• 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

Mr. Girish Ramamurthy, IL
Mr. Naveen Vence, IL
Mr. Venkatesh Munventaka, IL
Mr. Suresh Gowda, VA

312-208-2976
gramamurthy@hotmail.com

• Coordinate with the Program committee in developing requirements for the stage size
• Coordinate with the Program committee and the MC committee on ensuring no delays between the programs
• 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

• Coordinate with the Program 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

• 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

• 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

• Recruit volunteers for food serving
• Escort tables in an orderly fashion to the buffet area
• Make sure all food items are available during serving

Mr. Sathish Chandra, IL
Mr. Jaga Vence, IL
Mr. Arun Srinath, IL

• 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 Committee to handle communications aspects
• Provide assistance in checking into the rooms, parking information, etc
• Provide information about sight seeing places and nearby attractions
• 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

• Liaison with Hotel Management
• 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 Sponsors (free room for VIP & Platinum sponsors)
• Allocate rooms (reserved under VPA) for sponsors

Mrs. Jayanthi Mittur, IL
Mr. Prasanth Siddalingaiah, IL
Mrs. Prema Ramesh, TX 
Mrs. Vrinda Narayan, MI 
Mrs. Shubha Narendra, IL 
Mrs. Jyothi Prasad, MD

• 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
• Develop Audio/video requirements for the programs
• Coordinate with Audio/Video Committee in meeting A/V (microphones, 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 rocuring 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 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.)

• Coordinate with Stage & Decor Committee to decorate the Registration Booths
• Check in the Registrants and distribute the registration Packages
• Direct them to Hospitality area for further information

• Coordinate and develop a theme for receiving convention attendees and guests