Planning a Meeting

• President
  
  • Organizes executive board meeting in early fall for purposes of planning the spring meeting and slating a vice presidential candidate
    
  • Sets agenda for business part of spring meeting and presides over spring meeting
    
  
  
• Vice President
  
  • Contacts vendors to solicit door prizes
    
  • Contacts and makes arrangements for the luncheon speaker
    
  • Chairs the section awards committee
    • Solicits nominations
    • Selects winner(s)
    • Gets placque(s)
    • Presents the award(s)
    
    
  
  
• Secretary
  
  • Writes and distributes the Call For Papers
    • E-mails Call to AAPT members
    • Mails Call to AAPT members? (This could be phased out.)
    • Sends prefolded Calls to Ball State Physics Department for mailing to generic "Physics Teacher" in Indiana high schools
    
    
  • Sets schedule for meeting, working with local host
    
  • Writes and distributes the Meeting Announcement
    • Map of/to site and list of local hotels (obtained from local host) should be included
    • Distributes the Announcement in the same ways as for the Call
    
    
  • Handles meeting registration
  
  
  
• Local Host
  
  • Arranges rooms for sessions and registration
    
  • Makes luncheon arrangements
    
  • Provides name tags and blank receipts
    
  • Provides to secretary a map of/to the site and a list of local hotels
    
  
  
• Section Representative
  
  • Obtains mailing label file of members of AAPT living in Indiana
    
  • Arranges for AAPT meeting box and door prizes
    
  • Writes report of meeting and sends to AAPT for publication