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SECOND STEPS Initial Information to Invitees Send introductory information to invitees/participants via email ask for confirmation Attach meeting announcement (see sample announcement) Attach lodging/travel information for out-of-town guests Attach parking/location information for local guests Secondary Information to Confirmed Attendees Send second email message to confirmed attendees with more info on meeting Send instructions, regulations, and forms about travel reimbursement to out-of-town guests Provide specific info about parking to local guests Send maps/directions to meeting location to local guests Provide roster to guests and ask them to check/correct their entries Final Information to Attendees via Email Send final confirming/reminder email to attendees Attach final agenda Attach map of meeting location Attach any pre-meeting readings or preparatory information Staffing of Meeting Identify host(s) for meeting Identify logistical specialist for meeting Identify notetakers for small groups Notify all notetakers of expectations Identify registration table staff Notify registration table people of work time and duties Identify and inform discussion group leaders Give instructions to discussion group leaders THIRD STEPS University of Minnesota School of Social Work Contact: SJ Wells: swells umn.edu 1 Evidence Based Practice in Child Welfare in the Context of Cultural Competence June 2007 Hospitality Needs Plan welcome/registration station Create method to pick up packets of meeting information Create check-in materials, if needed Decide on table décor for meeting tables Materials for Meeting Day Confirm AV with meeting site staff Develop plan for AV needs and requirements Check the any laptops to be used for capacity to handle various media/software Create table signs, if needed Decide what signage needed for the meeting space Create print welcome/title sign on foam core for welcome area Make sure easels on hand for signs and flip charts Create and print ide
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