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) 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. FACC staff will include advertisements in the Friday Newsletter asking for door prize treasures. 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. Prize drawings will be done at the end of the final Conference and Academy joint session. Attendee names shall be placed in a software program by FACC staff and this software will be utilized to electronically select names. To win a prize, the person must be present. Committee members help distribute the prizes to attendees.

2) Welcome Bags:
FACC staff 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, notepads, etc. FACC Staff will include advertisements in the Friday Newsletter asking for welcome bag donations. The committee should put together informational pages that include local places of interest, restaurants and maps of the area for the attendees’ welcome bags.

3) Opening Ceremonies:

The Opening Ceremony is held first thing Monday morning.The committee must arrange/schedule the following aspects in order of their performance:

a) 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.
b) National Anthem performer – FACC Staff can help recommend singers if needed. There is a small budget to pay a singer, if needed. Check with FACC staff for the budget amount.
c) Invocation – performed by a pastor/minister/rabbi/spiritual leader.
d) Welcome Address – usually given by the mayor or other top official of the host city/area.

It is recommended that the committee start planning the details of the opening ceremony as early as possible in order to avoid unanticipated problems.

4) President’s Presentation:
The committee orders a small cake and cupcakes (typically the cupcakes are in to-go containers) for the President's Presentation. It is advised to ask the outgoing FACC President what type of cake they like. There is a budget for this. Check with FACC staff for the budget amount.

5) Networking Spot:

Check with FACC staff regarding this event.

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