• Assures to conduct the conference along the lines of VPA objectives and VPA Convention Guidelines
  
• Meet convention committees on a regular basis and provide directions and resources
  
• Work with the VPA President to resolve any issues or conflicts before, during and after the conference
  
• Communicate with the VPA Executive Committee (EC) and Board of Trustees (BOT) on a regular basis with the progress of the convention activities.
  
• Work with the VPA President, EC, BOT to finalize the convention committees.

• Develop contents and publicity materials (logos, banners, etc)
  
• Coordinate with all VPA regional Chapters to get the current address list
  
• Print publicity materials, stationeries (envelopes, letterheads, business cards, etc.)
  
• Mail all conference materials including registration forms, program forms, etc.
  
• Coordinate with VPA Regional chapter presidents in publicizing the conference.
  
• Coordinate with Website committee for posting contents in a timely manner and e-mail communication.
  
• Mail formal invitation to the registrants
  
• Send e-mail reminder to all the registrants before the conference with helpful information.
  
• Send thank you e-mail to all the registrants after the conference.
  
• Send e-mail to entire VPA community about the success of the conference
  
• Post conference press release to Local & Indian news media

• Develop & oversee the budget for the conference
  
• Lead fundraising activities
  
• Solicit advertisements for the conference souvenir.
  
• Solicit sponsorships for programs, food, atrtists, etc.
  
• Establish Checking account for the conference with Non-profit status
  
• Deposit checks into conference checking account
  
• Keep track of accounts receivables & accounts payables
  
• Document all expense receipts
  
• Prepare accounts for auditing at the end of the conference
  
• Present Financial statement at the conference and to the VPA Board
  
• Appropriate funds left over adhering to VPA guidelines.Close the conference checking account
  
• Regional coordinatotrs are responsible for fund raising activities in their respective regions
  

• Prior to Conference:
  
  • Develop food budget
    
  • Selecting menu for BBQ, Breakfast, Lunch, and Dinner for Friday, Saturday, and Sunday
    
  • Get quotes from at least 2 different chefs for the selected menu
    
  • Select chefs
    
  • Arranging pre-conference sample taste with the actual preparation of the menu selected
    
  • Coordinate with the Hotel Kitchen staff to meet chef’s requirements
    
  • Identify and follow of any regulatory compliance requirements with the hotel and the state government.
    
• During Conference:
  
  • Recruit volunteers for food serving
    
  • Escort tables in an orderly fashion to the buffet area
    
  • Make sure all food items are available during serving

• Develop Program registration form, rules, guidelines, and deadline for submitting programs
  
• Contact VPA regional chapters soliciting programs.
  
• Select well-balanced programs for the conference representing kids, adults, dance, drama, music, etc.
  
• Set program duration, schedule, and sequence for each program
  
• Create final program schedule chart to be printed in the "Program Book"Inform program participants about their performance day & time slot
  
• Get requirements of the selected programs for any special resources required such as lighting, background scene, music, etc.
  
• Obtain needed materials (CDs, Cassette Tapes, DVD’s, etc) from the program participants - Edit, Compile & Burn CDs
  
• Coordinate with MC committee for introduction, announcements, and any special resources required for the programs
  
• Develop Audio/video requirements for the programs
  
• Coordinate with Audio/Video Committee in meeting A/V (microphones, background lighting, etc.) requirements
  
• Select background music during procession, lunch, dinner, breaks, etc.
  
• Manage time during program execution
  
• Prepare a list of all the participants and work with Recognition & Awards committee in procuring the awards & certificates for the program participants
  
• Program must include a VPA General body meeting on Sunday afternoon
  
• Select DJ and music for dance - Complile & Burn CDs

• Coordinate with the Program committee and A/V committee to arrange required microphones (wired & wireless)
  
• Coordinate with the Program Committee in developing the script for announcement for each program
  
• Develop MCs schedule with equal participation of MCs.
  
• Coordinate with the program committee in managing the time during program execution.
  
• Develop a standard dialogues for program transitions.
  
• All MC scripts must be typed to avoid impromptu speeches by the MCs.

• Coordinate with the Program committee and the MC committee to identify the A/V & Lighting equipments required
  
• Develop budget for the A/V and Lighting equipments
  
• Coordinate with the A/V vendor to procure the needed equipments
  
• Set up A/V & Lighting equipments
  
• Arrange still & video photography

• Coordinate with the Program committee in developing requirements for the stage size
  
• Design & Display VPA Convention Banners through the facility
  
• Work with the Venue vendors to set up the stage
  
• Coordinate with A/V and lighting committee to set up the stage ambience
  
• Arrange flowers, plants, ornaments, and other Paraphernalia to decorate following areas:
  
  • Stage
  • Registration desk, Reception area
  • Hall entrance, Breakout rooms
  • Dining table

• Develop web graphics
• Coordinate with the Publicity committee in posting conference related materials on myvpa.org website on a regular basis
• Set up online registration process
• Coordinate with the Registration committee consolidating e-mails of the registrants
• Coordinate with the Publicity committee in sending e-mal reminders to VPA community on a regular basis regarding the progress of the conference
• Post pictures from the conference on the web

• Develop fashion show theme and segments (youth, western, Indian, etc)
  
• Choreograph the Fashion show
  
• Work with Registration committee to seek the participants for Fashion show
  
• Solicit sponsorships from Indian Boutiques to provide dress for the fashion show participants
  
• Select appropriate music for the various fashion show segments

• Coordinate with Registration Committee in getting contact information of youth members attending the conference
  
• Set up e-mail list of all VPA youth members
  
• Coordinate with Website & Publicity committees in publicizing the youth activities
  
• Arrange separate youth activities / room (if needs be) to meet the interest of the VPA youths
  
• Compile things & places in Detroit suitable for youth to go

• Get volunteer requirements from various committees
  
• Recruit volunteers
  
• Communicate and coordinate with volunteers during:
  
  • Registration process
  • Accommodation
  • Food serving
  • Transportation
  • Information on local attraction / site seeing activities
  • Compile things & places in Detroit suitable for youth to go

• Identify topics for the CME program
  
• Line up speakers for CME sessions
  
• Interface with pharmaceuticals to sponsor CME activity.
  
• Coordinate with Publicity committee to get the list of VPA Physicians for communicating CME activities
  
• Publish a brochure describing CME program
  

• Develop budget for printing and shipping Souvenir – “Vishwamanava”
  
• Develop a theme for the Souvenir publication
  
• Design cover graphics for the Souvenir
  
• Solicit articles, poems, etc for the Souvenir
  
• Coordinate with the Finance committee in seeking ads
  
• Identify Printer & shipping issues to print them on-time
  
• Work with the Program Committee in developing the “Program Book”
  
• Arrange a photo session for committees group pictures to be printed in Souvenir
  
• Coordinate with out of state commitee members to obtain their pictures to be icluded in the Souvenir

• Prior to Conference:
  
  • Coordinate with Finance Committee to establish registration fees for adult, children, late registration fee, cancellation fee, etc.
  • Develop registration form including option to subscribe VPA membership, CME enrollment
  • Coordinate with Website committee to set up online registration
  • Coordinate with Publicity Committee in mailing out the Registration form
  • Maintain database of the registrants by mail, fax, and online.
  • Coordinate with Publicity and Website committees in sending formal and e-mail invitation to the registrants
  • Develop FAQ (Frequently Asked Questions) pertaining to registrations, cancellations, etc. to be published on the web
  • Prepare Name Badges for the Registrants, Volunteers and Committee members
  • Prepare registration Packages containing Name badge, Souvenir, goodies, etc.
  • Develop a theme for the Registration committee members (common dress – same color saree, kurha, etc.)
    
• On the day of the Conference:
  
  • Coordinate with Stage & Décor Committee to decorate the Registration Booths
  • Check in the Registrants and distribute the registration Packages
  • Direct them to Hospitality area for further information

• Setting up Information / first aid kits at the venue and provide information on closest hospital and ER facilities.
  
• Provide information on road/freeway constructions, provide alternative route to the venue
  
• In case of natural disaster, work with Registration Committe to handle communications aspects
  
• Provide assistance in checking into the rooms, parking information, etc.
  
• Provide information about sight seeing places and nearby attractions.
  
• If necessary, arrange transportation services from the Venue-Hotel-Venue . Must do it for high level Dignitaries
  
• Accommodation and transportation arrangements for the dignitaries and guests - may have to reserve rooms or suites for the dignitaries under VPA name
  
• Work with Registration Committee to generate a list of Sponsorers (free room for Gold & Platinum sponsorers)
  
• Allocate rooms (reserved under VPA) for sponsorers.
  
• Make a flyer (to be distributed at the time of check-in) with relevant & crtical information the guests need to have to make their visit comfortable.
  

Shyamala Rajagopal

• Develop a theme for the business forum
  
• Publish a directory “Who’s who“ of all VPA members in business arena with their brief profile for the business publication
  
• Solicit ads for the business publication
  
• Arrange 2-hour session for business networking on Saturday afternoon
  
  

• Prepare a list to recognize VPA members for their community services
  
• Arrange trophies & Certificates for the conference participants and Committee members
  
• Assist convention chair in preparing vote of thanks to recognize all people involved making the conference successful
  
• Assist convention chair in organizing post-convention get-together to thank local VPA members involved in the convention
  

• Coordinate Convention related activities in India.
  
• Graphics Design for Web, Banners, Posters, Souvenir, and other printing materials.
  
• Distribute Invitation & Thanks letters to VIPs in India
  
• Assist guests from India who are attending the convention
  
• Responsible for Cargo shipping & Custom papers