Judith Chapple Serves as TLI Arrangements Chairman

Arrangements Chairman
Judith Chapple (Area 63 Governor)

The purpose of this position is to coordinate and meet with site location personnel well in advance of the event to gain a complete understanding of all the details about the use of the meeting space(s). Key responsibilities for the position include:

• Recruit volunteers to help set up rooms at least 30 minutes prior to the start of the event and to troubleshoot as needed during the sessions. The number of volunteers should be equal to or greater than the number of rooms being used for the event.
• Coordinate with site location personnel and conduct an on-site walk-through meeting well in advance of the event to get a complete understanding of which rooms we’ll be using, when we can unlock and lock them, and other details such as use of dry/erase markers, equipment, what to do with garbage, how lights work, security, and so on.
• Coordinate with the Food/Hospitality Chairman to understand how many tables will be available, and any other logistics such as understanding the size of tablecloths (if needed) and when the facilities will be open.
• Communicate site location details to your volunteers well in advance of the event and in the volunteer briefing that takes place about 30 minutes prior to the start of the event.
• Recruit volunteers to post directional signs and restroom signs at least 30 minutes prior to participants’ arrival.
• Coordinate with Training Chairman well in advance of the event to ensure that session signs are printed for breakout rooms so people can easily find their way around the facility. Recruit volunteers to post signs at least 30 minutes prior to participants’ arrival.
• Schedule a volunteer briefing for your volunteers and coordinate with them well in advance of the event to ensure that they know the time and location of the arrangements briefing which needs to take place at least 30 minutes prior to the start of the event.
• Recruit volunteers to help clean up rooms after the sessions are over. Inform them of any time requirements so that rooms are cleaned up according to facility time requirements and constraints.