Florida Association of City Clerks 

Promoting and Developing the Educational and Professional Status of Florida City Clerks
 

Summer Conference and Academy Host Committee Responsibilities


The following is a list of the major areas of responsibility of the FACC Summer Conference and Academy Host Committee, followed by some areas that are not the Committee’s responsibility, but are closely tied to the Summer Conference and Academy.

Description of Duties
1) Summer Conference and Academy Theme for Social Activities:
The committee should first establish an appropriate theme for the social activities of the Summer Conference and Academy. It is not required to play on the location of the Academy for your theme, but it is a good starting point. Another theme idea is any specific events of the year. 

 

The FACC Board has agreed to utilize only the FACC logo for Summer Conference and Academy materials to assure continued branding of the association. 

Announcements:
Articles relating to the Summer Conference and Academy should be prepared for inclusion in the Friday Emails and other related publications; including a call for volunteers and “City Treasures.”
 
2) City Treasures:
The committee is responsible for soliciting city treasures from clerks throughout the state to use as door prizes during the Summer Conference and Academy. In addition, the committee should contact local businesses to request appropriate items or gift certificates to use as door prizes. Please note that the committee cannot solicit monetary donations. If a business wishes to donate money instead of a prize, provide FACC staff with their contact information and let the business know that FACC staff will contact them regarding sponsorship.

 
The FACC may be able to obtain a stay at the host hotel for a future date. If so, that should be considered the “grand prize” and should be the last prize given out.
 
Prize drawings may be done throughout the Summer Conference and Academy at the conclusion of the Opening Ceremony, the Business Luncheon, the Welcome Reception and the final session. Attendee names shall be placed in a software program by FACC staff and this software will be utilized to electronically select names. All attendees shall be eligible for the grand prize, regardless if they had previously been awarded a prize.
 
3) Welcome Bags:
The association provides the welcome bags and the committee solicits items for the bags to include area information, i.e. restaurants, a map, etc., as well as little giveaways that local municipalities and businesses may have on hand, i.e. pencils, pens, letter openers, etc.

 
4) Welcome Desk:
The committee may arrange through FACC staff to have a separate table set up at the Summer Conference and Academy registration desk.
   
5) Opening Ceremonies:

The format for the opening ceremony is coordinated with the president. The ceremony is held first thing Monday morning and sets the tone for the entire Summer Conference and Academy. It is important to let the speakers know how much time they will have as there is limited time allotted for the opening ceremony. The committee must arrange/schedule the following aspects in order of their performance:
   
a) Introduction – FACC president
b) Honor/Color Guard – present colors/flags and generally the host city has their own within the fire or police departments or will be able to provide information.
c) Pledge of Allegiance – FACC president leads attendees in the Pledge
d) National Anthem performer(s)
e) Invocation – performed by a pastor/minister/rabbi/spiritual leader
f) Introduction of Welcome Address Speaker – FACC president
g) Welcome Address – usually given by the mayor or other top official of the host city/area
h) Introduction of Keynote Speaker – FACC president
i) Keynote Speaker – this is the main speaker of the ceremony and will set the tone for the rest of the Summer Conference and Academy
j) If the committee wishes to schedule some other type of entertainment such as a musical guest, this should be coordinated with the FACC president to ensure there will be adequate time. Some type of musical program adds a special touch and helps set an “upbeat” tone for the Summer Conference and Academy. (The committee must take into consideration the length of the keynote speaker’s speech.)
   
It is recommended that the committee start planning the details of the opening ceremony as early as possible in order to avoid unanticipated problems. Follow-up letters should be forwarded to opening ceremony participants/guest speakers in order to confirm their attendance. 

6) Volunteers:
Volunteers will be needed for several aspects of the Summer Conference and Academy including, but not limited to, the welcome desk, any pre-setup, distributing door prizes during the drawings, and anywhere else the committee deems help is needed. A call for volunteers should be included in the Friday Emails to get the word out to attendees. Committee members should also contact neighboring cities to recruit volunteers.

7) President’s Presentation:
The committee chair should coordinate with the president-elect and FACC staff, a short presentation to the outgoing president during the Welcome Reception to include a cake, a separate table and microphone set-up within the Welcome Reception area.

8) Business Luncheon:
The FACC staff handles all arrangements for the luncheon meeting including menu selection. The committee is responsible for table decorations, if not provided by the hotel.
 
9) Budget:
The committee must work to obtain quotes and estimates for the items that are needed for the Summer Conference and Academy budget. Specific items that the Summer Conference and Academy Host Committee is responsible for budgeting include the Opening Ceremony and any miscellaneous items. The FACC staff will budget for AV equipment. The committee chair should attend the FACC Budget Committee meeting held in April of each year.
   
10) Miscellaneous:
The committee should put together informational pages that include local places of interest, restaurants and maps of the area for the attendees’ welcome bags. In addition, information related to local activities that spouses and other guests may be interested in attending, should be included in the welcome bags.

   
11) Signs:
The FACC staff creates signs for the Summer Conference and Academy including welcome signs, registration desk signs and the hospitality suite signs (if applicable). If the committee needs any signage, they should contact the FACC staff to discuss their needs.
 
12) Hospitality Suite:
If a hospitality suite is budgeted for the Summer Conference and Academy, the committee shall ensure that the suite is stocked with hors d’oeuvres, beer, wine and soft drinks, as well as paper goods to support serving the refreshments. Volunteers should be recruited to staff the suite during the hours of operation.



 

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