility. All rental agreements and food arrangements will be taken care of by the MASC/MAHS office. Never agree to any costs without first checking with Kadi Pojeta at the MASC/MAHS office. If you incur any costs without our permission, you will be billed for them.
• Next, please begin communicating with member schools in your geographic area to invite them to present at the conference. A list of phone numbers and adviser names can be sent to you upon request.
• The student presentations should be 35 minutes in length. It is better to have a presentation with MORE information, than one that ends early. Any student group may be highlighted. Please include NHS, SADD, Class Representatives, etc. The focus should be on students leading other students. IT DOES NOT JUST MEAN STUDENT COUNCIL LEADERSHIP! If you keep in mind that people will more often present when asked, (they are much slower to volunteer) your success rate will be high. Please encourage the Honor Society groups to present as they will also be reviewed and have the opportunity to possibly present at the MASC/MAHS State Conference.
• Students may present on a variety of topics including, but not limited to, successful fundraisers, student/staff appreciation, problem solving processes, applying for the Award of Excellence, how they serve on the Board, etc. These are possible presentations. Make certain that you have a list of suggestions for schools when you make phone calls to them. See our suggested idea list! When you are prepared you will not have to say, "I don't know what you should do." Also, remind students that presentations by Student Council AND HONOR SOCIETY groups that are well-evaluated will be invited to present at the MASC/MAHS State Conference!
• Middle Schools: We would like to include Middle School students as much as possible in our events. Typically, Middle School students don't present at Regionals (unless we offer a Middle Level ONLY Regional). However, if you have Middle Schools interested in presenting and/or attending your site, please don't turn them away! Speak with Kadi about how to work the Middle Level Presentations into your schedule! The earlier they get this type of experience, the better off they will be in the future, so if they want to present, they can!
• Please arrange for Kadi Pojeta to meet with the advisers during the SECOND education session (please list this in the program so advisers are aware of it and announce it during the Opening Session). The remainder of the time, the adults may attend sessions so they may see what the students are doing and perhaps decide to have their students involved next year. Another good idea is to provide a place where the advisers can meet to exchange ideas. Inviting advisers to do a mini-presentation (20 minutes) is a GREAT possibility as well. The host school adviser should be responsible for being the moderator in this room and should facilitate this swap session. Using the general session or luncheon area for this meeting works fine, especially if there are limited breakout rooms for student sessions.
• There is no need for hired speakers at these conferences! Regional Conferences are student-run and should be a display of the achievements of the students! Regional Conferences are a time to show what you've done, see what others have done, and get ideas to close up the year and get a start for next year. All activities and presentations are done by students.
• Use the Board of Delegates as mentors - they have seen these conferences, they have been to them, they have run them. Set up an appointment with some of the nearby MASC/MAHS Board members to talk about the day and if you need the Board's assistance with anything, let them or Kadi know ahead of time so they are prepared. They have responsibilities during the sessions (assigned by Kadi), but can help with opening sessions, closing sessions, registration, organization, etc...
• If you have a theme, USE IT! Visual aids help to relay your theme, and being consistent helps to remind people of it. Themes help tie the day together and can make it fun, interesting, engaging, and memorable!

Sample Conference Agenda / Program

The host school should plan to arrive at the conference site no later than 7:30 AM the morning of the Regional. This allows plenty of time to prepare and be ready by 8:15 AM, as some schools WILL arrive earlier than the posted 8:30 AM Registration time. MASC/MAHS staff and Board members will arrive no later than 8:00 AM.

8:30-9:00 Registration (w/morning snack included)

This is the first impression that the schools will receive of MASC/MAHS and you as the Host School. Please plan for lots of space and a smooth operation. Know where supplies are, how to deal with early or extra registrations, etc...

9:05-9:30 Opening General Session

• Have a planned script written out for the opener (but don't read from it - know it and do it). At this time review the conference schedule and layout of the facility with attendees - mention where the bathrooms are, where lunch will be held, when the closing session is, etc. Email this script to Kadi (kadi@mascmahs.org) before the conference in case any reminders need to be added. Be prepared to add announcements the morning of the conference - things come up! Some things to put in your script will be introducing key players, especially the adviser and chairpersons, board members, etc...let attendees know how the day will run, what to expect, where rooms are located, to keep the site clean.
• Please organize your speakers - know who is going up and what they are saying and PRACTICE PRACTICE PRACTICE!
• When students/advisers are speaking, make sure any background music is SHUT OFF!
• ENERGY IS A MUST AND A CONSTANT! SMILES TOO!
• Your council should plan a mixer. It should be something that will allow students to get to know other students at the conference.
• If you choose, you can hold a role call and introduce each school by having them yell the name of their mascot, singing their cheer, or something along those lines. Having signs around the room with the names of those schools who are present is a great hospitality gesture.
• Introduce the MASC and MAHS Student Board members who are present. The board members should be given time to explain the process for running for the MASC or MAHS Student Board of Delegates (if your center is up for elections this year) and what the board does for you. They don't need more than 5 minutes TOTAL between the two of them.
• Make sure you have a slot for Kadi to talk to attendees. This will take up about three minutes maximum.
• Remember to release session presenters early so that they can get to their rooms and be ready for the attendees. Room moderators can also leave early, or should at least be the first out the door.
• Possibly sing a few MASC/MAHS songs. Keep the morning songs light and easy to give first-time attendees a chance to "break-in" (ex: teach the Leadership Beat a couple times, Frog Song, Pizza Hut)

9:35 - 10:10 Education Session (student presenters)

10:15 - 10:50 Education Session (student presenters)

10:55 - 11:30 Education Session (student presenters)

Student Moderators should be provided for each educational session; see instructions for moderators in the Host Committees section of this booklet.

11:35 - 12:15 LUNCH

Please make certain that lunch can be completed in forty minutes; this is often a problem, particularly with groups of over 250. If you need two lunch periods, you may flip-flop lunch and the third session. Or, have the middle level students eat early. Find out from the site how many the lunch area can hold at once and make sure we all fit according to your schedule.

12:15 - 1:00 SWAP SHOPS / IDEA EXCHANGES

The swap shops are most effective when you use a prearranged list of topics and have the facilitator ask each school in their room to give the best idea from their school i.e. Fund Raising, Community Service, Staff Appreciation, Student Recognition, Spirit Activities, Homecoming and Public Relations. During this session, people should be limited to under a minute when stating their idea. Leave a few minutes at the end of the session to exchange names and numbers so that a person can get details on a good idea they may have heard. See the Host Committees section of this booklet for more details on this.

1:00 - 1:15 CLOSING GENERAL SESSION:

The Evaluation and a Closing Activity should be done here. The Closing Activity can be something like having a representative from each school present the idea their group liked best about the conference, or one idea they will use from the swap session, etc. Be prepared to eliminate the closing activity if you see that groups need to leave. Do not force an activity. You will run the risk of ending the conference on a negative note. Sing a few songs and offer prizes for a raffle for completed evaluations that have been handed in. Good prizes could be school store items from your own school! If available, MASC/MAHS may be able to provide a few prizes, however, don't count on this for your prizes!! We have a few giveaways to spread across many conferences! Also use this time to thank the students and advisers for coming to your conference!

We have found that because of after school activities, both adults and students sometimes need to be on their way around 1:00 P.M. We have also found that swap shops are highly evaluated and students usually tell us it is the most meaningful activity of the day. The swap shops offer the opportunity for everyone to shine.

We prefer that you adhere to the times outlined. Please consult with Kadi if you have other ideas for an agenda. The standard schedule makes the Regional Conferences easier to advertise. Some districts have a difficult time waiting for busses to get back from their regular student runs so that they may board the bus and depart for their field trip. It is difficult therefore, for them to arrive at the conference on time. Do not be offended by late arrivals due to this!

Remember that this is a suggested program. It is a guideline. If you have any questions, please call the MASC/MAHS Office. The message is that we know the schedule works and we would like to have all sites following roughly the same format.

Regional Host Responsibilities & Expectations

• Preparing and printing the program - Include in each folder an agenda and map of the facility (mark the rooms that are being used clearly), as well as note paper (master copy can be downloaded from the main page of this ebook, or use looseleaf). Other than those 3 things, anything else is up to you (mixer instructions, evaluations, song words, motivational papers, etc...)

• Sending a letter of confirmation to presenters - presenters should know how many times they're presenting, which sessions, which room, and how many copies they will need. Presenters should be notified at least one week prior to the conference of exactly how many sessions they will be presenting for and about how many will be in the room each time. When they arrive, they should be shown to their room!

• Decorations of your choice - check with site to find out what can be put on walls, where you can decorate, what you can use to hang things with, etc...

• Opening Session/Welcome & Mixer - it is up to you as the host school to determine the flow and parts of the opening session and whether or not you will facilitate a mixer/icebreaker

• Audio-Visual (AV) equipment needs - AV costs at sites are high; we ask that presenters bring their own equipment. Before using a site's equipment, know that you as the host school may be charged for it (MASC/MAHS covers the basic microphone/podium in the general session room; we have ONE LCD projector that can be used upon request).

• Moderating all breakout sessions (see Host Committees section of this ebook for more details)

• Please eat lunch LAST - As the Host School, you should be the last ones to be fed and seated. That way, if there happens to be a problem with food/seating, you are hopefully the only ones inconvenienced. This doesn't sound "right" to some people, but think of when you have dinner at your house with family over - everyone else is politely invited to sit and get food - the host/hostess is always the last one to eat!

• Facilitating Swap Sessions / Idea Exchanges (see Host Committees section of this ebook for more details)

• Closing session remarks - make sure to close with a strong session so that you end on a positive note!

• Conference evaluations - presenter evaluations are turned in to MASC/MAHS immediately after all educational sessions are done (at the beginning of lunch). General Conference evaluations are done online and the data will be turned over to you so that you will get an evaluation of how you did as a host school

• MASC/MAHS expects all councils will dress in a manner that allows them to stand out in a professional way. - That does not mean you need to dress up in suits and skirts! Simply wearing khakis and your council shirt or school shirts is a remarkable way to display yourselves as a team! I do ask that NO JEANS are worn by the host school, and whatever is decided upon is in good taste.

You are NOT expected to do any of the following:

✖ Register schools for the event

This is done directly through the MASC/MAHS office and all registration numbers must go through us! Schools must send registrations directly to the MASC/MAHS office! You will be kept updated on numbers/schools, etc...

✖ Collect money prior to the conference

All checks must be made out to MASC/MAHS, NOT the host school! All payment can be sent directly to the office or collected on site the day of the conference, or invoiced after the conference.

✖ Arrange meals

All food arrangements, contracts and billings go through MASC/MAHS. If you wish to make these arrangements instead, you must communicate that clearly and early on to MASC/MAHS.

✖ Give the site attendance numbers

All numbers for registration and meals will come through the MASC/MAHS office.

✖ Supply folders, pens, nametages, nametag ribbons

I will supply your school with an appropriate number of pens and folders for your event. As more supplies are needed, you must contact me. Be prepared to stuff folders the day of the event if needed (although we will do our best to NOT have this happen!). All of these supplies will be mailed or delivered in January.

Absolutely NO registrations should be made with the host school!

All schools must send in registrations to the MASC/MAHS office, INCLUDING THE HOST SCHOOL!!!!

Any registrations you receive should be forwarded immediately to the MASC/MAHS office!

We have had a number of problems in the past with the host school requesting information from area schools as to whether they are attending or not. To avoid any problems, before sending information out to schools via email, fax, or postal mail, please send a copy to MASC/MAHS FIRST and let us review it for content and accuracy!

What MASC/MAHS Provides for the Host School

• Guidelines for committee duties (in this ebook)

• Various email invitations to member and non-member schools (sent in December, January & February)

• Registration forms (via an online registration process)

• Presenter Submission Form: http://mascmahs.org/node/150

• Guidelines for session moderators so that they will use the time in each session appropriately (see Host Committee section of this ebook)

• Current Directory of members - If there is a discrepancy in membership, have the school in question call our office for more details.

• Evaluation forms for your conference - we will bring education session evaluation forms and supply information for how students can evaluate the conference online after the event.

• Folders, bags, pens, nametags, and nametag ribbons for the host school and the presenters

• Registration details (who is coming, how many they're bringing) via adviser's email unless otherwise specified

• All meal arrangements

Host Committees

Please be advised that this is a recommendation of committees and their duties. You are more than welcome to rearrange and work with what you're comfortable with, as long as all of the duties are taken care of.

Program Committee

• Solicit presenters from a variety of schools
• Assign order of presentations and rooms
• Any school that requests AV equipment should bring their own or assist the host school in locating equipment to use; renting equipment from the site is costly and MASC/MAHS is not equipped to handle such large costs - check with other attending schools for equipment needs if necessary
• Type and print the program/agenda
• Reconfirm by phone that presenters will be attending and ready; this phone call should take place no later than one week prior to the conference out of respect for the presenter
• Work on a closing for the conference - remember the evaluation process!
• Prepare nametags & ribbons for presenters
• Have some extra maps and agendas, etc. from the registration committee - each presenter should receive all of these materials with their specific information highlighted

Hospitality Committee

• Make welcome signs and directional signs so people can find their way to the registration area and session rooms
• Recognition signs for all schools attending
• Have members who will act as guides for presenters and attendees - as soon as schools come in, filter students to main session room, presenters to your presenter check-in area, and advisers to the registration desk! DO NOT let groups of students mingle near registration as this creates chaos and unnecessary crowding! MOVE THEM IN TO THE GENERAL SESSION/MORNING SNACK AREA!
• Work on icebreakers and mixers for morning general session
• Circulate with the people attending - make them feel WELCOME!
• Be sure host school members receive a Host ribbon for their nametag

Registration Committee

• Organize registration procedure and area; be ready for those who come early and provide a smooth transition for those who arrive late.
• Prepare folders, pens, pencils, etc...
• Have nametags ready and markers available
• Have a list of which schools are attending and which owe money (MASC/MAHS will provide this list the day of the conference)
• Package the folders, nametags, etc. by school - request that only the adviser actually check in! The adviser picks up all of the folders and has the students write out their own nametags.
• Prepare "extra" folders...just in case (30 is a good number, 50 is better if available)

Facilities Committee

• Be sure AV Equipment is ready and working for presenters. - MASC/MAHS will not provide AV equipment for presenters. If they would like to bring equipment from their own school, they are more than welcome to do so. Many sites charge $200 for an LCD, not including a computer, therefore this is not an option for AV equipment use, unless the presenter wishes to cover that cost!
• Make signs for the individual sessions in each room (door signs)
• Make sure at least one student moderator is present at each workshop
• Decide how to split attendees into groups

Public Relations Committee

• Prepare articles about the conference for local news media.
• Take pictures at conference or have it covered by the local news media.
• Contact local news media of schools presenting.
• Write thank-you notes, letters, etc, to all those who helped - presenters, caterers, site staff, teachers, etc...
• Invite local School Board, ISD staff, teachers, Principals, etc...
• Write an article for the MASC/MAHS Web Site after the conference - use your adviser's site blog or write the article in Microsoft Word and attach it to an email along with pictures; send it to kadi@mascmahs.org

Food Committee

• Be sure lines can move quickly
• Check as to how the food will be distributed. Be sure directions are clear, include in registration packet if necessary.
• Move around encouraging everyone to clean up.
• Clean up, if necessary, after everyone has eaten.

Clean-Up Committee

• Made up of all of the above - everyone takes part in this committee! We want to make sure we leave the facility better than we found it!

Evaluation Committee

• After the education sessions, all room moderators and any State Board students will sit with Kadi and review the presenter evaluations.

Support

The MASC/MAHS Staff is available Monday through Friday to assist your school in planning the Regional Conference.

Monday - Thursday, 8:00 AM - 5:00 PM
Friday, 8:00 AM - 4:00 PM

517.327.5315 | Fax 517.327.5360

The main contact at MASC/MAHS for Regional Conference Host Schools is Kadi Pojeta.
kadi@mascmahs.org

On the day of the event or for urgent issues in the evening after office hours, please call Kadi at 517.896.8545.

Throughout this process of being a host school, if you have any questions, please contact Kadi. A good conference will draw people back for another year. A poor conference will discourage schools from attending again. MASC/MAHS is here to help you do a GREAT job!

This is your chance as a council to put together something that is both rewarding for others and yourselves. Seeing the conference actually happen and run well is a reward in itself!

You will see things go wrong and you will read bad evaluations. But you must remember that the things that go wrong in your eyes - the attendees probably had no idea even happened! And the evaluations that say negative things - some you can't do anything about, others are just looking for a way to complain about something. There are valid negative evaluations - those are the ones you need to consider. Just keep track of both the good remarks and the bad remarks as you read through the evaluations! The good almost always outweigh the bad!

Costs of Hosting a Regional Conference

One question we have from potential host schools is "how much will this cost us?" While we can't give a direct answer since each Regional is different and each host school decides to do different extras, this is our basic outline of what we pay for and what the school pays for:

MASC/MAHS pays for / provides...

• Morning snack, lunch, beverages for all attendees
• Facility rental or school custodial/building fees
• Folders for all participants
• Evaluation tools
• Copies (unless the school chooses to copy themselves)
• Pens for each participant
• Nametags for all participants
• Ribbons for presenters and host school students

The host school pays for / provides...

• Theme-related items / decorations (OPTIONAL)
• Giveaways / prizes (OPTIONAL)
• Copies (if material is not sent to MASC/MAHS in a timely manner)
• Session tickets (if used)

Costs to the host school can be VERY minimal. Many host schools utilize posters/paper/banners they already have on hand and with a little sweat equity, can truly put together a creative theme and decorations. However, we have seen other schools go above and beyond and incur costs for speakers (please note, outside speakers are NOT recommended by MASC/MAHS), DJ's, and over-the-top decorations. There have been some schools that utilize old dance/event decorations to save on costs and still provide a stellar theme. Some host schools purchase tshirts for themselves - this is a great way to stand out, again, not required. You can use your current group shirt or shirts of the school or conference color, or try to work with a local business to get them donated.

One last important note: host schools save money with their registration dues! Host schools pay only HALF the normal registration fee (ex: normal $25 per person registration is only $12.50 per person for a host school). So if you usually bring your whole crew to a Regional, let's say, 20 students, you would pay $500. If you host and bring the same number, you pay only $250, and now you can just save that money, or use it to put back into the conference, since you would've spent it anyway!

If you have concerns or questions regarding costs/payments, please contact MASC/MAHS! We are here to help you develop a successful conference!