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Mid-Atlantic Regional Air Management Association

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					                                         2
                                          Edition




MARAMA
Mid-Atlantic Regional Air Management Association




         Workshop &
       Meeting Manual
                     January 28, 2003
MID-ATLANTIC REGIONAL AIR MANAGEMENT ASSOCIATION


Workshop & Meeting Manual




          Mid-Atlantic Regional Air Management Association
                   711 West 40th Street Ÿ Suite 312
                     Baltimore, MD 21211-2109
               Phone 410.467.0170 Ÿ Fax 410.467.1737


                     Edition 2, January 28, 2003
Table of Contents
P   REFACE                                             Annual Workshop Schedule                       16

Purpose of this Manual                        1         Identifying the Meeting Location              17

Importance of Training and Workshops          1         Development of Annual Workshop Schedule       17

Acknowledgements                              2        Checklists & Multi-Workshop Schedules          18

                                                        Generating Meeting Checklists                 18
1. O    VERVIEW                                         Maintaining the Multi-Workshop Schedule       18

MARAMA Membership                             4         Updating the Multi-Workshop Schedule          19

MARAMA Committees/Training Areas              5        Weekly Meetings                                20

Types of MARAMA Events                        6        Job Aids for MARAMA Staff Roles                20

 Level 1: MARAMA Meetings & Workshops          6
                                                       3. A     GENDA        DE   VELOPMENT
 Level 2: Committee Meetings                   6

 Level 3: MARAMA Contracted Courses            6       Soliciting Input on Agenda Topics              21

 Executive Board Events                        6       Establishing the Meeting Framework             22

 Level 4: Training Reimbursements              7       Drafting the Agenda                            22

 Course Development Contracts                  7
                                                       4. SI      TE    SE   LECTION         & FI   ELD
MARAMA Staff Roles                            7
                                                       VI   SIT    T   RANSPORTATION
Other Organization Roles                      7
                                                       Site Selection                                 25
 Training Providers                            7
                                                        Clarifying the Budget                         26
    California Air Resources Board (CARB)      8
                                                        Conducting the Site Survey                    26
    Rutgers Air Compliance Center              8
                                                            Using a Hotel Location Service            27
    Air Pollution Training Institute (APTI)    8
                                                            Conducting the Site Survey In-House       27
 Regional Consortia                            9
                                                        Tax Exempt Status                             28
 Role of US Environmental Protection Agency    9
                                                        Identifying Audiovisual and Menu Options      28
Types of Funding                              10
                                                        Finalizing Site Selection                     29
Outside Participants                          10
                                                        The Facility Contract/Submitting the Deposit 30

2. M     EETING        C   OORDINATION                  Credit Application and Master Account         30

& L    ONG      T   ERM    PL   ANNING                 Securing Field Visit Transportation            30

                                                        Obtaining Transportation Options              30
Technical Program Development                 11
                                                        Finalizing Field Trips/Transportation Provider 31
 Identification of Topics and Speakers        11

    Maintaining Speaker Lists                 12

    Maintaining Topic Lists                   12

    Generating Needs Assessment Surveys       13

 Budget Development                           13

 Course Development                           14




                                                   i
T A B L E   O F   C O N T E N T S




5. R     EGISTRATION                &                         Finalizing Food and Beverage Arrangements 50
RE   GISTRATION              R   EPORTS
                                                              Finalizing Audiovisual Arrangements        50
Entering Registrations                           33           Hotel Confirmation Memo                    50
Generating Registration Reports                  34
                                                              Reconfirming Facility Arrangements         51
 Tracking Registrations                          35
                                                              Final Count/Guarantee                      51

                                                            Preparing Displays/Exhibits                  51
6. MARAMA M                  EETINGS       &
                                                            Handouts and Other Meeting Materials         52
W   ORKSHOPS           /C   OMMITTEE

ME   ETINGS                                                   Generating Evaluation Forms & Surveys      52

                                                              Collecting Meeting Materials               52
Pre-Event Activities                             37

 Generating the Meeting Checklist and Assigning               Handouts – Electronic (saving)             53

 Roles                                           38           Handouts – Electronic (printing)           53

 Establishing the Meeting Framework              39           Other Printers                             54
 Agenda Development                              40         Ordering Supplies                            54
 Site Selection and Field Visit Transportation   40         Copying Materials                            55
 Setting the Meeting Budget and Fee              41         Collating Materials                          55
 Setting Up the Conference in the Contacts                  Arranging for Temporary Help                 56
 Database                                        41         Handouts – Electronic                        57
 Generating Meeting Labels                       42         Generating Nametags                          57
 Generating Announcements and Attendee                      Assembling the Meeting Master Binder         58
 Communication                                   42         Packing Supplies and Equipment               58

    Save the Date Notice                         42         Arranging for Staff Transportation           59

    Receipt of Registration Confirmation         43        On-Site Logistics                             59

                                                            Arrival at the Hotel                         59
    Registration Memo (Memo 1) and Form          43
                                                            The Day of the Meeting                       60
    Registration Reminder (Memo 1a)              45
                                                            During the Meeting                           60
    Registration Confirmation (Memo 2)           45
                                                            Meeting Close                                61
    Information for the MARAMA Web Site          46
                                                           Post-Event Activities                         61
 Generating Speaker Correspondence               47
                                                            Depositing Payments                          61
    Confirmation Letter/AV Request Form          47
                                                            Updating Actual Attendance Information and
    Speaker Reminder Memo (SpeakerMemo1a) 47                Corrections                                  61

    Registration Confirmation (Memo 2)           48         Completing the MARAMA Staff Evaluation       62

 Entering and Tracking Registrations             48         Completing the Attendee Evaluation Summary 62

    Entering Registrations                       48           Evaluation Summary Report                  62

    Generating Registration Reports              48           Quotable Quotes                            62

    Tracking Registrations                       49         Generating the Memo to Directors             62

 Making Arrangements for MARAMA Staff            49         Posting Meeting Materials                    63

 Requesting Local On-Site Support                49         Preparing Thank You Letters                  63

 Working with the Hotel                          50           Speaker Thank You Letters                  63




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T A B L E   O F   C O N T E N T S




    Other Thank You Letters                      63         Finalizing Field Trips/Securing Transportation 77

 Reviewing Invoices/Expenses                     64         Working with the Hotel                        77

    Sign Checks                                  64          Finalizing Food and Beverage Arrangements 77

 Preparing the Cost Summary                      64          Finalizing Audiovisual Arrangements          77

 Organizing Files                                64          Hotel Confirmation Memo                      78

    Electronic and Hard Copy Files               64          Reconfirming Facility Arrangements           78

                                                             Final Count/Guarantee                        78
7. MARAMA C                ONTRACTED
                                                            Handouts and Other Meeting Materials          79
C   OURSES
                                                            Generating Nametags                           79
Pre-Event Activities                             65
                                                            Assembling the Meeting Master Binder          80
 Establishing the Meeting Framework              66
                                                            Packing Supplies and Equipment                80
 Generating the Meeting Checklist and Assigning
                                                            Arranging for Staff Transportation            81
 Roles                                           66
                                                        On-Site Logistics                                 81
 Contracts with Instructors or Providers         68
                                                            Arrival at the Hotel                          82
 Site Selection and Field Visit Transportation   68
                                                            The Day of the Meeting                        82
 Setting the Meeting Budget and Fee              68
                                                            During the Course                             82
 Setting Up the Course in the Contacts Database
                                                            Meeting Close                                 83
                                                 69
                                                        Post-Event Activities                             83
 Generating Meeting Labels                       69
                                                            Updating Actual Attendance Information        83
 Agenda Development                              70
                                                            Completing the MARAMA Staff Evaluation        84
 Generating Announcements and Attendee
                                                            Completing the Attendee Evaluation Summary 84
 Communication                                   70
                                                             Evaluation Summary Report                    84
    Save the Date Notice                         70
                                                             Quotable Quotes                              84
    Registration Memo (Memo 1) and Form          71
                                                             Quarterly Meeting Summary Memo               85
    Receipt of Registration Confirmation         72
                                                            Posting Meeting Materials                     85
    Registration Reminder (Memo 1a)              72         Preparing Thank You Letters                   85

    Registration Confirmation (Memo 2)           73          Instructor Thank You Letters                 85

    Information for the MARAMA Web Site          74          Other Thank You Letters                      85
 Generating Speaker Correspondence               74         Reviewing Invoices/Expenses                   85

    Confirmation Email/AV Request                74          Sign Checks                                  85
    Instructor Reminder Email                    75         Preparing the Cost Summary                    85

    Registration Confirmation (Memo 2)           75         Mailing Certificates of Completion            86

 Entering and Tracking Registrations             75         Organizing Files                              86

    Entering Registrations                       75          Electronic and Hard Copy Files               86

    Generating Registration Reports              75
                                                        8. EX       ECUTIVE          B   OARD
    Tracking Registrations                       76
                                                        E   VENTS
 Making Arrangements for MARAMA Staff            76
                                                        Executive Board Meeting and Calls                 87
 Requesting a Local On-Site Liaison              77
                                                            Selecting Meeting Dates and Sites             87



                                                      iii
T A B L E   O F   C O N T E N T S




 Generating the Meeting Checklist             88    10. RE        PORTING

 Developing the Agendas                       89    Quarterly Meeting Summary Memo                 99
 Generating Attendee and Speaker                    Funding Grant Status Reports                   99
 Correspondence                               89    Executive Director’s Quarterly Report          99
 Tracking Registrants                         90    Annual Report                                 100
 Developing Meeting Materials                 90

 Copying and Collating Meeting Materials      91    11. RE        CORD      K   EEPING

 Preparing Board Officers                     91    Electronic Files                              101
 Compiling Meeting Minutes                    91        Maintaining Electronic Templates and Checklists101

                                                        Maintaining Electronic Meeting Files      102
9. MARAMA TR                AINING
                                                    Hard Copy Meeting Files                       102
RE   IMBURSEMENTS
                                                        Working Files                             102
Identifying Existing Meetings/Workshop of               Master Files                              103
Benefit to MARAMA Members                     93    MARAMA Web Site Files                         104
 Scheduling a Training Reimbursement Event    94    Archiving                                     104
Pre-Event Activities                          94        Contacts Database                         104
 Generating the Meeting Checklist (Training             Electronic Files                          105
 Reimbursements)                              94        Retention of Hard Copy Files              105
 Generating the Reimbursement Announcement

 Memo                                         95    APPENDIX
 Tracking Registrants                         95    A. Quick Reference Guide
 Generating the Reimbursement Memo/Form       96    B. Job Aids
Post-Meeting Activities                       96    C. Meeting Management Guidebook
 Processing Reimbursements                    96    D. Sample Documents and Forms
 Updating Reports with Actuals                97    E. Vendor & Training Provider Contact
 Completing Files/Archive if Necessary        97    Information




                                                   iv
Preface

T
        he Mid-Atlantic Regional Air Management Association conducts meetings and
        workshops in order to improve the technical knowledge and skills of the staff of Mid-
        Atlantic air pollution control agencies.

Purpose of this Manual
This Meeting and Workshop Manual contains procedures developed to ensure that MARAMA
meetings and workshops provide a high quality training experience for MARAMA members. By
documenting these procedures, MARAMA intends to guide those who organize and conduct
future MARAMA workshops. Before reading this manual, it is suggested that new employees
read the Meeting Management Guidebook (Appendix C.) which provides a basic framework for
workshop and meeting support. The procedures documented here are not fixed, and it’s
important to seize opportunities to use better procedures if a particular situation
demands it. As improvements in processes and technology are made, the procedures will
be updated and adjusted.

MARAMA staff is committed to continued improvement so that MARAMA meetings and
workshops provide the best possible experience for our members with the resources available to
us. Suggestions and comments are welcome and should be sent to the MARAMA Executive
Director.

Importance of Training and Workshops
MARAMA meetings, workshops, and sponsored training are important to our members.
MARAMA is a non-profit association of state and local air pollution control agencies in the Mid-
Atlantic Region of the United States. MARAMA was organized in February 1990 by an
agreement of the Governors of the states of Delaware, Maryland, New Jersey, North Carolina,
Pennsylvania, and Virginia; the Mayors of the District of Columbia and Philadelphia; and the
Commissioners of Allegheny County, Pennsylvania. West Virginia joined MARAMA in 1999.
The Directors and staff of the air pollution control agencies from those jurisdictions are
MARAMA members.

Organizing meetings and workshops and sponsoring training supports MARAMA’s mission, to
strengthen the skills and capabilities of members and help them work together to prevent air
pollution. Training activities in support of this mission include providing support for members to
attend important training sponsored by other organizations as well as conducting meetings and
workshops. MARAMA training and workshops support regional air pollution control.




                                                1
P R E F A C E




Acknowledgements
Susan Wierman, MARAMA Executive Director, and Jessica Southwick, MARAMA Executive
Assistant began development of this manual in 1996-1997, with development of checklists for
workshop preparation.

In order to further document the procedures and obtain outside advice, MARAMA hired a
consultant to prepare the first draft of “standard operating procedures” for MARAMA
workshops. The draft was prepared in December 1997 by EnviroMation & Associates, Inc. of
Herndon, Virginia. Susan Wierman, MARAMA Executive Director, reviewed the draft manual
and extensively rewrote much of the final manual which MARAMA published in October 1998.

Since October 1998, Alice Lutrey, MARAMA Training Coordinator, has revised and updated the
procedures for MARAMA meetings and workshops. The need for a new procedures manual
became evident to capture these changes and to reevaluate processes as the number of meetings
and workshops supported by MARAMA has increased over time.

In May 2002, MARAMA hired Systani, Inc. of Potomac Falls, Virginia to assess current
procedures and provide recommendations for improvements. Alice Lutrey and Susan Wierman
of MARAMA worked with Joy Motheral of Systani, Inc to prepare this updated MARAMA
Workshops and Meeting Manual to include revised and updated templates and worksheets, along
with Job Aids and a Meeting Management Guidebook. The current version was delivered
January 28, 2003.




                                             2
                                                                                          1
                                                                                          Chapter
O V E R V I E W




Overview
The Overview explains the organization of MARAMA’s Workshop and Meetings
Procedures manual and provides the background information for the types of meetings and
workshops supported, funding sources, roles of MARAMA staff and roles of others.



E   §
          ach chapter of this Manual describes elements of the schedule, roles, and activities
          involved in planning and conducting a meeting or workshop. The chapters in this
          document are:

         Chapter 1: Overview
    §    Chapter 2: Meeting Coordination & Long Term Planning,
    §    Chapter 3: Agenda Development,
    §    Chapter 4: Site Selection & Field Visit Transportation,
    §    Chapter 5: Registration & Registration Reports,
    §    Chapter 6: MARAMA Meeting & Workshops/Committee Meetings,
    §    Chapter 7: MARAMA Contracted Courses,
    §    Chapter 8: Executive Board Events,
    §    Chapter 9: MARAMA Training Reimbursements,
    §    Chapter 10: Reporting, and
    §    Chapter 11: Record Keeping.

                                   In addition to this procedures manual, there are several other
        I C O N   K E Y            “tools” necessary to carry out the activities related to MARAMA
                                   meeting and workshops. Icons are used throughout to indicate
¹   Schedule
                                   when additional tools are available and to indicate the schedule for
!   Checklists or Worksheets       conducting the activity. The description of each icon follows:
2   Template
4 Report/Tracking Document
                                        §    Schedule   corresponds to the time frame in which the
                                             activity should be completed and corresponds to the
: Database                                   Meeting Checklist.
& More Info in Guidebook
                                        §    Checklists or Worksheets   indicates that a checklist or
                                             worksheet is used to complete the task.



                                                        3
O V E R V I E W




    §   Template   indicates that a Word document, Excel spreadsheet or Word Merge
        Template is used and then customized [or merged] with event-specific information.
    §   Report/Tracking Document  refers to a standardized Access report or an Excel
        spreadsheet or Word document that contains information that MARAMA routinely
        reports on.
    §   Database    refers to the MARAMA Contacts Database. Data entry or searching of
        the data is required for the specified task.
    §   More Info in Guidebook   indicates that there are sections of Appendix C: Meeting
        Management Guidebook that has additional helpful information for completing the
        specified task.

This Manual includes five appendices:

    §   Appendix A: Quick Reference Guide         contains a Quick Reference Guide to the
        checklists, worksheets, templates, reports and tracking documents used to carry out
        the procedures described in this manual. This guide lists the name of the document
        and the file name and location.

    §   Appendix B: Job Aids    contains Job Aids that correspond to the Meeting Checklists
        for five roles: Management Review, Technical Lead, Logistics Lead and Logistics
        Assistant, and the Training Coordinator. Roles (except for the Training Coordinator)
        are assigned for each meeting.

    §   Appendix C: Meeting Management Guidebook         This document provides additional
        details for several aspects of meeting and workshop management. This information
        does not necessarily have to be referenced every time a task is completed, but the
        information provides additional guidelines and suggestions for the specified task in
        the procedures manual.

    §   Appendix D: Sample Documents and Forms           Samples of checklists, worksheets,
        documents, and reports listed in the Quick Reference Guide are included here.

    §   Appendix E: MARAMA Vendor & Training Provider Contact Information              This is a
        list of vendors, such as copy services, and contract information for training providers
        and other outside organizations that MARAMA uses for meetings and workshops.

MARAMA Membership
The air management agencies that make up MARAMA membership are:

    §   Allegheny County Health Department, Air Quality Program, Pittsburgh, PA
    §   Delaware Department of Natural Resources and Environmental Control, Division
        of Air and Waste Management, Air Quality Management Section, Dover, DE
    §   District of Columbia Department of Health, Environmental Health Administration,
        Bureau of Environmental Quality, Air Quality Division, Washington, DC



                                                 4
                                                                                    O V E R V I E W




    §   Maryland Department of the Environment,             Air and Radiation Management
        Administration, Baltimore, MD
    §   New Jersey Department of Environmental Protection, Trenton, NJ
        §    Office of Air Quality Management
        §    Air Quality Permitting,
        §    Air Compliance and Enforcement
    §   North Carolina Department of Environment and Natural Resources,            Division of
        Air Quality, Raleigh, NC
    §   Pennsylvania Department of Environmental Protection,           Bureau of Air Quality,
        Harrisburg, PA
    §   Philadelphia Department of Public Health,      Air Management Services, Philadelphia,
        PA
    §   Virginia Department of Environmental Quality,             Division of Air Program
        Coordination, Richmond, VA
    §   West Virginia Department of Environmental Protection,         Division of Air Quality,
        Charleston, WV

All employees of each of these agencies are MARAMA members. The MARAMA Executive
Board is made up of the Directors from each agency’s Air Quality Program and the MARAMA
Executive Director. The MARAMA Executive Director is the Secretary of the Board and a non-
voting board member.

MARAMA Committees/Training Areas
MARAMA has committee and training areas that cover a broad range of topics. MARAMA tries
to provide training opportunities in each of these areas usually on a yearly to bi-annual basis. The
MARAMA Training Committee meets annually to help formulate the MARAMA Workshop and
Training Schedule. Training areas and Committees include:

    §   Monitoring & Data Analysis
    §   Enforcement & Compliance Assistance
    §   Mobile Sources
    §   Modeling
    §   Permits
    §   Planning
    §   Regional Haze
    §   Regional Technical Center
    §   Toxics
    §   Training




                                                 5
               MARAMA Events
MARAMA-                                                                   committee meetings
training courses or Executive Board meetings
because they involve agenda development      outside speakers, last for more than one day, and
                                        -visual equipment, sleeping rooms, and food service.

MARAMA categorizes workshop and meetings activities based on the level of effort necessary to
     hem as shown below

Level 1: MARAMA Meetings & Workshops
MARAMA determines they have the expertise or can arrange for the experts as presenters to
conduct a meeting or workshop. MARAMA is the lead for developing the agenda and meeting
materials. The meeting or workshop is usually more than one day. The event requires a facility to
be secured and full registration process. Speakers are confirmed. Meeting materials are more
extensive and typically require binders. One or more MARAMA staff members attend the
meeting.

Level 2: Committee Meetings
In contrast to workshops, committee meetings usually require much less effort to prepare the
technical content and arrange for facilities. Committee meetings usually involve 15-25 people, last
approximately one day, and are focused on a specific topic the participants wish to discuss. The
participants assist in developing the program and provide handouts. Communication with the
participants via e-mail simplifies arrangements. A conference call may help confirm the agenda
topics and roles of participants.

Level 3: MARAMA Contracted Courses
MARAMA determines there is an existing course available for the particular topic from a training
provider (e.g., the US EPA, the California Air Resources Board (CARB), or the Rutgers Air
Compliance Center). MARAMA may also have grant conditions that direct resources toward a
particular type of course. MARAMA contracts with a training provider or instructor, and the
instructor handles the agenda and provides handouts. MARAMA is responsible for registration
and logistics arrangements.

Executive Board Events
In general, arranging for Executive Board meetings also requires many of the same activities as for
workshops, but on a smaller scale. Board meetings require a significantly greater commitment of
the Executive Director and her Assistant’s time to develop the meeting agenda and handouts.
Further, it is MARAMA’s policy to mail handouts to Board members no less than one week
before a Board meeting, whereas handouts for workshops are distributed at the workshop. This
shifts the schedule for Board meetings and should be considered in planning meeting dates. For
these reasons, approximately one month before a planned Board meeting the Executive Director
should arrange to spend a significant percent of his/her time for the next two weeks preparing for
the Board meetings.




                                                6
                                                                                    O V E R V I E W




Level 4: MARAMA Training Reimbursements
MARAMA identifies meetings offered by other organizations that would benefit MARAMA
members and reimburses members that attend those meetings and workshops for an approved
amount.

Course Development Contracts
If MARAMA determines that training is needed in topic areas for which there are no existing
courses and that repetition of the course would be appropriate either within or outside
MARAMA, MARAMA may contract out for the course to be developed. This course is then
made available for others to use.

MARAMA Staff Roles
MARAMA staff members include:

    §   Executive Director
    §   Training Coordinator
    §   Senior Administrative Assistant
    §   Administrative Assistant
    §   Web Master
    §   Technical Experts

All MARAMA staff play a role in supporting workshops and meetings. Meeting tasks are
generally assigned to “roles.” Roles are then assigned to specific staff persons for each meeting or
workshop. A person can play more than one role. The roles are:

    §   Technical Lead
    §   Logistics Lead
    §   Logistics Assistant
    §   Management Review

For all meetings and workshops, the Training Coordinator also plays a role in the overall
coordination of meetings and oversight of staff assigned to meeting roles.

Other Organization Roles
MARAMA works with other organizations that have expertise in training areas of relevance to
MARAMA members. Contact information for some of these organizations can be found in the
MARAMA Directory or Appendix E: MARAMA Vendor & Training Provider Contact Information.


Training Providers
Training providers MARAMA uses often are listed here. These providers can offer courses at a
reduced rate because they receive EPA grants and they use EPA-approved training materials.




                                                 7
O V E R V I E W




California Air Resources Board (CARB)
The California Air Resources Board (CARB) Stationary Source Division offers comprehensive
training and education to further the professional development of environmental specialists.
CARB courses provide current, practical, usable and cost-effective information for both new and
experienced environmental professionals.

The CARB programs offer a standardized core curriculum, including both entry-level training and
continuing education. These courses cover air pollution history, the procedures required to
properly evaluate emissions, the analysis of industrial processes, theory and application of
emission controls, and waste stream reduction. The focus is on maintaining compliance with
applicable laws and regulations.

Wherever possible, each course includes a field visit to drive home skills, knowledge, and practical
applications learned in the course. The training is designed to provide students with skills that can
be immediately applied to their work in the field. In addition, the curriculum can be customized
and tailored to the specific needs of a group at any appropriate meeting location, thus greatly
reducing client travel costs.

The CARB Program receives supplemental funding from the US-EPA to offer some of their
courses off-site. MARAMA pays for the instructor costs, but the course materials are available at
no cost. A CARB instructor will travel to the location identified by MARAMA. Typically it is
necessary to schedule CARB courses at least one year in advance.

Rutgers Air Compliance Center
The Rutgers Air Compliance Center (RACC) is located in the Department of Environmental
Sciences at Rutgers, the State University of New Jersey in New Brunswick, New Jersey. RACC
provides technical training for state, local, and federal air pollution inspectors and compliance
personnel. Four levels of progressively more technical training courses that are designed to
provide the minimum training necessary to comply with EPA Order 3500.1 are offered.
MARAMA usually has a set number of EPA-subsidized training days available from the Rutgers
Air Compliance Center each year. This training can take place off-site at a MARAMA specified
location. In addition to the EPA-subsidized days, Rutgers offers training to MARAMA at cost.

Air Pollution Training Institute (APTI)
The Air Pollution Training Institute (APTI) is managed by the US EPA Office of Air Quality
Planning and Standards (OAQPS), Education and Outreach Group (EOG) and offers a variety
of training opportunities for air pollution professionals. The delivery methods have been chosen
to provide the maximum coverage at minimum cost. There are four types of courses available:
classroom, telecourse, self-instructional courses, and Web-based. APTI also supports State, Local
and Tribal programs through special course and workshop offerings and through the
development of internal training programs.

The APTI curriculum may be divided into eight categories of courses: general and administrative,
ambient monitoring, engineering, meteorology and modeling, compliance, air toxics, inventory,
and permitting. More than 175 courses and workshops are supported by APTI.

Telecourses are offered through satellite downlink sites which include several MARAMA member
agencies. Classroom courses are usually offered by APTI providers such as the University of



                                                 8
                                                                                    O V E R V I E W




Cincinnati and Rutgers. The EOG web site has the course catalog and links to the various
provider schedules.

Regional Consortia
There are regional organizations similar to MARAMA throughout the US that provide support to
state and local agencies for air management. MARAMA works with the other consortia from
time to time on issues that may be applicable to more than one region, and these regional groups
can also be a potential resource for training materials or they may have space for MARAMA
members to attend training courses.

The other regional consortia are:

    §   Central States Air Resources Agencies (CENSARA) http://www.censara.org

    §   Lake Michigan Air Directors Consortium (LADCO) http://www.ladco.org

    §   METRO-4/      Southeastern      States    Air      Resources   Agencies     (SESARM)
        http://www.metro4-sesarm.org

    §   Northeast    States    for   Coordinated     Air    Use   Management      (NESCAUM)
        http://www.nescaum.org

    §   Western States Air Resources Council (WESTAR) http://www.westar.org


Role of US Environmental Protection Agency
MARAMA workshops are products of an active partnership between the US Environmental
Protection Agency (EPA) and MARAMA members. EPA plays an invaluable role in providing
speakers and handouts for MARAMA workshops.

EPA Region III, whose offices are in Philadelphia, acts as the lead region with respect to
MARAMA activities. MARAMA agencies are also located in Region II (New Jersey) and Region
IV (North Carolina).

In some cases, EPA staff from the Region III take the lead in organizing the technical agenda for
a workshop. In this case the workshop would be an EPA workshop, but MARAMA could assist
members by setting up a room block and supporting some travel costs. MARAMA may also poll
state and local agency staff concerning training needs related to a particular subject (e.g.,
dispersion modeling or permits). MARAMA may obtain some speakers and collaborate with EPA
in developing the agenda.

In other cases, which would be MARAMA workshops, EPA staff is primarily important as
speakers and sources of handouts, while MARAMA takes the lead in organizing and conducting
the workshop. The participation of experts from EPA’s technical offices or headquarters has been
especially important. Expert insights into EPA policies, and interaction between EPA experts and
state and local agency staff promotes better understanding on both sides. Interaction between the
Regional Office staff and state and local agencies has also been particularly helpful, by clarifying
expectations and explaining procedures for implementing new rules.




                                                 9
O V E R V I E W




EPA’s role also involves management grants to support MARAMA. MARAMA funds from
federal grants are intended to support state and local agencies, and MARAMA cannot pay for
travel support or meals for federal employees.

Types of Funding
MARAMA could not carry out any of its activities related to training and skill development
without funding. MARAMA funding comes from several sources:

    §   EPA:  MARAMA is primarily funded by request of the member agencies through
        EPA grants. These grants utilize funds set aside by Congress and the President to
        help fund state and local air pollution control agencies. At times, MARAMA also
        receives special EPA grants of other federal funds.

    §                                                MARAMA collaboration with
        Mid-Atlantic-Northeast Visibility Union (MANE-VU):
        NESCAUM and the Ozone Transport Commission (OTC) provide staff support for
        MANE-VU. The OTC receives an EPA grant to support this work and then OTC
        funds MARAMA. MARAMA serves as the MANE-VU training coordinator.

    §   Other:   When MARAMA co-sponsors a meeting with outside organizations, a
        portion of the costs of the workshop may be paid by the other organization.

    §   Fees:  MARAMA grants are for the benefit of state and local agencies. Employers of
        federal agencies who attend are charged fees. Fees are generally waived for
        MARAMA members and for outside speakers who are not federal employees.

When workshops or meetings are identified, it is important to note the type of funding to better
facilitate reporting to funding agencies.

Outside Participants
MARAMA’s funding is provided for the benefit of state and local agencies. Furthermore, in order
to retain its tax-exempt status as a non-profit association, MARAMA must restrict the services it
provides to non-members. Furthermore,

Therefore, those not employed by state or local air pollution control agencies are only admitted to
MARAMA meetings and workshops by invitation. For example, outside experts may be invited to
be speakers. Employees of sister agencies, such as departments of transportation, may be invited
if they are working with the air pollution control agency on a program or project.

MARAMA collaborates with other organizations to sponsor events that benefit MARAMA
members. In this case, attendance would be broader than just MARAMA.

Fees are charged to outside participants to cover costs. However fees are generally waived for
speakers who are not federal employees. Due to Federal grant guidelines, federal employees (e.g.
EPA staff) generally may not attend MARAMA events unless they are contributing to the
workshop, such as a presenter or resource person.




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Meeting Coordination & Long
Term Planning
This chapter reviews the process of technical program development, budget development and
course development. It also discusses the tools used by MARAMA for coordination and
communication when implementing meetings and workshops.



I     t takes careful planning and important coordination to ensure the success of MARAMA
      meetings and workshops. The available budget determines the level of support and number
      of meetings and workshops that can be offered. Long term planning is needed to determine
      what types and levels of training MARAMA member agencies need.

Technical Program Development
Identification of Topics and Speakers
MARAMA continually updates topics and potential speakers. Staff gather input for training
topics in a variety of ways:

    §    MARAMA Committees        Several MARAMA Committees meet regularly (usually no
         more than annually and no less than bi-annually) and are a valuable resource for
         topics and potential speakers.

    §    Attend Outside Meetings        The Executive Director and other staff represent
         MARAMA at regional and national meetings. These meetings provide ideas on
         technical topics and speakers of interest to MARAMA members.

    §    EPA Region III   The Executive Director and the Training Coordinator meet annually
         with EPA Region III to review training plans and priorities. This meeting and routine
         coordination with Region III staff helps avoid duplication of topics that EPA may
         plan to cover in its training program.

    §    Needs Assessment Surveys MARAMA periodically distributes a Needs Assessment
         survey which compliments the STAPPA/ALAPCO survey. The Training
         Coordinator prepares a Needs Assessment Survey prior to the annual MARAMA
         Training Committee meeting. The survey has general topic information and course-
         specific details. In addition, information for the MARAMA region from the most


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         recent STAPPA/ALAPCO (State and Territorial Air Pollution Program
         Administrators/Association of Local Air Pollution Control Officials) survey is used
         to identify topics.

    §    Ad Hoc Member Input    Member input is important and may come from Board
         members or other agency staff. Important sources of member comments are the
         workshop evaluations completed at each MARAMA workshop. MARAMA course
         development/improvement projects are usually undertaken in response to member
         requests.

    §    Feedback from Evaluations      Feedback from workshop and meeting evaluations is
         helpful in determining new topics areas of interest, assessing speaker presentations,
         and identifying strengths and weaknesses of existing courses and instructors.

The Training Coordinator and Executive Director develop grant requests that incorporate the
results of the needs assessment. Timing and procedures for these requests varies, and the
Executive Director and Training Coordinator must be proactive and stay in close touch with
EPA’s Region III and the OAQPS Training Office to ensure that opportunities are identified and
utilized.

Maintaining Speaker Lists
MARAMA identifies many speakers through soliciting recommendations from others, such as
committee members or EPA experts, through reviewing reports and articles, and through
reviewing agendas for other meetings.

                   ¹ Ongoing As potential speakers are identified, their names, areas of
 4
                  1.
                   expertise, who referred them, and contact information, are entered in the
                   MARAMA Topic & Speaker List document (..Elmo/tracking
                   reports/speakertopiclist.xls). The Executive Director and technical
         experts are responsible for maintaining this list and referring to it when
         planning agendas.

    2.   ¹ 1 Week After If contacted to speak, the speaker information is updated at the
         close of the meeting by the Logistics Assistant to indicate the meeting, meeting dates,
         and topic they presented on. Comments can also include to feedback from
         evaluation forms, good or bad.

Maintaining Topic Lists
¹   Annually       The Training Coordinator documents the need assessment and compiles a
                   list of topics that should be addressed in the coming year. This information is
presented to the MARAMA Executive Board via a memorandum through the Executive
Director. The needs assessment and preliminary list of topics is also provided to EPA Region III.

                  1.   As topics are identified, the date, topic, timing for training, preferred

 4                     delivery method, and any action to take should be entered into the
                       MARAMA Topic & Speaker List document (..Elmo/tracking
                       reports/speakertopiclist.xls). The Training Coordinator, Executive




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           Director and technical experts can assess this shared file to maintain this list
           and refer to it when working on the Annual Workshop Schedule.

      2.    ¹ Quarterly The list of topics should be reviewed quarterly by the Training
            Coordinator and topics updated with an outcome (i.e., resulted in workshop or
            meeting, not enough information available, revisit in a specified time frame).

Generating Needs Assessment Surveys

¹   Annually
                      The MARAMA Training Coordinator periodically conducts a training
                      needs assessment to determine training requirements and help set
priorities. In January, the Training Coordinator and Executive Director determine whether a
training survey is needed that year. If STAPPA/ALAPCO plans to do a survey, MARAMA
would skip that year). If a MARAMA training survey is done, it should be distributed to the
Training Committee by April 1. Previous surveys are located in the path ..Elmo/needs
assessment.

In addition to the survey, the overall training assessment considers past experience,
perennially scheduled workshops, member input, and current or emerging requirements or
issues that place demands on member agencies.

The MARAMA Training Needs Assessment Survey is prepared by the Training Coordinator and
reviewed by the Executive Director. It is distributed and results summarized before the
MARAMA Annual Training Coordinators meeting. Topics and training areas are updated in the
MARAMA Topic & Speaker List.


Budget Development
¹ Annually             The overall training budget for all grants is developed annually for the
                       fiscal year which begins October 1. A list of potential courses, workshops,
meetings and other events is initiated by April 1 and updated at least quarterly. The Training
Coordinator estimates a budget amount for each event based on the cost of past offerings of the
same or similar events. The contractor costs are identified separately. All the items on the initial
list are tentative and subject to change as more updated needs assessments are completed.

             The individual budget for a workshop, course, or meeting begins with the

 4           identified amount from the grant proposal. If there is course, the cost of the
             contractor must be added into the overall budget for the event. This information is
             saved in an excel worksheet for all events for each grant
(..Elmo/workshops/workshopschedules /FYXXWorkshopMeetingCosts.xls). It is updated with
the actual costs after the training by the Training Coordinator.

If an event is identified during the grant year,    the same principles for identifying the budget
during the proposal period apply. The new event is added to the Workshop Meeting Costs
spreadsheet. It is important for the Training Coordinator to constantly update this worksheet as
things change, to make sure all staff have the most up to date information.

If the event being added is to support an agency staff member to attend an outside meeting,
the budget should include enough to cover for the maximum number of attendees allowed. After



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the cut off date of request for support, the budget should be adjusted to reflect the number of
attendees actually requesting support.

         Note

         When updating the Workshop Meeting Costs spreadsheet, it is important to verify
         that the amount of money budgeted from each grant is correct.


Course Development
¹ 6 months to 2 If MARAMA determines that training is needed in a topic area for which
  years         there is no up-to-date course and MARAMA does not have in-house
                expertise, MARAMA may hire a training contractor to develop the course.

    1.    Identify need    A course development need may be identified through various
          methods. The most common is through the STAPPA/ALAPCO Needs Assessment
          and/or the MARAMA needs assessment. Needs are also identified through
          MARAMA committee meetings, the Executive Board Meetings and
          recommendations/requests made on evaluations forms from training events. The
          Executive Director or Training Coordinator may seek advice from the Executive
          Board or members of a MARAMA Committee to explore and understand what is
          needed and what is available.

    2.    Obtain funds   If a need for a new course is identified, the Executive Director seeks
          funds to support course development and requests approval of the Executive Board
          to apply for those funds. The Training Coordinator prepares a grant work plan to
          include the course development project and after she obtains Executive Board
          approval the Executive Director submits the request to EPA.

    3.    Set up a Planning Committee         The Executive Director or Training Coordinator
          seeks volunteers for a Course Planning Committee. The Course Planning Committee
          is a group of state/local agency staff members who have a technical expertise in the
          particular topic identified. The Committee generally consists of approximately five
          participants. The Executive Director assigns a MARAMA staff lead to facilitate
          committee calls and/or meetings.

    4.    Planning Committee Conference Calls      The Course Planning Committee meets via
          conference call(s) to prepare and review descriptions of the desired training course.
          The Committee will determine if a contractor is required and what the contractor will
          be required to do.

    5.    Generate and Issue an RFP         If a contractor is needed, the MARAMA staff lead
          coordinates preparation of a Request for Proposal (RFP) based on the Course
          Planning Committee recommendations. MARAMA has a contractor database that is
          continually updated. After approval by the Executive Director the RFP is posted on
          the MARAMA website on the Request for Proposals page. An email is sent to the
          list of contractors in the database as well as to any other contractors identified by the
          Course Planning Committee. The email notifies the contractors of the RFP


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     availability and directs them to the website. Generally the contractors are given three
     to four weeks to bid on the RFP. (Specific information on RFP Development can be
     found in the file cabinet in the Contract file under MARAMA Procurement &
     Contract Management. There are sample RFPs available as well.)

6.   Review and Select a Proposal        The MARAMA staff lead circulates copies of the
     proposals received in response to the RFP to the Course Planning Committee for
     review. After a conference call, the Committee members return evaluation forms and
     the MARAMA staff lead complies and tabulates the responses. The staff lead writes
     a memo documenting the selection and files it along with the RFP in the contracts
     file. The selection process generally takes two to four weeks to complete.

7.   Sign Contract The MARAMA staff lead prepares a contract covering course
     development and an initial course offering. The contract should follow the format of
     previous contracts. The MARAMA Project Manager is identified. The staff lead
     obtains approval of the Executive Director and then the contractor. The Executive
     Director and Contractor sign two copies of the contract. A signed copy is provided
     to the contractor and the other is placed in the MARAMA contract file.

8.   Set up a Kick-off Meeting Upon notification of award, a meeting is set up with the
     contractor, the MARAMA Project Manager, Course Planning Committee and invited
     end users of the course. The goal of the meeting is to prepare an outline of what the
     course will be and identify possible materials that will be used.

9.   Follow Contract Deadlines        The MARAMA Project Manager is responsible to
     ensure that the deliverables are completed in a timely manner. The Project Manager
     reviews the contract frequently to make sure that all the deadlines are being met. If
     there is a request for an extension, the requestor should provide a justification. If both
     parties (the Executive Director and the contractor) agree to the extension a contract
     addendum is written and executed. The Project Manager updates the Executive
     Director at least quarterly on the status of the project and at once if any problems are
     identified (also providing suggested resolution of the problems).

10. Conduct Pilot Course     The pilot course is held according to the contract. For this
     course a special evaluation form should be used to critique the end product. The
     audience should include those who were on the Course Planning Committee as well
     as the end users. Staff members from state/local agencies outside of MARAMA,
     representatives from EPA, and others are invited as appropriate.

11. Summary and Evaluation      The Project Manager prepares a summary of the pilot
     course and course evaluations. The summary memo should be brief and sent
     through the Executive Director to the Executive Board, the Training Committee and
     the Course Planning Committee.

12. Course Revision       The contractor revises the course according to evaluation
     responses.




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    13. Course available for national use      When the finalized course is available for
        delivery, MARAMA notifies the STAPPA/ALAPCO Joint Training Committee and
        others through committee calls and meetings.

Annual Workshop Schedule
MARAMA develops an Annual Workshop Schedule for several reasons, including to:

    §   Help obtain resources from MARAMA agencies and EPA

    §   Allocate available funds and staff resources to high-priority training needs

    §   Inform MARAMA members so that they can make plans to attend

    §   Obtain commitments from outside instructors

    §   Prevent over-commitment of MARAMA staff time so that high quality is maintained

Ideas and comments on the Schedule from MARAMA members and EPA are welcome at
any time. Directors are encouraged to circulate copies to their staff. A copy of the schedule is
posted on MARAMA’s web site.

In developing the schedule, there are several factors to consider:

    §   Type of Event Workshops conducted entirely by outside trainers (Level 3 MARAMA
        Contracted Courses) must be scheduled well in advance, whereas committee
        meetings (Level 2) and conference calls may be added to the schedule with as little as
        six weeks notice for meetings or a week for conference calls.

    §   Time for Approval     It is important to announce meetings at least six to eight weeks in
        advance, because members require advance notice to obtain approval for overnight
        travel. In addition, time must be allowed for copying meeting material, arranging for
        facilities, etc. Scheduling a meeting less than six weeks in the future must only be
        done after careful consideration of the logistics and with full cooperation of the
        participants.

    §   Other Activities, Workloads and Holidays           Consideration of religious holidays,
        opportunities to link with other activities, seasonal variation in members’ work loads,
        and availability of experts as speakers have a significant influence on the schedule.

    §   Intervals between Meetings    With a small staff, scheduling more than one Level 1
        MARAMA workshop or meeting per month may create overwork and require hiring
        additional temporary staff. Contracted meetings or courses (Level 3) or events only
        requiring reimbursement of expenses (Level 4) should be interspersed with Executive
        Board meetings or other workshops requiring the Executive Director and/or
        MARAMA staff to spend significant time obtaining speakers or developing materials.




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    §    Attendance Size     Alternating workshops by size of attendance so that large
         workshops are interspersed with smaller meetings helps to smooth out the
         administrative workload.

Identifying the Meeting Location
The Executive Director or Training Coordinator chooses the general location (state or city) for
the meeting primarily based on expected attendance and availability of speakers. In some cases
(e.g., monitoring), a traditional meeting month and location may be repeated. In other cases, the
meeting may have been requested particularly by a specific agency or a committee may request a
particular location. Executive Board meetings are held twice a year in conjunction with
STAPPA/ALAPCO meetings in order to minimize travel burdens on the Directors. For some
contracted courses, if a field visit is required, the location needs to be near the type of
industry/facility specified by the Training Provider.

Development of the Annual Workshop Schedule
  1. By early February, MARAMA submits a general plan for the next fiscal year to EPA
     OAQPS. The general plan estimates how many training courses MARAMA will
     sponsor and provides a preliminary budget for the training grant. The Training
     Coordinator and Executive Director develop the general plan and circulate it to the
     Training Committee. The Executive Director also circulates it to the MARAMA
     Directors.

    2.   By the middle of the proceeding fiscal year, the Training Coordinator conducts the
         MARAMA needs assessment and develops an initial list of courses scheduled in
         advance.

    3.   By the end of June,    a list of potential workshops is developed. The Training
         Coordinator works with the Executive Director and technical staff to identify priority
         training needs and budget allocations.

                  4.    The Training Coordinator develops the list and estimated budgets for

   4                    each event in the Annual Workshop Schedule spreadsheet and
                        renames the file with the current fiscal year (..Elmo/
                        workshops/workshopschedules/FYXXWorkshopMeetingsCosts.xls).

    5.   By mid-July,  after review and approval by the Executive Director, the draft schedule
         is submitted to EPA region III as part of the training grant application for the next
         fiscal year.

    6.   By the end of September      a detailed schedule is completed for the remainder of the
         calendar year, with as much detail as possible for the rest of the year. The Training
         Coordinator sends the training course schedule to EPA OAQPS to post on the
         integrated training calendar.

    7.   The Annual Workshop Schedule is reviewed and revised quarterly, or more often as
         needed. The Executive Director is responsible for ensuring that the schedule is
         developed in a timely manner and that it meets the important training needs of
         MARAMA member agencies. The Executive Director presents the Annual


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         Workshop Schedule  to the MARAMA Executive Board at their quarterly meetings
         for review and comment.

    8.   The Annual Workshop Schedule is posted on MARAMA’s web site on a quarterly
         basis; more often if necessary. It is also distributed to EPA, MARAMA Directors,
         and shared with the EPA-STAPPA-ALAPCO Joint Training Committee. Courses
         are posted on the EPA consolidated website.

Meeting Checklists and Multi-Workshop Schedules
Event management begins about 12 weeks before the date of the event. As a result, activities
relating to several events must be planned concurrently.

The Meeting Checklists and the Multi-Workshop General Schedule help to ensure that
preparations for each meeting or workshop are completed on time without requiring unplanned
overtime or extra temporary help.

Generating Meeting Checklists
¹ 12-14 Weeks The Training Coordinator generates a Meeting Checklist for each meeting
                   which lays out the primary activities, staff assigned, and schedule for task
completion for the meeting or workshop. There is a different Meeting Checklist for each type of
MARAMA event to include:

    §    Levels 1 & 2 Meetings & Workshops/Committee Meetings

    §    Level 3 Contracted Meetings and Courses

    §    Executive Board Events

    §    Level 4 Training Reimbursement

See Appendix D. Figures 1-4 for sample checklists. Activities in bold are likely to be included in the
Multi-Workshop General Schedule. The meeting checklist is more detailed than the Multi-
Workshop General Schedule and is especially useful to ensure appropriate delegation and timely
completion of preparations. The checklist is modified for each event as appropriate. Notes
regarding changes and the expected timing of specific tasks are made during the kickoff meeting
and subsequent weekly meetings or calls.

Details on generating the Meeting Checklist are provided in the appropriate chapter for each
type of MARAMA event. Each person helping with the workshop has access to an electronic
copy       of  the    checklist   under   the    meeting     folder   on     the    network
(..Elmo/workshops/meetingname/). Each checklist is named with the meeting date and name
(i.e. Jan-2002CARB200Checklist.xls).

Maintaining the Multi-Workshop General Schedule
¹ Monthly           The Training Coordinator develops a Multi-Workshop General Schedule to
                    utilize staff resources effectively, prevent over commitments, and serve as a
reminder of things to do. The general schedule extends about four months into the future and


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covers the major events scheduled within that time. Appendix D: Figure 38 shows the format of a
general schedule. If events are scheduled one after another too closely, there may be weeks with
an impossibly large work load for a small staff. Therefore, the Training Coordinator must
consider the general schedule for several meetings at once and plan ahead to avoid over-
commitments. If necessary, the Training Coordinator obtains the Executive Director’s approval
to hire temporary staff to expedite the completion of necessary tasks.

Updating the Multi-Workshop General Schedule

The Training Coordinator maintains the Multi-Workshop General Schedule. Updates should be
done at least once every two weeks, but not less than once a month. Updates that are made
include: 1) deleting past meetings, 2) deleting past weeks 3) adding new meetings and 4) adding
new weeks for tasks. When a new meeting is identified and the Meeting Checklist has been
completed, a meeting can be added to the Multi-Workshop General Schedule.

               1.   The Training Coordinator opens the file (..Elmo/workshops/workshop

 4             2.
                    schedules/multi-workshopgeneralschedule.doc).

                   The current week is identified in the document table and all of the rows
        above the current week are highlighted (except for the heading row). If any items
        have not been completed, they are noted on a separate sheet of paper.

   3.   The highlighted rows are deleted from the table. It is important that this step
        happens before any new meetings are added.

   4.   Any tasks not completed in the previous weeks should be added to the current week.

   5.   The heading row should be reviewed to determine any columns with meetings that
        now have all tasks complete. If so, the entire column for the meeting can be deleted.
        For each column deleted, a new meeting column should be inserted into the table to
        the right of the existing columns.

                  To add new meetings, the Training Coordinator determines the type of
  2
               6.
                  meeting (workshop or board meting) and then the Training Coordinator
                  will use the template to copy the checklist for tasks for the workshop or
                  meeting.      The Training Coordinator opens the template file
        (..Elmo/workshops/templates/multi-workshoptemplate.doc).

   7.   In the template document, the column for either Executive Board Meetings or
        Workshops should be highlighted (18 rows in all). This is copied (Ctrl C command).
        The copied text is then pasted in the Multi-Workshop General Schedule document
        to the right of the last column in the table. New rows will be automatically added at
        the end of the table when the data is pasted to accommodate all tasks. As necessary,
        the text of the tasks in each column can be highlighted and cut (Ctrl X command)
        and pasted (Ctrl V command) lower or higher in the meeting column until the
        meeting or workshop falls in the appropriate week (checking the dates in the first
        column on the left with the meeting dates).



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    8.   For new rows added at the end of the table, the dates for each week are entered in the
         first column. template file can be closed (no changes were made) and the Multi-
         Workshop General Schedule should be saved.


Weekly Meetings
¹   Weekly Start      The Executive Director and Training Coordinator are responsible for overall
    to End            event management. Frequent communication regarding schedules, priorities
                      and problems should involve all who are working on the meeting or
                      workshop.

Management review responsibilities also include providing encouragement to stay on schedule.
This can be accomplished indirectly in most cases simply by requesting status updates at weekly
staff meetings.

During the weekly staff meeting, staff assess progress, identify the cause of any delays, and plan
corrective actions. The Multi-Workshop General Schedule and the Meeting Checklists for
specific meetings can be used to assess progress. As necessary, the schedules are adjusted to
ensure task not completed as planned are assigned a revised due date.

Job Aids for MARAMA Staff Roles
The Job Aids related to meeting planning outline clear responsibilities for four identified roles in
support of workshops and meetings. The Job Aids are not associated with a specific staff
person/job title as one person might be assigned more than one role for a meeting. The Job Aids
are intended as a way to organize responsibilities and tasks in the procedures manual based on
experience, skill levels and areas of expertise as a specific role.

    §    Technical Lead      The Technical Lead is responsible for agenda development,
         identification of speakers, determining the content for meeting books, preparation of
         meeting summary paragraph, and review of speaker thank you letters. The Technical
         Lead asks the Training Coordinator to include meetings on the Annual Workshop
         Schedule.

    §    Logistics Lead The Logistics Lead updates the Meeting Checklist and Multi-
         Workshop Schedule, oversees site selection, conducts contract negotiations, prepares
         the registration form and meeting memos (if customized), prepares budget and cost
         summaries, reviews the agenda with the Technical Lead, makes hotel arrangements,
         and reviews invoices.

    §    Logistics Assistant The Logistic Assistant sends out emails/letters, registers
         attendees, prepares name badges, oversees the preparation of meeting notebooks,
         prepares attendance and evaluation summaries and generates speaker thank you
         letters.

    §    Management Review       The Executive Director signs contracts, and approves final
         agendas, meeting reports and evaluation summaries. Management review and
         approval of the training/workshop schedule is provided at least quarterly.


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A G E N D A    D E V E L O P M E N T




Agenda Development
A well-planned program is a critical component in a successful meeting or workshop. Agenda
Development is a task in the Event Management Pre-Event Activities, but it is highlighted
here in this chapter to provide additional guidelines and details.



D           eveloping the agenda helps clarify and meet specific training needs. MARAMA
            workshops generally explain new regulatory requirements, orient new staff to ongoing
            programs, provide opportunities for agencies to learn form each other, and/or allow
            agencies to work on resolving common problems.

For a workshop involving multiple speakers, work on the agenda begins at least 10 weeks before
the workshop. If a survey of potential participants regarding topics or speakers is expected, it is
especially important to start early.

The Technical Lead coordinates development of the workshop agenda with an ad-hoc Agenda
Committee whose members have pertinent knowledge of the Workshop’s subject matter.
Committee members generally include the MARAMA Executive Director, Technical Lead,
MARAMA Committee Chairman, and an EPA Region III expert advisor. The committee chair
or the Technical Lead drafts the workshop agenda and the Technical Lead solicits and
coordinates comments.

Soliciting Input on Agenda Topics
The Technical Lead gathers input for the agenda in one of several ways, depending on the nature
of the event.

    §    MARAMA Members          Especially for small meetings, or if there is no MARAMA
         Committee, the Technical Lead calls a number of MARAMA members and/or
         Directors to solicit input and ideas.

    §    EPA  The Executive Director or Technical Lead may discuss the event with national
         or regional experts from EPA (from Region III, OAQPS, or OTAQ, etc.) to share
         ideas about agenda topics and speakers to assess what topics can be addressed and
         who is available to speak at the workshop.

    §    Committee Chair   If a MARAMA Committee exists, the chair of that committee is
         contacted by the Technical Lead and/or by the EPA lead to further share ideas.


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    §     Survey Members     In some cases, the Committee Chair or the Technical Lead
          develops a survey, which the Technical Lead or Committee Chair circulates to each
          MARAMA agency, asking for ideas or comments on potential agenda topics.
          Surveys can be completed quickly and informally if a small number of people are
          polled by phone, e-mail, or at another meeting (e.g., during a break at an Ozone
          Transport Commission (OTC) committee meeting). Circulating written surveys takes
          more time and is not usually done. The Dispersion Modeling Committee and
          Permits Committees have used surveys productively.

    §     Previous Evaluation Summary Reports    If previous meetings were held on the same
          or a related topic, the evaluation summary report is pulled and reviewed by the
          Technical Lead for recommendations or guidance in planning the agenda.

Establishing the Meeting Framework
¹   Weeks 12-14         When polling agencies about agenda topics, the Technical Lead also solicits
                        information about the expected attendance at the event, so that a large
& Determining           enough facility can be arranged for the event.
    the Meeting’s
    General                                1.  To help clarify the objectives and goals for the
    Requirements
    pages 2-3               !                  meeting or workshop and to help determine the
                                               meeting’s general requirements (which is
                                               necessary to communicate to the Logistics Lead),
& Meeting Room
    Set-Ups pages 28-
                                the Technical Lead completes the Meeting Framework
    33                          Worksheet      shown      in    Appendix      D.   Figure    5.
                                (..Elmo/checklists/Framework.doc).

    2.    The Meeting Management Guidebook can be referenced if necessary to provide
          guidance on the desired room set-up and other factors to consider for setting up the
          meeting (see pages 28-33).

    3.    The Logistics Lead reviews the Meeting Framework Worksheet and gets any
          additional clarifications necessary. This information can then be used to determine
          the facility requirements for the event.

Drafting the Agenda
The Technical Lead is primarily responsible for drafting the agenda. The Executive Director and
Logistics Lead reviews the preliminary draft, final draft, and final agenda.

    1.    ¹ As soon as possible The Technical Lead begins to gather ideas concerning
          potential agenda topics or speakers as soon as a workshop topic appears on the
          Annual Workshop Schedule or the MARAMA Topics List of potential workshops
          using the methods described above.

    2.    ¹ Weeks 12-14 As a result of initial contacts, if necessary, an ad hoc committee is
          formed to help develop the agenda, obtain speakers, or assist with handouts or
          logistics. A Kick-Off Meeting or call is held by the Technical Lead with the person


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                                                                 A G E N D A   D E V E L O P M E N T




        assisting with the agenda. The Logistics Lead for the event should also be included in
        the Kick-Off meeting. For major workshops, the ad hoc committee may confer via
        weekly conference calls.

        For some workshops, MARAMA hires outside experts as instructors. The instructor
        develops the program, prepares handouts, and presents the workshop. In cooperation
        with the ad hoc agenda committee, the MARAMA Executive Director issues an RPF or
        prepares a sole source justification, evaluates proposals, finalizes the selection, and then
        signs a contract with the proposed workshop instructor(s). The instructors are
        recognized experts in the workshop’s subject matter. (See Course Development
        procedures on pages 14-16).

                      More commonly, MARAMA workshops include several speakers who make
& See                 individual presentations. Members of the ad hoc committee and the Technical
  Presentations Lead begin the iterative follow up process of acquiring the workshop
  & Speeches
  page 34
                      speaker(s). Initially, verbal confirmation is acquired from the proposed
                      workshop speakers for specific agenda topics. The Meeting Management
                      Guidebook provides additional details on working with speakers and presenters
        in Presentations and Speeches (page 34).

            3.   ¹ Week 10 The Technical Lead distributes a Preliminary Draft Agenda

 2         to the ad hoc agenda committee members for their review and comments. The
           Technical Lead also coordinates agenda development with the Logistics Lead to
           ensure that breaks, room sizes and other logistical arrangements are appropriately
        scheduled. The agenda includes the following:

        §   Meeting Name
        §   Meeting Location
        §   Meeting Dates
        §   Session Times, Topics and Objectives by day
        §   Speaker/Presenter Names

  4.    ¹ Week 8 The Technical Lead integrates comments into a Final Draft Agenda and
        solicits final recommendations for workshop instructors or speakers. The
        MARAMA web master posts the draft workshop agenda on the MARAMA
        workshop web page.

                 5. The Technical Lead develops and maintains a list of instructors and
4                   speakers and tracks initial contacts, transmittal of confirmation requests,
                    receipt of commitment letters, requirements for audio/visual equipment,
                    and receipt of bibliographic information. This list is kept on the Training
        Coordinator’s computer in the folder for the meeting. The speaker list can be tracked
        using the draft agenda or in an Excel spreadsheet. The session name or number, date
        and time, speaker name, topic and status (note regarding contact with and responses
        from the speaker) are tracked.




                                                23
A G E N D A     D E V E L O P M E N T




    6.    As speakers are invited, the Technical Lead notifies the Logistics Lead and provides a
          list of names and contact information.

    7.    ¹ Weeks 5-9 The Logistics Assistant develops and mails Speaker Confirmation
          Letters to expected speakers. The request for written confirmation includes the
          presentation time and topic, the deadline date for submitting workshop handouts, a
          form requesting audio/visual equipment requirements and the meeting registration
          form. Detailed instructions on Speaker Correspondence can be found in Chapter 6.
          MARAMA Meetings and Workshops/Committee Meetings.

    8.    ¹ Week 4 Upon receipt of all instructors’ or speakers’ confirmations, the Technical
          Lead prepares the Final Agenda. The MARAMA web master posts the final
          workshop agenda on the MARAMA workshop web page.

         Note

         Additional details on confirmation of speakers, sample speaker letters and collecting
         presentations materials are provided in Chapter 6. MARAMA Meetings &
         Workshops/Committee Meetings.




                                                  24
                                                                                                  4
                                                                                                  Chapter
S I T E    S E L E C T I O N    &   F I E L D    V I S I T   T R A N S P O R T A T I O N




Site Selection & Field Visit
Transportation
Details on selecting the site for the meeting or workshop are in this Chapter. When
determining a location for the event, availability of transportation may be an issue if a field
visit is necessary. Details on selecting a transportation provider are also included here.



C          hoosing an appropriate location for a meeting or workshop helps ensure a good
           attendance and facilitates financial dealings involved with the event. If a field visit is
           necessary for the meeting, finding a reliable transportation provider is important to take
           attendees to and from the meeting site to the field visit location.

Site Selection
Depending on the location (region or city) and time of year, it is important to initiate facility
arrangements as early as possible, usually about 12 weeks before the event. Facility contracts
should be signed at least 10 weeks before most events. A minimum of six weeks notice (with a
goal of eight weeks) should be given to participants, and facility arrangements must be concluded
before registration materials are sent.

The Logistics Lead is primarily responsible for facility arrangements. The Executive Director
must approve and sign all contracts and the Logistics Lead must closely coordinate with the
Technical Lead to ensure facility arrangements are consistent with agenda development. This is
especially critical as far as the size of meeting rooms needed, the number of sleeping rooms to
block, and the timing of meals and breaks.

          Note

          For some Meetings or Workshops,        the site may already be determined, such as
          meetings that take place during an existing STAPPA/ALAPCO meeting. In this
          instance, site selection might not be required; however, arrangements may still be
          needed for meeting space and meals or breaks.




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S I T E    S E L E C T I O N   &   F I E L D   V I S I T   T R A N S P O R T A T I O N




          For some meetings and for Level 3 Contracted Meetings and Courses,                the site
          location may be dictated by the availability of appropriate facilities for the field trips
          that are required, such as for CARB 200 Level courses.


Clarifying the Budget
& See Clarifying the
                     It is critical to have a clear understanding of the event budget.
   Budget pages 3-7
                     Competitive bids should be obtained and efforts made to negotiate the
                     best value. MARAMA’s past history and budgets should be used to help
& See Controlling    ensure that the budget is comprehensive and accurate in identifying costs.
   Costs pages 22-24 The Logistics Lead drafts the meeting budget and reviews it with the
                     Training Coordinator.

Conducting the Site Survey
Once location has been identified, MARAMA can begin surveying potential sites to hold the
meeting or workshop. This site survey process can be done by a hotel location service or in-
house by the Logistics Lead.

    1.     Unless a specific facility is needed for a particular workshop, the Logistics Lead
           requests that the location service conducts a survey of appropriate facilities in the
               general area of the workshop’s desired location. If the location is an area

  2            previously used by MARAMA, the site selection information can be pulled from
               an existing file and the same facility contacted for updated information. The
               Training Coordinator maintains information on hotels or facilities where site
           survey data has been collected and/or where past meetings have been held.
           (..Elmo/Hotel Information/MARAMA hotels YY.doc).

    2.     The Logistics Lead uses the Meeting Framework Worksheet to determine meeting
           requirements. This form is completed by the Technical Lead or by the Training
           Provider. With the meeting requirements laid out, the Logistics Lead completes the
           Facilities   Specification   Memo     by copying it from the template
           (..Elmo/workshops/template/specmemo.doc) and saving it in the meeting folder.
           The Logistics Lead updates the Facilities Specification Memo with the following
           information:

           §   All general site requirements
           §   Dates preferred for the meeting
           §   Number and type of guest rooms required
           §   Number, size, estimated times needed, type of function and room set-up for
               meeting rooms.
           §   Audiovisual needs
           §   Dates and type of food and beverage events
           §   Exhibits and any other special events or activities
           §   Complimentary requirements and any other special requests



                                                           26
                         S I T E   S E L E C T I O N    &   F I E L D   V I S I T   T R A N S P O R T A T I O N




Conducting the Site Survey Using a Hotel Location Service
For larger meetings, or when there are many meetings going on at the same time, MARAMA
sometimes uses a “free” hotel location service which locates several options for facilities and
provides cost estimates. Because this service is funded by a commission paid by hotels, using this
service will indirectly increase some hotel costs. This should be taken into consideration when
planning the budget. Appendix E. Vendor & Training Provider Contact Information contains the
contact information for service providers.

    1.   The Logistics Lead provides the Facilities Specification Memo to a Hotel Location
         Service which sends out a request for proposal to potential hotels or sites in the
         location(s) identified using the requirements provided. The Hotel Location Service
         obtains bids from a minimum of three facilities whenever possible. The Hotel
         Location Service receives the written bids and prepares a summary for MARAMA.
         This summary is faxed to MARAMA.

    2.   The Logistics Lead reviews the summary provided by the Hotel Location Service. If
         there are any questions regarding the bids, the Logistic Lead contacts the Hotel
         Location Service (not the hotel). The Hotel Location Service will answer any
         questions. They can also provide additional facility information as needed, and set up
         site inspections when required.

                 3.     The Logistics Lead makes a copy of the worksheet for the new meeting

  !              or workshop and enters each facility’s costs (top three choices) into the Hotel
                 Cost Comparison Worksheet (..Elmo/checklists/HotelCostComparison.xls).
                 This will allow for easy comparison of the overall costs of the prospective
         facilities.

    4.   The Logistic Lead and the Hotel Location Service work together to
         negotiate/approve room and meal costs; provide an estimate of the number of rooms
         to be blocked off for workshop attendees; select meeting room(s) and meeting room
         layouts; and select food/beverage items for the selected scheduled dates of the
         workshop.

Conducting the Site Survey In-House
¹ Weeks 12-14 1.          Once a location      is identified (region or city) facilities can be
                      found through web sites, Meeting Planning magazines, facility materials
& Site Selection      sent to MARAMA, and by surveying MARAMA members who live in
    pages 12-18       the area identified.
& Meeting Space 2.            The Logistics Lead sends the Facilities Specification Memo to
    Guidelines page
    33                potential hotels or facilities in the location(s) identified along with a
                      request for proposals. The Logistics Lead obtains written bids from a
                      minimum of three facilities whenever possible.

& Negotiating & 3.            The Logistics Lead negotiates room and meal costs; provides an
    Meeting           estimate of the number of rooms to be blocked off for workshop
    History page 21   attendees; selects meeting room(s) and meeting room layouts; selects
                      food/beverage items; and makes the reservations for the selected



                                                       27
S I T E   S E L E C T I O N   &   F I E L D   V I S I T   T R A N S P O R T A T I O N




          scheduled dates of the workshop.

    4.    The Logistics Lead reviews the written bids and contacts the hotel contact with any
          questions. If needed, an on-site inspection can be conducted during this stage to
          assist in identifying the appropriate facility.

                     The Logistics Lead makes a copy of the worksheet for the new meeting
!
              5.
              or workshop and enters each facility’s costs into the Hotel Cost Comparison
              Worksheet (..Elmo/checklists/HotelCostComparison.xls). This will allow for
              easy comparison of the overall costs of the prospective facilities.

Tax Exempt Status
  1. When using a site in Maryland, the Logistics Lead informs any vendors or sites that
     MARAMA is a Maryland tax-exempt organization. As a rule of thumb, when faxing
     or mailing back the direct bill application, a copy of the tax-exempt certificate is
     included. A copy of the tax-exempt certificate can be obtained from the Senior
     Administrative Assistant or Training Coordinator.

    2.    When the Logistics Lead is reviewing invoices for services provided or bought in
          Maryland, it is important to verify that tax has not been included in the total. If tax
          has been included, the Logistics Lead immediately informs the company and follows
          whatever procedures (usually submitting a copy of the tax-exempt certificate) the
          company has in place to adjust the invoice.

Identifying Audiovisual and Menu Options
                     During the initial discussions with the hotels or facilities, the available
& Controlling
   Costs pages 22-24
                     audiovisual and menu options and prices should be identified. The Logistics
                     Lead requests to have availability and price sheets faxed to MARAMA.
& Audiovisuals Typically the decision on the exact menu options and A/V equipment
   pages 35-38       needed does not have to be finalized until 2-4 weeks before the event.
                     However, the amount of food to be purchased should be clarified during the
& Food &             negotiation of meeting room costs, since room costs may be waived if one or
   Beverage          more meals will be served. Some hotels may offer complimentary food or
   Functions pages
   39-45
                     beverage items to hotel guests with specific room rentals.

¹   Week 11           For audiovisual equipment rental, it is important to keep in mind that the
                      hotel prices are usually significantly higher than finding another vendor to
                      provide the services. The Logistics Lead should request information about
services available, prices, and when the equipment needs to be reserved.

For food and beverage functions,      the Logistics Lead should request sample menu options,
suggestions for unique menus or breaks and obtain prices. For Level 1 or 2 events, MARAMA
typically offers a continental breakfast and morning refreshments and afternoon breaks.
Sometimes lunch may be provided. Depending on the meeting, attendees are usually on their
own for dinner. The nature of MARAMA’s grants prohibits paying for alcoholic beverages. The
Logistics Lead should be clear on the hotel’s guarantee policy. Typically a hotel will require a
guarantee count for food functions at least 72 hours in advance.



                                                          28
                              S I T E   S E L E C T I O N    &   F I E L D    V I S I T   T R A N S P O R T A T I O N




               1.    The Logistics Lead prints a copy and completes or updates the Contacts and
!              AV Needs Worksheet (..Elmo/checklists/contacts_AV.doc) and staples it to the
              front inside cover of the meeting folder that is kept with the Logistics Lead and then
              in the master file. For meetings that have a field trip, this worksheet will already be
          printed. This worksheet contains information on key contacts for the selected hotel and
          basic AV and food and beverage needs.

Finalizing Site Selection
                Criteria used for the selection process include, but are not limited to, the
¹ Weeks 10-11 following:

& Site Visit pages             §   Quality and nature of facilities
    13-14, 15-16
                               §   Costs (meeting room, guest rooms, food)
& Reserving the                §   Location (travel costs, transit availability)
    Meeting Space
    page 14                    §   Responsiveness of facility staff

    1.    The Logistics Lead reviews the cost information in the Hotel Cost Comparison
          Worksheet and any hotel history (if applicable) and identifies the best option(s).

    2.    If possible, a site visit is conducted at the selected facility before signing the contract.
          This is especially important if MARAMA has not used the facility before or the
          facility has undergone changes since the last meeting. In some instances, MARAMA
          may request a representative from a state or local agency where the event will be held
          to visit the facility. If desired, the optional Site Visit Checklist can be used (see
          Meeting Management Guidebook, pages 15-16).

    3.    The Logistics Lead submits a brief memo recommending a site and explains the
          recommendation concerning cost, location, quality, and responsiveness, as well as any
          other pertinent information. The memo is addressed to the Executive Director from
          or through the Training Coordinator. The Training Coordinator must sign off on all
          facility recommendations before they are submitted to the Executive Director.

    4.    Once a site has been selected, a         written contract          is requested from the facility to
          reserve the meeting space.

          §        If a Hotel Location Service is used,    the Logistics Lead notifies the Hotel
                   Location Service of the results and they contact the hotel for a contract and
                   notify the other hotels of the decision. The contract will be sent directly to
                   MARAMA for signature. Any questions or concerns regarding the contracts are
                   directed to the Hotel Location service.

          §        If site selection was done in-house, the Logistics Lead requests a contract from
                   the hotel, preferably by fax to enable a quick review. Any questions or concerns
                   regarding the contract are directed to the site. The Logistics Lead notifies each
                   site of MARAMA’s decision.




                                                            29
S I T E   S E L E C T I O N   &   F I E L D   V I S I T   T R A N S P O R T A T I O N




    5.    This contract is reviewed carefully by the Logistics Lead to ensure that all items are
          accounted for and prices are the same as quoted. The cancellation policy should be
          clearly understood. The Training Coordinator initials approval and transmits the
          contract to the Executive Director for signature, noting any issues or concerns.

Signing the Facility Contract and Submitting the Deposit
¹ Week 10            The MARAMA Executive Director reviews and signs the facility contract
                     and the Logistics Assistant requests payment of the applicable deposit from
accounting, notifying the Senior Administrative Assistant of the date the deposit is due. A copy
of the contract is provided to the Senior Administrative Assistant as backup. The amount due is
highlighted.

Meeting rooms, sleeping rooms, food services, and A/V equipment should be included in the
contract so that there are no surprises later regarding costs. Usually, a second contract or banquet
event orders are required to provide specifics for the meals and breaks.

Submitting the Credit Application and Setting Up a Master Account
                     1. The Logistics Assistant completes a credit application to
¹ Week 10
                         request that the facility direct bill MARAMA for the workshop
     costs rather than requiring immediate payment at the end of the workshop. The
     information for the application can be obtained from previous credit applications
     and/or from accounting.

    2.    The Executive Director must sign the application and the Logistics Assistant faxes
          the original to the facility and makes a copy to put in the chronological file. The
          original is put in the Master files.

    3.    If billing cannot be arranged, the on-site coordinator will charge the bill on his/her
          company credit card and/or makes arrangements in advance to take along a
          MARAMA check for all or part of the cost if it exceeds the credit limit.

Securing Field Visit Transportation
Obtaining Transportation Options
                      For meetings that may have a field visit, options for transporting the meeting
¹ Weeks 12-14 attendees to and from the field visit site should be identified. This will most
likely be charter bus or van services in the area.

    1.    The Logistics Lead locates charter bus or van services in the potential meeting locations.
          The hotel may be able to provide names and phone number or the local yellow pages can
          be searched online.

                       The Logistics Lead prints the Contacts and AV Needs Worksheet
!
              2.
              (..Elmo/workshops/checklists/Contacts_AV.doc or Contacts_AV3.doc) and updates
              it with the contact information, names, services offered and prices of the potential
              vendors that can be used.




                                                          30
                        S I T E   S E L E C T I O N    &   F I E L D   V I S I T   T R A N S P O R T A T I O N




Finalizing Field Trips and Securing the Transportation Provider
¹ Week 5             For Level 3 meetings that require a field visit and for other meetings that may
                     have a field visit, the Logistics Lead verifies the field trip arrangements
with the state or local agency liaison. Information should have been gathered during the site
selection process around week 12-14.

¹   Week 4           Using the estimated number of participants, the Logistics Lead secures the
                     transportation provider. Any written commitment must be signed by the
Executive Director. The Logistics Lead also updates the Contacts and AV Needs Worksheet
with the finalized contact information and fees for the transportation provider.




                                                      31
                                                                                                 5
                                                                                                 Chapter
R E G I S T R A T I O N       &   R E G I S T R A T I O N    R E P O R T S




Registration & Registration
Reports
This chapter provides details the registration process which is the same for all MARAMA
meeting types. Details on how and when to generate registration reports such as attendee lists
are also included here.



R       egistration activities help MARAMA accurately predict the number of people who will
        attend the workshop or meeting so that appropriate space, handouts, and food are
        provided and costs kept within budgets. They also help prepare information useful to
        participants to help them network with each other. The MARAMA Contacts database is
used to enter and track registrations. The database contains the following information for each
person who will be attending:

     §    Name
     §    Title
     §    Organization (the state or city of the agency)
     §    Agency (the Department or Division of the agency)
     §    Address
     §    Phone Number
     §    Fax Number
     §    E-mail Address
     §    Dates Attending Meeting
     §    Dates of Room Reservation
     §    Comments (include Special Dietary Requirements, speaker details, etc.)
     §    Other Notes
     §    Speaker

Entering Registrations
¹ Weeks 1-8              1.       The Registration Form is generated and sent to potential
                         participants. It can also be found on the MARAMA web site.

     2.   Forms are completed and returned to MARAMA via email, fax, or mail. Registration
          forms are put in the In Box on the Administrative Assistant’s desk as they are
          received.


                                                            33
R E G I S T R A T I O N   &   R E G I S T R A T I O N    R E P O R T S




    3.   On a daily basis (1-8 weeks)   registrations are entered into the Contacts Database
         (K:/contacts.mdb). The Logistics Assistant maintains the workshop Contacts
         Database. The database is regularly updated with the addition or modification of each
         registrant’s information.

                      §   Select K:/contacts.mdb to open the database file.
 :                    §  Click on the Search Contacts button to filter for or select the contact’s
                         record. The search can be done a number of fields, but the last name
             is probably the easiest way to search for the participant’s information. If a record
             does not already exist for the person, then a new record needs to be set up.
             Another option is to select the View/Edit Contacts button from the Main Menu
             and use the Last Name search feature there.
         §   When the person’s record is displayed, review the contact information to ensure
             it is up to date and then select the name of the conference they are registering for
             from the “Remaining Conference” list.
         §   The Conference Attended window is displayed. Indicate the dates the person will
             attend the conference and the hotel nights. If applicable, check if they will be a
             speaker. Note any dietary needs or other comments concerning their attendance
             in the comments box. Also identify MARAMA coverage by writing the state and
             city abbreviations in the comments box (i.e., “MARAMA coverage-VA). This
             helps identify multiple requests for support.
         §   Save changes and exit the Contacts Database or search for another new contact.

Generating Registration Reports
The Contacts Database has several reports that are used to help track registrations, generate
attendee lists and confirm counts/agencies represented. The three reports used by MARAMA
are:

    §    Conference Participation List – Regular:      This report is used as the attendee roster
         and contains complete contact information. This list shows participants’ address,
         phone, fax, and e-mail information (see Appendix D. Figure 42.). This list is an
         important tool to help registrants get in touch with each other after the workshop. It
         is included in the meeting handouts and a final version is printed for the Master Files.
         The Logistics Assistant generates the Conference Participation List – Regular for
         the meeting notebooks 1 week before the meeting. Copies are made to include in
         the meeting handouts. At the conclusion of the meeting the Contacts Database is
         updated with any corrections made by attendees (and no-shows) and a final list is
         generated to include in the Master Files.

    §    Conference Participation Table: This report provides a quick count and review at a
         glance of the agencies and individuals registered. It does not include complete
         contact information. This report shows the dates participants will be attending and
         nights they will be staying at the hotel (see Appendix D. Figure 44.). MARAMA staff
         uses this list to plan sufficient seating, food, and handouts. If no one from an agency
         has registered, then a reminder memo or call will be made. This list is also used to


                                                        34
                                    R E G I S T R A T I O N   &   R E G I S T R A T I O N   R E P O R T S




         select appropriate representatives from each agency whose rooms will be billed to
         MARAMA. The Logistics Assistant runs the Conference Participation Table
         weekly starting at week 5 through 1 week before the meeting. A copy of the list is
         provided to the Training Coordinator. This list is used to identify agencies not
         participating, to confirm/check numbers with estimates provided to the hotel and to
         give the final guarantees for food and rooms.

    §    Conference Participation List – With Comments and Dates:        This report is used
         internally by MARAMA to compare registrants with the hotel rooming lists and
         provide comments for any special needs (such as dietary, handicapped, etc) (see
         Appendix D. Figure 43.). The Logistics Lead generates the Conference Participation
         List – With Comments and Dates at week 4 and week 1 to complete the
         MARAMA rooming list and to ensure that any special arrangements requested (i.e.
         for food) are taken care of.

    1.   To generate Conference Participation reports,        the Contacts Database is opened
              (K:/contacts.mdb)


   :
                       §   Click on the View/Edit Conferences button.
                       §   The Conferences window is displayed. Filter for the appropriate
                           conference. [This can be done by right clicking the mouse on the
             Conference Name field and entering in a word or name to Filter For]. You can also
             use the record indicators in the lower left portion of the window to scroll through
             the records to select the appropriate one.
         §   When the appropriate conference record is displayed, select the Conference Reports
             button. The Reports window will be displayed. Select the appropriate report as
             listed above. The report will be displayed in Print Preview mode and can then be
             printed by selecting the Print icon on the menu or selecting “File”, then Print.
         §   Exit the Contacts Database or search for another conference.

Tracking Registrations
The Logistics Lead monitors the registration count. If pre-registration exceeds the pre-
designated count limits, the Training Coordinator (in consultation with the Executive Director)
will recommend closing registration or expanding the size of the workshop if additional
facility/hotel meeting room space is available, and the instructor is willing and resources permit.
If registration is below expected levels, it may be necessary to solicit additional registrations or
cancel the class. Guarantees for food service are also adjusted based on registration counts.




                                                 35
                                                                                        6
                                                                                        Chapter
M A R A M A M E E T I N G S & W O R K S H O P S /
C O M M I T T E E M E E T I N G S




MARAMA Meetings &
Workshops/Committee
Meetings
Details for tasks and roles as outlined in the Meeting Checklists for MARAMA Meetings
& Workshops (Level 1) and Committee Meetings (Level 2) are provided in this chapter.
Information is organized by Pre-Event Activities, On-Site Activities and Post-Event
Activities.



M   §
            ARAMA meetings and workshops are categorized based on the level of support they
            require and the tasks that need to be done. The two types of meetings that the details
            in this chapter apply to are:

         Level 1 MARAMA Meetings and Workshops

    §    Level 2 Committee Meetings

Level 1 and 2 meetings have similar tasks. The main difference between “Level 1 MARAMA
Meetings & Workshops” and “Level 2 Committee Meetings” is the level of effort (total hours)
required to carry out the event management tasks. Typically there are fewer attendees for a Level
2 meeting and the format is less formal. Meeting materials may be a few handouts in a folder,
instead of a complete binder with speaker presentations.

Pre-Event Activities
¹   As soon as      As soon as the event has been identified and the overall budget has been set
    possible        up, pre-event activities can begin. Typically this is 12-14 weeks prior to the
                    start of the event. Information that is needed to begin planning for the event
includes the meeting topic, target audience, and possible dates and locations.

    1.   The Training Coordinator updates the Annual Workshop Schedule with the event and
         works with the Executive Director to establish a general budget for the meeting or
         workshop and determines how many people from each agency will be supported to
         attend.



                                                    37
M A R A M A    M E E T I N G S   &   W O R K S H O P S / C O M M I T T E E   M E E T I N G S




    2    If there were any previous meetings held on the same or a related topic, the prior
         evaluation summary report(s) is reviewed by the Technical Lead and the Logistics
         Lead for recommendations or guidance in planning the meeting.

    3.   The Training Coordinator sets up a hard copy file folder and includes a Document
         Tracking Sheet inside. This can be a lined page to track all correspondence related to the
         meeting and includes the date, a description of the correspondence (fax, letter, email, etc)
         and the person(s) involved.

Generating the Meeting Checklist and Assigning Roles
                    The Training Coordinator initiates pre-event activities by generating the
¹ Weeks 12-14
                    Meeting Checklist and then (in consultation with the Executive Director
and other staff) identifies staff for the roles of Management Review, Technical Lead, Logistics
Lead and Logistics Assistant. The roles assigned to an individual may change from meeting to
meeting, and for some meetings, one person may be assigned to more than one role. It is
important to be familiar with more than one role, where possible, so that tasks can still be
completed if a person is on vacation or out of the office unexpectedly. As necessary, back-up
personnel should be assigned to the roles.

The Meeting Checklist is an Excel spreadsheet that contains the following information:

    §    Meeting Title
    §    Meeting Start and End Dates
    §    The Monday prior to the meeting start date (if not on a Monday)
    §    Type of Meeting (Level 1 or 2)
    §    Type of Funding
    §    Staff Persons Assigned to Roles
    §    Expected Attendees
    §    Targeted Group(s)
    §    Tasks to be completed and time frames

The checklists are organized into three main sections, with tasks listed on a weekly basis from 12-
14 weeks prior to the event until 4 weeks after the event. The three main sections are Pre-Event
Activities, On-Site Activities and Post-Event Activities.

    1.   The Training Coordinator or Logistics Lead creates a new folder under the directory
         ..Elmo/workshops with the event date and name/abbreviation (i.e. 2002-Jan-
         CARB200). The blank subfolders can be copied from the New Meeting Folder
         Setup directory into the new meeting folder.

              2.     The Logistics Lead copies the MARAMA Meetings &

!             Workshops/Committee Meetings Meeting Checklist and saves it to the meeting
              folder with the meeting name in front of the checklist filename (i.e.



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        CARB200Checklist.xls) from (..Elmo/checklists/Level1_2Checklist.xls).

   3.   The Logistics Lead inserts the detailed information in the fields highlighted in blue
        text. The Task Completion Dates and Lead Assigned To fields will be automatically
        updated with actual dates and names of individuals when the information is entered.
        As necessary, the checklist is adjusted for the following:

        §   Delete any tasks that are not required for the specified event
        §   Indicate any holidays and adjustments to the dates to work around holidays,
            travel or staff vacations.
        §   If necessary, alter the staff assignments for specific tasks if the lead will be out of
            the office on the task due dates and the dates cannot be adjusted.
   4.   The Logistics Lead saves changes to the meeting checklist. The Logistics Lead
        updates the Multi-Workshop General Checklist with the new workshop’s major
        tasks/dates. The checklist can be used to verify the dates are set appropriately. (See
        Chapter 3, Agenda Development for details on updating this checklist).

   5.   The Training Coordinator notifies the workshop team that an electronic copy of the
        checklist for the event is available. Notes regarding changes and the expected timing
        of specific tasks are made during the Kick-Off Meeting. As desired, staff can print all
        or part of the checklists for their own use/tracking.

Establishing the Meeting Framework
                 The Technical Lead is primarily responsible for establishing the meeting
¹ Weeks 12-14
                 framework. It is important that everyone has a clear understanding of what is
& Determining to be accomplished with the event. The objective parameters and
   the Meeting’s expectations for the meeting should be determined before planning any
   General       details. The Meeting Framework Worksheet is used to identify the answers
   Requirements to questions that help the logistics team understand the general meeting
   pages 2-3     requirements.
& Meeting Room                     1. The Technical Lead completes    a preliminary Meeting
   Set-Ups pages 28-
   33
                       !           Framework
                                   Framework.doc).
                                   agenda develops.
                                                    Worksheet           (..Elmo/Checklists/
                                                         Adjustments may be needed as the


   2.   The Meeting Management Guidebook can be referenced if necessary to provide
        guidance on the desired room set-up and other factors to consider for setting up the
        meeting (see pages 28-33).

   3.   The Logistics Lead reviews the Meeting Framework Worksheet and gets any
        additional clarifications necessary. This information can then be used to determine
        the facility requirements for the event.




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Agenda Development
Details on agenda development are provided in Chapter 3, Agenda Development. The steps in the
processes are highlighted here.

¹   Week 12-14       Kick-Off Meeting or Call  The Technical Lead schedules a Kick-Off meeting
    or call to include the Logistics Lead and persons who will be assisting with agenda
    development. Sometimes an ad hoc committee may be formed to help in planning the agenda.
    Ideas about the agenda topics are organized. The Meeting Checklist is a useful organizing
    tool to use at the meeting. At the kickoff meeting/call, responsibilities are assigned and
    clarified, and activities are added to, or deleted from, the checklist as appropriate for the
    particular event. The Technical Lead is responsible to take notes and gather information
    related to the agenda development and topics.

¹   Week 10      Preliminary Draft The Technical Lead completes the first preliminary draft of the
    agenda 10 weeks before the meeting or workshop. The Logistics Lead helps review the
    agenda to ensure breaks and meals are properly planned for. The preliminary draft agenda is
    posted on the MARAMA web site.

¹   Week 8      Final Draft The final draft of the agenda is completed by the Technical Lead 2
    months before the meeting and an updated version posted on the MARAMA web site. This
    draft version is sent with the Registration Memo to potential participants.

¹   Week 4    Final Agenda The final agenda is completed by the Technical Lead 4 weeks before
    the meeting start. The agenda is posted on the MARAMA web site. It is sent to speakers 4
    weeks before the meeting and to the other participants 2 weeks prior to the meeting. If only
    minor changes have been made, a link is provided in the email. If major changes have been
    made, the agenda is attached.

Site Selection and Field Visit Transportation
¹ Weeks 10-14 Detailed procedures for site selection are provided in Chapter 4. Site Selection &
                    Field Visit Transportation. This is done 10 to 14 weeks prior to the meeting or
workshop. A survey of potential sites is done either in-house by the Logistics Lead or using Hotel
Location Service. After comparing information using the Hotel Cost Comparison Worksheet, the
Logistics Lead makes a recommendation in a memo to the Executive Director. The Training
Coordinator must approve the memo prior to submittal. Once the final site is approved, the
Logistics Lead requests a written contract.

In the initial contact with the hotel or facility selected, the Logistics Lead identifies audiovisual and
menu options.

The Logistics Lead determines if MARAMA would be tax exempt (if the site is in Maryland). If
applicable, the tax exempt form is provided with the credit application.

If a field visit is required for the meeting or workshop, the Logistics Lead identifies potential
transportation providers and available services during the initial site selection process.
Transportation options are finalized about four weeks before the meeting start.

By 10 weeks before the meeting, a signed contract should be in place with the selected facility.


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Setting the Meeting Budget and Fee
¹ Week 11     Fees may be charged to outside participants, especially non-state/local
              attendees. However fees may be waived for speakers who are not federal
              employees.

                1.  Once a site has been selected, the Training Coordinator makes a copy of
!                   the template for the Budget and Actual Costs Worksheet
                    (..Elmo/checklists/budget_actuals.xls) and updates the first worksheet in
                    the spreadsheet with the selected hotel prices and any known meeting
        expenses. This information is used to set the workshop fee. The budget
        information entered includes: the estimated number of attendees, meeting room
        costs, per person costs for breaks/meals, estimated A/V equipment costs, room
        rates, speaker costs, handouts and supplies costs and any revenue from registration
        fees.

   2.   The workshop fee is set based on the total cost for the meals. MARAMA cannot pay
        for Federal employee meals, but light breaks can be covered. To calculate the fee,
        the cost of all meals plus tax and gratuity is totaled and then rounded to the nearest
        $5.

        For example:

                              Meal Costs
                                Lunch 1                       $10.00
                                Lunch 2                       $10.00
                              Total Meals                     $20.00
                              Gratuity (18%)                   $3.60
                              Subtotal                        $23.60
                              Tax (5%)                         $1.18
                              Total Meal Costs           $24.68*
                                  *rounded to $25.00 for fee


   3.   The Training Coordinator updates the meeting budget in the Annual                Workshop
        Schedule (..Elmo/tracking reports/FYXXWorkshopMeetingCosts.xls).


Setting Up the Conference in the Contacts Database
¹ Week 10          MARAMA maintains a Contacts Database that contains records for
                   members and also keeps track of conferences that contacts have attended.
The conference information needs to be set up so that registrations can be entered and tracked.

           1.       The Logistics Lead opens the Contacts Database (K:/contacts.mdb) and
 :         selects View/Edit Conferences. When the Conference window is opened, he/she either
           scrolls through the records to the end or clicks on the >* in the lower left corner of



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         the window to go to a blank record.

    2.   The Logistics Lead enters the conference name, dates, location and either selects a hotel
         or enters a new hotel. The database will not allow the same conference name to be used
         for more than one record so each conference must have a unique name.

    3.   The Logistics Lead updates the MS Word file with the contact information plus the
         names and dates of the meeting (..Elmo/hotelinformation/MARAMA Hotels ##.doc)
         maintained by the Training Coordinator where additional hotel/facility information is
         maintained.

Generating Meeting Labels
                       Labels that contain the meeting name, date, location, funding type and
¹ Week 10
                       meeting level can be useful to put on generic checklists (so that the
information does not need to be re-written) and also on invoices and other documents that are
provided by hotels, etc. This helps to ensure that the documents can be easily and properly
identified, particularly those invoices that need to be provided to EPA.

The Logistics Assistant generates the meeting labels.

                      The template file (..Elmo/workshops/templates/MeetingLabels.doc) is
  2
              1.
              copied and saved with the meeting name under the meeting material’s folder.

              2.      The new file is opened in MS Word.

    3.   Select “Tools” from the menu bar, then “Letters and Mailings,” then “Envelopes and
         Labels.” A pop-up window will appear. The label text can be edited/replaced with
         the actual meeting information. Click on the button “New Document.” The sheet
         of labels will be updated with the meeting information. Save the file.

    4.   Avery 5162 label sheets (14 per page, size is 1.33” height x 4” wide) should be
         inserted into the printer and Print selected from the File menu. Close the file when
         printing is completed.

Generating Announcements and Attendee Communication
Early announcements of workshops are needed in order for MARAMA members to obtain out-
of-state travel approvals. Announcements also encourage early registration to ensure accurate
estimates of attendance.

Information begins to be posted on the MARAMA web site as soon as the workshop or meeting
date is chosen. Hotel information must be posted on the web no later than (and preferably earlier
than) six weeks before the event. The preliminary agenda is also posted at that time.

Save the Date Notice
¹   Week 10          A workshop announcement is distributed via fax and/or e-mail about
                     ten weeks before major workshops. It can be sent out as soon as the
workshop or event topic is added to the schedule. If the hotel arrangements have not been
finalized or the exact dates are not yet determined, the announcement can indicate “To Be


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Determined.” This announcement may include a preliminary list of topics but does not
include a registration form. The purpose of the announcement is to facilitate travel approvals,
prevent schedule conflicts, and promote attendance.

The announcement calls attention to the MARAMA web site as a source of further information,
and it provides a MARAMA e-mail address to request a registration form or address questions.
(See Appendix D. Figure 13 for an example.)

                        The Logistics Lead makes a copy of the template
  2
               1.
               (..Elmo/workshops/templates/SavetheDate.doc) and saves it under the meeting
               correspondence folder. The specific information for the meeting is inserted into the
               document.

      2.   The Save the Date Notice is provided to the Training Coordinator for review.

      3.   The Logistics Assistant sends the announcement via email to:

           §        MARAMA Directors
           §        Members of the appropriate MARAMA Committee. Including both the
                    Training Committee and one or more technical committees.
           §        EPA regional or headquarters staff working in related areas
           §        Expected speakers
           §        The Executive Director, the Technical Lead and the Training Coordinator
           §        MARAMA members who attended similar workshops in the past

      4.   The Logistics Lead notifies the MARAMA web master that the Save the Date file is
           ready for posting.

      5.   The Logistics Lead sends an email to EPA OAQPS with the course name and dates,
           MARAMA email contact and information required for inclusion on their consolidated
           calendar (if needed, the dates are listed as TBD).

Receipt of Registration Confirmation
¹   Upon Receipt     Upon receipt of the registration form from the MARAMA members, the
                     Logistics Assistant sends an email to confirm that MARAMA has received
the registration form and has the correct information.

Registration Memo (Memo 1) and Form
¹   Weeks 6-9        A signed contract with a facility is required before the registration form is
                     sent and the fee, if any must be determined. The conference information
should already be set up in the Contacts Database.

The Logistics Lead generates the Registration Memo and Registration Form. It must be
reviewed by the Training Coordinator and may need to be approved by the Executive Director
before it is sent out. Memos for workshops and meetings (Level 1) are always reviewed by the
Executive Director. Memos for committee meetings (Level 2) are reviewed by the Training
Coordinator. The registration memo/email includes the following information:



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    §    Name of workshop, date, and location
    §    Due date for registration with hotel and reminder that registration should be made
         now and cancelled if necessary
    §    Due date for registration with MARAMA
    §    Costs for parking, hotel room, and registration fee (if any)
    §    Number of hotel rooms per agency for which MARAMA will cover costs
    §    Attach draft copy of the agenda (validate recent version with Technical Lead)
GENERATING THE REGISTRATION MEMO AND FORM

                      1.      The Logistics Assistant requests facility/hotel information and
¹   Week 9            travel directions and other pertinent locale information that will be of use
                      and interest to workshop attendees. This information is typed and reviewed
         by the Logistics Lead. Once finalized, it is provided to the web master for posting on the
         MARAMA web site.              Additional information requested from the hotel is
         brochures/materials on area attractions which can be included in the meeting packets
         or distributed upon request.

              2.      The Logistics Lead makes a copy of the Registration Memo template

  2           (..Elmo/workshops/templates/Memo1.doc) and saves it under the meeting
              correspondence folder. The specific information for the meeting is inserted into the
              document or email.

                       The Logistics Lead makes a copy of the appropriate Registration Form (with
  2
              3.
              fee or without fee) template (..Elmo/workshops/templates/Registration.doc or
              Registration_Fee.doc) and saves it under the meeting correspondence folder. The
              specific information for the meeting is inserted into the document or email.

    4.   The Registration Memo and Registration Form is provided to the Training Coordinator
         or the Executive Director for review.

    5.   The Logistics Lead sends the approved announcement with the attached Registration
         Form by fax to the MARAMA Directors and via email to:

         §    Members of the appropriate MARAMA Committee(s)
         §    EPA regional or headquarters staff working in related areas
         §    Expected speakers
         §    EPA
         §    The Executive Director, the Technical Lead and the Training Coordinator
         §    Persons who requested Registration information

    6.   The Logistics Lead notifies the MARAMA web master that the                Registration Form   is
         ready for posting.

    7.   The Logistics Lead consults with the Technical Lead on whether or not to post the
         events on the consolidated calendar. If it is to be posted, the Logistics Lead sends an



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              email to EPA OAQPS with the updated meeting information for their consolidated
              calendar.

Registration Reminder (Memo 1a)
                  About one month prior to the meeting, the Logistics Lead provides a list of
¹ Week 4          registered participants to the Technical Coordinator (and others as requested)
along with a list of those registered at the hotel. These lists are reviewed to determine if
MARAMA agencies are participating to the fullest extent. If not, a Registration Reminder memo
may be sent to those agencies that contain:

    §         An updated estimate of the workshop attendance
    §         A list of attendees with reservations
    §         Reminder of registration and reservation deadlines
    §         Number of persons from agency who can attend

In some cases, the Logistics Lead or Technical Lead may use telephone reminders instead of a
reminder memo or email.

    1.        The Logistics Assistant generates the Conference Participants Table from the Contacts
              Database for the specified meeting or workshop.

                          §   The K:/contacts.mdb database file is opened and the button for

 :                            View/Edit Conferences is clicked.
                         § Select the appropriate workshop. Then under Conference Reports,
                  click on Conference Participation Table. Specify the report to display the list
                  alphabetically by agency and print the report.

    2.        The Logistics Assistant also contacts the hotel prior to sending out the reminder
              memo to request that the Hotel Block Reservation List be faxed to MARAMA.
              The Hotel Block Reservation List and the Conference Participation Table are
              provided to the Technical Lead and the Logistics Lead for review. By looking at the
              table, it can be determined which MARAMA agencies have not registered for the
              event or which agencies do not have the maximum number of participants registered.

                 3.      The Logistics Lead makes a copy of the Registration Reminder memo

    2            template (..Elmo/workshops/templates/Memo1a.doc) and saves it under the meeting
                 correspondence folder. The specific information for the meeting is inserted into the
                 document or email.

         4.     The Logistics Lead sends the reminder memo via email or fax to targeted agencies,
                based on those members not registered. It is also sent to registered attendees to ensure
                hotel reservations are made. The Technical Lead provides support as needed.

Registration Confirmation (Memo 2)
¹   Week 2              Two weeks before the workshop, a Registration Confirmation (Memo 2) is
                        sent from the Logistics Lead to all those who have registered for the workshop,



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including speakers. A copy of this memo is also sent to the MARAMA Directors so that they can
ensure their agency is adequately represented. This memo:

   §    Confirms registration
   §    Provides information on how to get directions to the workshop facility
   §    Provides any additional information, such as security procedures, pre-workshop work
        to be completed, and special equipment required (such as a calculator).
   §    Identifies those whose sleeping rooms will be billed to MARAMA
   §    Provides an updated agenda

              1.      The Logistics Lead makes a copy of the Registration Confirmation memo
  2           template (..Elmo/workshops/templates/Memo2.doc) and saves it under the meeting
              correspondence folder. The specific information for the meeting is inserted into the
              document. The memo should be reviewed to ensure accuracy.

   2.   The Logistics Assistant sends the confirmation memo via email or fax to MARAMA
        Directors (copying their assistants) and all registered participants and speakers. A copy is
        also provided to the Training Coordinator. This list can be obtained from the Contacts
        Database.

                      §   Select K:/contacts.mdb to open the database file.
 :                    §   Select the Search Contacts button.
                      § On the Find Contacts window, click on the button on the bottom
              for Search by Conferences Attended.
        §     On the Conference Attendees window, select the conference name and a list of
              registered attendees will be displayed to include contact information and email
              addresses.
        §     This list (or specified fields) can be exported to Excel by selecting the Export to
              Excel button. Another screen will be displayed asking to check the fields to be
              exported. An output table containing the selected data will be displayed. This
              can be used to generate a mail-merge document and/or pasted into
              Word/Outlook to get the email addresses.

Information for the MARAMA Web Site
¹ Ongoing        The Logistics Lead and the Training Coordinator are responsible to coordinate
event information and updates for the MARAMA web site. The following information is
provided to the MARAMA web master as it becomes available:

   §    Event Announcement (Save the Date) notice
   §    Scheduled Event Details: information about the workshop is updated as soon as the
        hotel contract is signed (about 10 weeks before the event) and includes workshop fee,
        hotel cost, parking cost, and hotel telephone.
   §    Draft and Final Agenda



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   §    Directions to Hotel/Facility
   §    Registration Form: A link is provided to an on-line registration form that can be
        completed online and submitted to MARAMA.
   §    Meeting Materials (as needed)

Generating Speaker Correspondence
¹ Weeks 5- 9            The Technical Lead needs to work closely with the Logistics Lead to
                        provide accurate speaker information and to track speaker responses.
Once a speaker has been identified and given a verbal confirmation of their willingness to
participate, a confirmation letter is sent that includes a draft agenda and a registration form.
Usually a reminder memo is sent to speakers to ensure that any handouts are provided by the due
date and to provide updated agenda and participant information. Typically, there are three
classifications for speakers:

   §    Federal    Presenters/speakers are from a federal agency, usually the US EPA.

   §    Internal   Presenters/speakers are from MARAMA or MARAMA member agencies.

   §    External    Presenters/speakers       are      from    outside    non-federal       government
        organizations.

Confirmation Letter/AV Request Form
                      4. The Technical       Lead provides a list of speakers and contact
   4. Week 9
                             information to the Logistics Lead.

               5.     The Logistics Lead makes a copy of the appropriate Speaker
  2                   Confirmation                  memo
                      (..Elmo/workshops/templates/SpeakerMemo_Fed.doc
                                                                               template(s)

                      SpeakerMemo_Int.doc or SpeakerMemo_Ext.doc) and saves it/them
                                                                                       or

        under the meeting correspondence folder. The specific information for the meeting
        is inserted into the document. The memo should be reviewed to ensure accuracy.

   6.   The Logistics Lead sends the confirmation memo via email or fax to invited speakers.
        The Document Tracking Sheet that is inside the meeting file folder is updated by the
        Logistics Lead with the date, name(s) and type of document (i.e., Speaker
        Confirmation Memo).

Speaker Reminder Memo (SpeakerMemo1a)
¹ Week 5            The optional second memo to speakers is to remind speakers about the due
date for presentation information, ensure they have registered with the hotel and provide dates
that handout materials need to be submitted for copying. It includes:

   §    A reminder to submit any information not yet provided
   §    A reminder of the date for providing to MARAMA originals of any handouts
        MARAMA is to copy
   §    An updated estimate of the workshop attendance



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    §        How to access directions to the facility from the web site
    §        An updated agenda

In some cases, the Logistics Lead or Technical Lead may use telephone reminders instead of a
second memo. Or, depending on the size of the meeting, a modified Registration Memo1a may
be sent to all attendees, including the speakers. The Logistics Lead should keep the Technical
Lead informed about missing speaker responses so that the Technical Lead can encourage
speakers to provide the needed information is there is an opportunity, such as a call regarding the
agenda. It is important to be courteous to all speakers even those who are late in providing
information. A personal call from the Technical Lead or Executive Director may be needed in
some cases.

                1.         The Logistics Lead makes a copy of the Speaker Reminder Memo

  2              template(s) (..Elmo/workshops/templates/SpeakerMemo1a.doc) and saves it
                 under the meeting correspondence folder. The specific information for the
                 meeting is inserted into the document. The memo should be reviewed to ensure
               accuracy.

        2.     The Logistics Lead sends the reminder memo via email or fax to speakers that have
               not registered with the hotel or that have not submitted meeting materials. The
               Document Tracking Sheet that is inside the meeting file folder is updated by the
               Logistics Assistant with the date, name(s) and type of document (i.e., Speaker
               Reminder Memo). The Technical Lead may also send an informal reminder.

Registration Confirmation (Memo 2)
¹ Week 2                 Speakers receive the same confirmation memo as other participants
                         described above.

Entering and Tracking Registrations
¹ Weeks 1-8          Registration activities help MARAMA accurately predict the number
                     who will attend the workshop or meeting so that appropriate space,
handouts, and food are provided and costs kept within budgets. They also help prepare
information useful to participants to help them network with each other. The MARAMA
Contacts Database is used to enter and track registrations. Details on the registration process
and registration reports are provided in Chapter 5. Registration & Registration Reports.

Entering Registrations
As registration forms are received, on a daily basis (1-8 weeks) registrations are entered into the
Contacts Database (K:/contacts.mdb). The Logistics Assistant maintains the workshop
Contacts Database. The database is regularly updated with the addition or modification of each
registrant’s information.

Generating Registration Reports
The Contacts Database has several reports that are used to help track registrations, generate
attendee lists and confirm counts/agencies represented. The three reports used by MARAMA
are:




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   §    Conference Participation List – Regular: The Logistics Assistant generates the
        Conference Participation List – Regular for the meeting notebooks 1 week before
        the meeting. Copies are made to include in the meeting handouts.

   §    Conference Participation Table: The Logistics Assistant runs the Conference
        Participation Table weekly starting at week 5 through 1 week before the meeting.
        A copy of the list is provided to the Training Coordinator. This list is used to identify
        agencies not participating, to confirm/check numbers with estimates provided to the
        hotel, and to give the final guarantees for food and rooms.

   §    Conference Participation List – With Comments and Dates: The Logistics Lead
        generates the Conference Participation List – With Comments and Dates at week
        4 and week 1 to complete the MARAMA rooming list and to ensure that any special
        arrangements requested (i.e. for food) are taken care of.

Tracking Registrations
The Logistics Lead monitors the registration count.       If pre-registration exceeds the pre-
designated count limits, the Training Coordinator (in consultation with the Executive Director)
will recommend closing registration or expanding the size of the workshop if additional
facility/hotel meeting room space is available, provided the instructor is willing and resources
permit. If registration is below expected levels, it may be necessary to solicit additional
registrations or cancel the class. Guarantees for food service are also adjusted based on
registration counts.

Making Arrangements for MARAMA Staff
¹ Week 7               About seven weeks prior to the event, MARAMA staff who will be attending
                       the meeting or workshop are entered in the database, registered with the
hotel, and if flying, airline arrangements made.

   1.   After consulting with the Training Coordinator, the Logistics Assistant makes the hotel
        arrangements by calling the hotel and providing them with the names, type of room and
        number of nights for each MARAMA staff person. This can also be in memo form and
        faxed. These rooms should be included in the Master Account. The Logistics Assistant
        also registers the staff in the Contacts Database.

   2.   If airline travel is required,  each MARAMA staff person is responsible for their own
        travel arrangements. If more than one person is attending the meeting, everyone should
        coordinate, if possible, to fly at the same time, especially if a rental car is required at the
        meeting location. Every effort should be made to obtain the lowest airfare possible.
        Time spent traveling should also be considered. On-line travel services such as
        Expedia.com and Travelocity.com can be used to check airfare prices and availability.
        Southwest Airlines fare information should be checked separately on their web site.

Requesting Local On-Site Support
¹ Week 6     MARAMA occasionally enlists the help of its member agencies to provide a
             person to assist with the on-site logistics of a meeting.




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Local support for registration at the beginning of the workshop is very helpful for large
workshops. Local support is also helpful for classes taught by outside instructors if no
MARAMA staff will be attending. The Training Coordinator decides whether the Logistics Lead
will attend the workshop, and whether additional assistance is needed. If necessary, about six
weeks before the workshop, the Logistics Lead calls the state or local agency whose office is near
the workshop hotel. The purpose of this call is to arrange for a clerical staff person to help staff
the workshop registration table beginning about an hour before the start of the workshop
through the first morning. Lunch is usually provided to the assistant. If the workshop is not near
the agency's office, MARAMA may also provide lodging for the assistant, provided the person
lives at least 50 miles from the workshop site.

Working with the Hotel
Finalizing Food and Beverage Arrangements and Breaks
                              The Logistics Lead finalizes arrangements for food and beverage and
¹ Week 4
                              reviews the set up and requirements for the breaks about 4 weeks prior to
& See Working
                              the meeting. Initial information and general costs are obtained during the
    with the Hotel
                              site selection process 12 to 14 weeks prior to the meeting. The hotel may
    pages 28-35               generate Event Orders, which the Logistics Lead carefully reviews before
& See Food and                approval by the Executive Director. The Meeting Management Guidebook
    Beverage                  contains an optional Break Planner Worksheet (see Appendix D: Figure
    Functions pages           26.) that can be used to help finalize the arrangements and communicate
    39-43
                              them to the hotel.
& See Program
                              Finalizing Audiovisual Arrangements
    Planning/Audio-
                         The Logistics Lead finalizes arrangements for any audiovisual equipment
    visuals pages 34-35
                         rental. This may be done through the hotel or with an outside vendor.
Initial information and general costs are obtained during the site selection process 12 to 14 weeks
prior to the meeting. The Logistics Lead reviews the speaker’s AV Needs forms and updates the
Contacts and AV Needs Worksheet inside the meeting folder with the equipment that is
required. The Meeting Management Guidebook contains an optional Audiovisual Checklist (see
Appendix D: Figure 25.) that can be used to help finalize arrangements. The audiovisual
information is usually included in the Banquet Event Order (BEO).

When an LCD projector is required, the Logistics Lead contacts the state or local agency near the
event to determine if they have an LCD projector that can be borrowed to help save on costs.

Hotel Confirmation Memo
                          The Logistics Lead develops and maintains a list of those whose sleeping
¹   Week 2
                          rooms will be billed to MARAMA. (MARAMA usually pays hotel costs for
& See Attendee            MARAMA staff and one or two rooms per member agency.) This
    Hotel                 information is sent to the hotel to confirm rooms that will be billed to the
    Arrangements          MARAMA Master Account.
    pages 46-48
                           1.      The Logistics Lead makes a copy of the Hotel Rooming Memo
                  template(s) (..Elmo/workshops/templates/HotelRoomingMemo.doc) and saves

  2
                  it under the meeting correspondence folder. The specific information for the
                  meeting is inserted into the document (see Appendix D: Figure 24). The names of
                  Participants that will be covered on the Master Account (rooms only) are listed.


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          The Conference Participation List – With Comments and Dates can be used to get
          this information. The memo should be reviewed to ensure accuracy.

    2.    The Logistics Lead faxes the memo to the hotel and files a copy of the memo in the
          Master Files and the Meeting Master Binder. The original goes into the chronological
          file.

Reconfirming Facility Arrangements
                   1.      The Logistics        Lead reconfirms all facility/hotel arrangements and
¹ Week 1
                         meeting room/sleeping room reservations approximately a week before the
& See Final              event. The Meeting Management Guidebook contains an optional One Week
    Details page 49-53   Before       Checklist      (see      Appendix       D.      Figure    30.)
                         (..Elmo/checklists/OneWeekBefore.doc) which is a useful tool to ensure
                         that meeting arrangements are not overlooked.

    2.    A few days before the workshop, the Logistics Lead makes an appointment with his/her
          contact at the workshop facility to review arrangements for food service and meeting
          rooms while on site prior to the meeting start. The Pre-Conference Hotel Review
          Checklist (see Appendix D. Figure 27.) found in the Meeting Management Guidebook
          (..Elmo/checklists/PreConferenceReview.doc) can be used for this on-site visit, which
          typically takes place one to three days prior to the meeting.

Final Count/Guarantee
                   Usually the hotel or facility will require the final count/guarantee at least 72
¹   Weeks 1-2
                   hours before the meeting start. Occasionally, the hotel may require this
information sooner. This guarantee due date can be found on the facility contract of banquet
Event Orders.

    1.    The Logistics Lead updates the Hotel Rooming Memo one week before the meeting if
          there are any changes and faxes the memo to the hotel and files another copy of the
          memo in the Master Files and the Meeting Master Binder.

    2.    The Logistics Lead provides final counts for meals and breaks by the due date. This is
          communicated in writing with the hotel. The Conference Participants Table can be
          printed from the Contacts Database and used to get the counts. A copy of the memo
          with the final counts is included in the Master Files and the Meeting Master Binder.

         Note

         As a general rule of thumb, the final count/guarantee should be approximately 5%
         less than what is expected (or at least one less than expected.)


Preparing Displays/Exhibits
¹ Week 4         Membership in a professional association is an important avenue for
                 continuing self-education and career development. To encourage
membership, MARAMA sometimes uses a tabletop display regarding the Air and Waste
Management Association (A&WMA). A box of A&WMA materials as well as a table top display


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board is maintained for use at each workshop. Depending on the meeting, there may be other
exhibits or displays that would benefit meeting participants. Displays or exhibits are most often
used at larger workshops rather than smaller meetings.

    1.   About a month before a workshop, the Logistics Assistant contacts A&WMA or any
         other identified organization to request membership materials and forms (if
         needed) and announcements of upcoming workshops.

    2.   The Logistics Assistant verifies that the materials have arrived at MARAMA or at
         the workshop facility.

Handouts and Other Meeting Materials
¹ Weeks 1-4        Workshop participants have come to expect that speakers will provide copies
                   of overheads or other notes to assist participants in learning the material
covered at the workshop. Distribution of this material is much easier if all handouts can be
compiled in advance into a single notebook or folder for each participant.

Displays or distribution of specialized documents related to the workshop are excellent means for
getting information directly to MARAMA members. The following may be used:

    §    Notebooks or folders containing handouts for each participant
    §    Additional reference material to be distributed
    §    Display boards to be used at workshop

Generating Evaluation Forms & Surveys
¹   Week 4            Attendee evaluation forms and surveys are prepared for the workshop about
                      a month in advance.

              1.     The Logistics Lead makes     a copy of the MARAMA Attendee Meeting

  2           Evaluation Form template and         updates it with the meeting information
             (..Elmo/workshops/templates/AttendeeEvaluation.doc).            The Technical Lead
             reviews the form and if necessary, modifies the form to collect information pertinent
         to the workshop. The Logistics Assistant then revises and copies the form (see Appendix
         D. Figure 28.). Copies are made on colored paper to facilitate collection.

    2.   The Technical Lead may also prepare special survey forms to be used at the workshop.
         The Logistic Assistant also copies these, on a different color of paper from the evaluation
         forms.

Collecting Meeting Materials

¹   Weeks 2-4
                   Materials to be included in the meeting notebooks or folders should be
                   provided to or obtained by MARAMA approximately one to two weeks
before the workshop. At least a week should be allowed for copying and collating material into
folders or notebooks. Several additional days should be allowed for shipping.

    1.   Speaker Presentations: The Logistics Lead and the Technical Lead compile original
         technical program handouts (presentation material) from the workshop speakers, from
         EPA experts, and from other sources such as journals or web sites. If necessary,


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        permission to copy printed material is obtained. All materials to be copied by MARAMA
        should be at the MARAMA office at least 2 weeks before the workshop. For smaller
        meetings or conferences, the deadline may be 1 week before the meeting. Presentations
        are submitted either electronically (in one of the MARAMA software formats) or mailed.
        Presentations should not be faxed. Some speakers may choose to bring copies to the
        meeting because they are unable to provide them in advance.

   2.   Reference Materials:     If the Technical Lead wants to include any additional reference
        information or if there will be materials from other organizations displayed/distributed at
        the meeting, this information should also be collected at least 1-2 weeks prior to the
        workshop.

           3.       Three weeks before the meeting, the Handout Specification Worksheet

!
           (..Elmo/workshops/checklists/handoutsepc.doc) is printed (see Appendix D. Figure
           29) and the first page completed by the Technical Lead. This worksheet specifies
           index titles, copying specifications, and type of meeting book and tabs required. This
           information will be used for ordering meeting supplies.

Handouts – Electronic (saving)
   1. The majority of speakers   will send their handouts in electronic format through email
        prior to the event. The Logistic Lead informs the speakers through the speaker letter
        what type of program files MARAMA can open (i.e. PowerPoint and not Freelance).
        The handouts will be sent to the Logistics Lead as directed in the Speaker
        Confirmation letter.

   2.   When presentation or other handout materials are received, the Logistic Lead saves it
        in the Workshop File under that event in the Presentation folder. The file is saved as
        follows:

                First Initial Last Name#.doc (A number is used if that presenter has more
                than one presentation).

                Example: ALutrey.doc or ALutrey1.doc

Handouts – Electronic (printing)
The Logistics Assistant can print handouts directly from the computer to the copier. The
copier is the only printer that can make two-sided documents. This is preferable, especially
when there are very detailed slides or documents. To make copies directly from the
computer, the following steps are done:

   1.   Verify the copier has the appropriate paper in Tray 1. Notify everyone in the office
        when the copier has paper other than regular copy paper in Tray 1. When using 3-
        hole punched paper it is important to put the paper in the correct way. (When
        determining right and left, assume the operator is facing at the copier.)

                One-Side copies:         Holes on the left side
                Two-sided copies:        Holes on the right side

   2.   Open file to be printed.


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    3.   Select “File” from the menu bar, then “Print.” A Print pop up window will appear.
         Click on the down arrow for the “Name” of the printer and select Savin9945.

    4.   Once the printer is selected, click on “Properties.” This is where you will identify
         whether or not you want the copies collated, stapled, and/or printed two-sided.

Two-Side Printing:    On the Properties pop up window, click on the Setup tab. In the set-up
section, click on the down arrow under the Duplex field.

         Portrait layout, select “Side Binding”
         Landscape layout, select “Top Binding”

Collated Printing: On the Properties pop up window, click on the Setup tab. In the setup section,
click on the down arrow for the Collate field and select “Yes.” Note: If you select yes, you must
unselect collate on the Print pop up window, which is where you chose the printer.

Stapled Printouts:   This is a two-step process.

Step 1: On the Properties pop up window, click on the Setup tab. In the set-up section, click on
the down arrow for Staple and select “Top Left Slant.” Once you have selected this choice a pop
up notice will appear. The notice states: “Selecting a specific paper source in the Paper tab is
recommended to avoid occasional unstapled or unpunched output.” Click “OK” on this
statement.

Step 2: On the Properties pop up window, click on Paper tab. Click on the All Pages tab and select
“Tray 1” (it will turn blue when it is selected). Click on the Destination tab and select “Finisher
Shift Tray” (it will turn blue when it is selected). If for some reason you do not have the “Finisher
Shift Tray” as a choice, please let the Training Coordinator or Network Administrator know
immediately.

Printing: Once you have identified on how you want the copies printed, click “OK” and this will
return you to the Print pop up window. Enter in the number of copies you want in the Copies
section (don’t forget to uncheck collate if, collate was chosen on the Properties Pop Up window.
Click “Okay” to Print.

Other Printers
MARAMA has 3 printers (aside from the copier) available for producing documents. The
Tektronic Phaser 860N by Xerox is the only color printer and should be used only when needed
for an event. The other two printers, HP Laserjet III and HP Laserjet 1200 can be used for single
sided printing.

Ordering Supplies
¹ Week 3         The Logistics Lead reviews the Handout Specification Worksheet and
                 requests appropriate-sized folders or three-ring binders for handouts.
MARAMA’s office supplies should be inventoried to determine if there already are materials on
hand. The order must be placed in time for delivery about one and-a-half weeks before the
workshop. The Senior Administrative Assistant places all supply orders.




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Copying Materials
¹ Weeks 2-3         MARAMA periodically uses temporary staff, student workers, or copy
                    service businesses (depending on the size of the job) to copy and/or collate
materials for workshops.

    1.    The Logistics Assistant gathers and prints all original handout materials to be copied
          and puts them in the appropriate order. The Agenda and Attendee Evaluation form are
          usually copied on colored paper. Most other meeting materials are copied on 3-hole
          punch paper. MARAMA currently has the ability to print copies directly from the
          computer. There should be enough copies made for all attendees plus a copy for the
          Logistics Lead, the Master Files and one to two extras for walk-ins or to send to someone
          who couldn’t attend.

    2.    The Logistics Lead determines if the materials will be shipped to the meeting site. If
          so, the copying and collating needs to be completed so there is enough time for shipping.

    3.    For small meetings, and if time permits, the copies        can be made     by MARAMA staff,
          temporary staff or student workers at MARAMA.

    4.    If copies are to be made outside MARAMA (e.g., large jobs or color copies), the
          Logistics Assistant contacts the selected printing or copying firm to arrange the schedule
          for the production of the handouts (presentation material). The vendor information and
          dates should be listed on the Handout Specifications Worksheet. The Logistics
          Assistant arranges for pick-up or mails original handouts to the copy center and arranges
          for copies to be delivered to MARAMA. See Appendix E. Vendor & Training Provider
          Contact Information for a list of copy centers.

         Note

         Periodically, the MARAMA Administrative Assistant contacts several
         printing/copying firms to acquire competitive bids for production of workshop
         handouts. The Training Coordinator selects the printing/copying firm. Competitive
         bids are obtained once or twice a year, not for each job, since rates remain stable.
         The vendor names and contact information should be updated in Appendix E. as
         necessary.


Collating Materials
¹ Weeks 1-2            Once all copies are made, the meeting folders or binders can be compiled.
                       MARAMA periodically uses temporary staff, student workers, or copy
service businesses (depending on the size of the job) to copy and collate materials for workshops.
If necessary, all available MARAMA staff may participate in compiling materials.

    1.    If outside copies were made and collating was requested, the copies should be checked
          carefully to ensure that all pages were copied and items are in the appropriate order.




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    2.   The Logistics Assistant compiles handouts in binders or folders. Student workers,
         temporary staff, or a copy center usually assists in this task. The Technical Lead/Logistics
         Lead provides or approves an example showing how copies are to be compiled and
         indexed using the Handout and Presentation Checklist and usually assists in compiling
         and checking the notebooks. For notebooks, the Logistics Assistant prepares the
         master index and obtains copies on the index sheets provided with the tabs. Items to be
         included are:

         §    Tab index (for notebooks)
         §    Final agenda
         §    List of participants
         §    Handouts for each agenda topic
         §    Flyers or other special materials provided for the workshop
         §    Workshop Evaluation Form
         §    Survey form(s) (optional)

                 3.     If meeting folders are used, the Logistics Assistant generates folder

         2       labelsfor the covers. For binders, labels can be used, or, if they have clear
                covers, a page is created to insert into the covers that includes the MARAMA
                logo, meeting title, meeting location and meeting dates. The template file
         (..Elmo/workshops/templates/FolderLabels.doc) is copied and saved with the
         meeting name under the meeting material’s folder.

         §    The new file is opened in MS Word.
         §    Select “Tools” from the menu bar, then “Letters and Mailings”, then “Envelopes
              and Labels.” A pop-up window will appear. The label text can be
              edited/replaced with the actual meeting information. Click on the button “New
              Document”. The sheet of labels will be updated with the meeting information.
              Save the file.
         §    Avery 5162 label sheets (14 per page, size is 1.33” height x 4” wide) should be
              inserted into the printer and Print selected from the File menu. Close the file
              when printing is completed.

The MARAMA Senior Administrative Assistant has a label printer that can be used for generating
labels as well.

Arranging for Temporary Help
¹ Week 2           When there are several meeting going on at the same time, or when staff is
                   on vacation, or if there is a large number of binders to be completed, the
Training Coordinator may recommend that temporary help be acquired. The Executive Director
must approve the use of temporary help.

Once approval is obtained, the Logistics Lead contacts a temporary service (see Appendix E.
Vendor & Training Provider Contact Information) and makes arrangements for a skilled worker to assist
MARAMA with copying and/or collating the handouts.



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         Note

         For Executive Board Meetings, meeting binders need to be collated and ready to
         ship at least one week prior to the conference call or meeting date.


Handouts – Electronic (at the meeting & back ups)
¹ Week 1             Generally for larger meetings, the Executive Director will take her laptop to
                     use for the PowerPoint presentations at the meetings. This is done to
consolidate all the presentations in one place and eliminate uploading from disks as much as
possible during the course of the meeting.

    1.    The Executive Director creates a shared folder on her computer (Big Bird) labeled
          “Meeting Name” Year (i.e. Science2002).

    2.    At least four days prior to the meeting, the Logistics Assistant copies all the
          presentations into the folder created on the Executive Directors computer (Big Bird).
          The Logistic Assistant creates a folder for each day of the meeting and moves the
          appropriate presentation into the day it is being given.

    3.    The Logistic Assistant or Network Administrator creates a CD with all the
          presentations for the meeting. CD’s can be burned on only two computers: The
          Count and Grover. To create a CD, place a new CD in the CD drive and then follow
          the prompts provided by the computer. This CD is taken to the event as a back-up
          and then filed in the master files after the event.

Generating Nametags
¹ Weeks 1    The Logistics Assistant prepares nametags for all participants, including
             speakers, MARAMA staff, guests, and registrants one week before the
             workshop.

    1.    The Logistics Assistant generates an Excel output file from the Contacts Database of all
          registered participants.

                        §   Select K:/contacts.mdb to open the database file.

 :                      §
                        §
                            Select the Search Contacts button.
                            On the Find Contacts window, click on the button on the bottom
                            for Search by Conferences Attended.
          §     On the Conference Attendees window, select the conference name and a list of
                registered attendees will be displayed to include contact information and email
                addresses.
          §     This list (or specified fields) can be exported to Excel by selecting the Export to
                Excel button. Another screen will be displayed asking to check the fields to be
                exported. Select the First and Last Name, Organization and Agency. An output
                table containing the selected data will be displayed. This can be used to generate
                a mail-merge document and/or pasted into Word/Outlook to get the email


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              addresses. Save the Excel file in the meeting folder (the default name is
              output.xls).

              2.       The Excel file is merged with the Nametag template

  2
              (..Elmo/workshops/templates/nametags.doc). Nametags show the first name in
              large type, followed by the last name and the jurisdiction or agency. The merged file
              is saved in the meeting materials folder.

        §     Open the nametag.doc template in MS Word. From the main menu, select
              “Tools” then “Letters and Mailings” and then “Mail Merge Wizard.” Follow the
              steps for the mail merge wizard using the output.xls file as the source.
              Depending on the length of the individual’s name, some name tags may need to
              have the font size adjusted. Once they are reviewed in print preview, they can be
              printed.

   3.   The completed nametags are inserted into the plastic sleeves by the Logistics Assistant
        and kept in alphabetical order for delivery to the meeting site. Blank name tag
        stock/sleeves with the meeting information are included in the event there are mistakes
        or people not registered show up.

   4.   If desired, speaker nametags can have a ribbon attached to make it easy to identify the
        speakers.

Assembling the Meeting Master Binder
¹ Weeks 1 - 4 The Logistics Lead assembles a meeting Master Binder. The Master Binder
                     contains copies of documents that are in the Master Files. This Master
Binder is taken on-site during the meeting or workshop. It should include:

   §    Directions
   §    Agenda
   §    Conference Participation Lists (Regular, With Comments & Dates and Table)
   §    Hotel Registration List
   §    Hotel Rooming List/Hotel Memo
   §    List of guests and speakers
   §    Copies of Facility Contracts/Event Orders
   §    Copies of Other Contracts
   §    Copies of Memos and Registration Form
   §    Payment List
   §    FedEx Vouchers

Packing Supplies and Equipment to Take to Workshop
¹ Week 1      In some cases it may be possible to ship some materials to the workshop
              facility ahead of time. This is usually not done because a) it’s cheaper just to




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take the materials to the workshop by car, and b) it’s difficult to get speakers to provide copies
early enough. However, for very large workshops or for events that are out of state, this option
should be considered when scheduling preparation of workshop materials.

              1.      The Logistics     Assistant compiles the necessary supplies utilizing the

!             Workshop   Supplies         Checklist      (See Appendix D. Figure 32)
               (..Elmo/workshops/checklists/WorkshopSupplies.doc). A meeting bag should
               be already prepared that contains the necessary supplies. The Logistics Assistant
             reviews the contents to ensure that everything is there and re-stocked if necessary.

      2.     The Logistics Assistant ensures that the correct number of Meeting Notebooks or
             Folders are packed up to hand carry or ship to the meeting to include one or two
             extras. The Logistics Assistant provides an additional copy to the Logistics Lead
             and also includes a copy in the Master File or on the shelf of meeting notebooks.

      3.     The Logistics Assistant ensures that any     exhibit or display materials      are packed
             up to hand carry or ship to the meeting.

      4.     If MARAMA will be providing any equipment for use at the meeting, the Logistics
             Assistant identifies and prepares it for hand carrying or shipping to the meeting,
             being sure to check that all cords needed for electronic equipment is included.

      6.     The Logistics Lead reviews all meeting materials and supplies that are to be
             delivered/shipped to the meeting.

      7.     If materials are to be shipped,     the Logistics Assistant makes the necessary
             arrangements with adequate time to ensure they arrive prior to the meeting. The
             materials should be shipped in a method that allows tracking.

Arranging for Staff Transportation
¹ Weeks 1           MARAMA staff carpool or use public transit as much as possible to get to
                    and from workshop facilities. If it is necessary to transport a large amount of
material to the workshop, the Executive Director or Logistics Lead may rent a vehicle.

On-Site Logistics
¹ Daily         During   On-site support is important to the smooth operation of the workshop.
    Meeting              Most of the on-site activities are carried out by the on-site MARAMA
staff person (this can be the Executive Director, Technical Lead, Logistics Lead, or Logistics
Assistant) or the Local Liaison.

Arrival at the Hotel
& See Arrival at         1.      Upon arrival at the hotel, the on-site staff         confirms that all
    the Hotel page 54    transported materials have arrived at meeting site.

                         2.       The on-site staff person meets with the facility representative on
           the evening or in the early morning before the start of the workshop. They will conduct a
           comprehensive walk-through of all the workshop-related areas including the meeting


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        rooms, dining rooms, break area, and registration area, and review times and menus for
        meals/breaks. This final review is important to prevent any misunderstanding. The
        optional Pre-Conference Hotel Review Checklist (..Elmo/workshops/checklists/Pre-
        MeetingReview.doc) can be used for this meeting (see Appendix D. Figure 27.).

   3.   The on-site staff person arranges or responds to any last minute changes in the facility
        arrangements and/or in the workshop technical program. If there is an impact on the
        costs, this must be reviewed and approved by the Training Coordinator. If costs exceed
        $500, the Executive Director must also provide approval.

The Day of the Meeting
  1. One to two hours before the meeting starts, the on-site staff person sets up the
     Registration table and any display or exhibit materials. A printed Conference
     Participation List is placed on the table with instructions for attendees to review their
     contact information and make any necessary corrections to the master copy. Nametags
     are displayed on the table in alphabetical order. Extra nametags and pens and pencils
     should be on hand.

   2.   Participants validate their contact information and receive handouts as they sign-in.
        The on-site staff person checks off that they arrived on a master attendee list. If
        necessary, the on-site staff person collects any outstanding fees and provides receipts.
        The on-site staff person secures the cash/checks and provides it to the Senior
        Administrative Assistant immediately upon return to the office along with the receipt
        book. The Senior Administrative Assistant will compare the checks/cash to the
        receipt book and complete a bank deposit slip. If an individual is not registered, they
        must complete a special on-site registration form.

   3.   A list of guests and speakers is in the Master Meeting Binder. The on-site staff person
        welcomes special guests and speakers, helps them with any questions about facilities,
        audiovisual equipment or handouts, and introduces them to the Technical Lead if
        necessary.

During the Meeting
¹ Daily            1.      Each morning of the workshop, the on-site staff person sets up the
                   registration table and displays any exhibit materials about an hour before the
        start of the workshop.

   2.   The on-site staff person       manages the registration table          and registration process,
        including the following:

        §     Checking arrival of attendees and any last-minute registrations
        §     Management of communications and messages
        §     Responding to registrants’ questions and inquiries
        §     Interfacing with the facility/hotel to address unexpected/unanticipated
              issues/problems
        §     Welcoming speakers and special guests



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    3.   The Technical Lead and other MARAMA staff at the meeting assist with audiovisual
         set up and speaker introductions and take notes during the meeting and note any
         specific action items. The Technical Lead may moderate or facilitate all or part of the
         meeting.

    4.   The on-site staff person maintains an accurate count of workshop attendees and
         meal attendees and communicates this to the catering manager if it exceeds the
         guarantee.

    5.   The on-site staff person reviews the facility/hotel bill daily to ensure accurate
         accounting for sleeping rooms, food services, and A/V equipment. If MARAMA
         staff are not in attendance, the hotel is requested to fax this information to
         MARAMA for their review.

Meeting Close
  1. At the end of the workshop, the on-site staff person collects workshop                 evaluations,
     returned nametags, and survey/questionnaire responses (if applicable).

    2.   The Executive Director or Logistics Lead pays the master bill if direct billing has not
         been arranged.

    3.   Meeting materials are shipped back to MARAMA, if necessary.


Post-Event Activities
Post meeting and workshop follow-up activities are important to recognize speakers’
contributions, keep the MARAMA Directors informed about MARAMA services and about
ideas that are generated at workshops, and to encourage MARAMA staff to continue to think of
ways to improve workshops.

Post event activities begin immediately after the workshop. The evaluation summary, staff
evaluation, and Memo to Directors should be completed within a week. The thank you letters
and cost summary should be completed two to four weeks after the workshop.

Depositing Payments
¹ Immediately            If fees were collected on site, the checks and cash should be provided to
    After                the Senior Administrative Assistant by the on-site staff person
immediately upon return to the office along with the receipt book. The Senior Administrative
Assistant reconciles the checks/cash with the receipts and prepares a bank deposit slip.

Updating Actual Attendance Information and Corrections
¹ Week 1 After        1.     The Logistics Assistant reviews the sign-in sheets and corrects
     the Contacts Database where participants have noted changes. If participants were
     registered and did not show up, the specific conference should be deleted from their
     contact record from the Conference Attended section.

    2.   The Logistics Assistant files the signed Attendance List in the Registration File of the
         Master Files for the meeting. This provides documentation of attendance.


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Completing the MARAMA Staff Evaluation
¹ Week 1 After         The Logistics Lead convenes a post workshop meeting of MARAMA
staff and may include principal outside organizers via a conference call. The meeting will help
determine if progress has been made in continuously improving the technical quality of
MARAMA workshops and the efficiency and effectiveness of managing the workshop process.
The meeting participants will also discuss and make decisions on record keeping and filing
requirements for the workshop and will complete the Post-Workshop Staff Evaluation form (see
Figure 34).

                      The Logistics Lead prints the Post-Workshop Staff Evaluation form
!
              1.
              (..Elmo/templates/StaffEvaluation.doc). During the conference call or meeting, the
              information is filled in. If a conference call or meeting is not held, the form can be
              routed to the various MARAMA staff persons that participated for their input.

    2.    The Logistics Lead ensures that follow-up activities are assigned to the appropriate
          individuals and a completion date determined.

Completing the Attendee Evaluation Summary
¹ Week 1 After      The Logistics Assistant reviews and summarizes comments from the
Attendee Evaluation Forms. The Workshop Evaluation Summary is completed for the
MARAMA Executive Director’s review and approval.

Evaluation Summary Report
          For Level 1 and 2 meetings, the Logistic Assistant tabulates the survey responses.

  2       Excel may be used to calculate percentages and averages. The comments are
          captured in narrative form, with editing for grammar and redundancy. The
          Evaluation Summary Report is reviewed by the Technical Lead, Logistics Lead and
the Executive Director.           A template can be used for the report
(..Elmo/worhsops/trackingreports/evaluationsummary.doc). It is included as an attachment with
the Memo to the Directors.

Quotable Quotes
As the Logistics Assistant or others review the evaluation forms, any “quotable quotes” should be
highlighted. This may include comments from attendees that help convey the positive impact of
            MARAMA training opportunities or comments about courses or activities that were

 4          outstanding. The Logistics Assistant opens the Quotable Quotes document
            (..Elmo/workshops/trackingreports/QuotableQuotes.doc) and updates it with the
            necessary information.

         Note

         When preparing the MARAMA Annual Report or other types of informational
         materials, the Quotable Quotes are reviewed for potential material to include.


Generating the Memo to Directors
¹ Week 1 After  The Memo to Directors summarizes any key items of potential interest


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              M A R A M A   M E E T I N G S   &   W O R K S H O P S / C O M M I T T E E   M E E T I N G S




to the Directors. It should be completed for all Level 1 and 2 meetings. It is not needed for
Level 3 meetings.

            The Technical Lead prepares a brief workshop report for the MARAMA Executive
  2         Board (..Elmo/workshops/trackingreports/MemotoDirectors.doc). A copy of the
            template is saved with the meeting abbreviation in the meeting folder (i.e.
            ScienceMemotoDirectors.doc). The report is in the form of a memo to the
MARAMA Directors from the Technical Lead through the Executive Director. The report
should be very short, ideally a page or less, and only highlight issues or information that may be of
value to the Directors. The report is almost never a full summary of the workshop. The
Evaluation Summary is attached to the report. The Executive Director approves the report. The
Logistics Assistant faxes or mails the workshop report to the Executive Board. A copy of the
report is put in the correspondence file in the Master Files and the original is placed in the
chronological files.

Posting Meeting Materials
¹ Week 1 After          As requested, meeting materials are posted on the MARAMA web site.
After 60 days, these materials are removed.

Preparing Thank You Letters
Thank you letters to speakers and to other who helped with the event should be sent.

Speaker Thank You Letters
                 1.     The        Logistics Assistant generates generic thank you letters to all
¹ Week 2 After
            workshop speakers (..Elmo/workshops/templates/SpeakerThankYou.doc).

  2         2.       The speaker letters are provided to the Technical Lead to personalize, if
            necessary. During this time, the Technical Lead and Executive Director decide who
            will be signing which thank yous.

    3.   The Logistics Assistant submits the final letters to the Executive Director or Technical
         Lead for their review and signature prior to mailing.

    4.   The Logistics Assistant then prepares the thank you letters for mailing and a copy is filed
         in the correspondence file for the meeting in the Master File and in the chronological
         files.

Other Thank You Letters
¹ Week 2 After             The Logistics Lead may also want to prepare thank you letters for others
who helped organize the event such as hotel staff that provided exceptional service, local agencies
that provided assistance and other organizers. Any commendation letter going to supervisors
(such as a director) is signed by the Executive Director.

The Logistics Assistant then prepares the thank you letters for mailing and a copy is filed in the
correspondence file for the meeting in the Master File and in the chronological files.




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Reviewing Invoices/Expenses
¹ Week 3 After By week 3 after the meeting, all invoices related to the event are reviewed for
                    accuracy by the Training Coordinator and then submitted to the Executive
Director for approval. Request for payment is sent to the Senior Administrative Assistant. If
invoices have not been received, the Logistics Lead requests the vendor to submit the invoice as
soon as possible. The Training Coordinator reviews the invoice for accurate billing and tax
information. A meeting label is attached to each invoice and the Training Coordinator assigns the
appropriate cost accounting code.

Sign Checks
¹   Week 4 After    The Executive Director is the only staff person authorized to sign checks.
                    The MARAMA treasurer also has authorization to sign in an emergency
situation. Payment for invoices/expenses from an event is typically made within four weeks of
the completion of the event. The Senior Administrative Assistant submits checks to the
Executive Director for signature and then they are mailed. A copy of the invoice is included with
the check.

Preparing the Cost Summary
¹ Week 4 After 1.        The Training Coordinator finalizes the meeting’s Budget and Actual
                 Costs Worksheet found under the meeting folder. The Cost Summary
     Worksheet is printed for the meeting files. [The second worksheet will be automatically
     updated when the actual costs are entered for the meeting under the Budget and Actual
     Details worksheet.]

    2.   The backup documentation from the finance profit-loss reports are kept with the
         meeting files. These documents are submitted to the Executive Director with the cost
         summary. The Executive Director reviews and signs off on the cost summary. The cost
         summary is filed in contracts/financial information file of the master files.

Organizing Files
Electronic and Hard Copy Files
¹   Week 4 After    The Logistics Assistant and Logistics Lead make sure that all meeting files are
                    organized and checked for completeness. Files are kept according to the
procedures in Chapter 8: Record Keeping.

The electronic files under the meeting folder are reviewed by the Logistics Lead to ensure that any
unnecessary files/drafts are deleted. The Logistics Assistant and Logistics Lead review all hard
copy files for the meeting and place the appropriate documents in the Master Files.




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                                                                                              7
                                                                                              Chapter
M A R A M A    C O N T R A C T E D      C O U R S E S




MARAMA Contracted Courses
Details for tasks and roles as outlined in the Meeting Checklists for MARAMA
Contracted Courses (Level 3) are provided in this chapter. Information is organized by Pre-
Event Activities, On-Site Activities and Post-Event Activities.



M             ARAMA meetings and workshops are categorized based on the level of support they
              require and the tasks that need to be done. The details in this chapter apply to Level 3
              Contracted Meetings and Courses.

“Level 3 Contracted Courses” typically do not require agenda development or notebook
preparation as the contractor does these activities. Long-term planning with contractors is
important. Even before the pre-event activities take place, setting up tentative dates with the
contractors is important as they can get booked.

Pre-Event Activities
¹   As soon as      As soon as the event has been identified and the overall budget has been set
    possible        up, pre-event activities can begin. Typically this is 12-14 weeks prior to the
                    start of the event. Information that is needed to begin planning for the event
includes the meeting topic, target audience, and possible dates and locations.

    1.   The Logistics Lead contacts the Training Provider or Contractor with the requested
         dates and topics and a contract signed with them, if required. The Executive Director
         must sign any contracts.

    2.   The Logistics Lead prints a copy and updates the Level 3 Contacts and AV Needs
         Worksheet (..Elmo/workshops/checklists/Contacts_AV3.doc) with the Training
         Provider/Contractor information, field visit details, and State/Local agency liaison. This
         form is stapled to the inside front cover of the meeting folder. If all information is not
         available immediately, it is added as it becomes available.

    3.   The Logistics Lead determines if the contractor will require a field visit for the course
         (i.e., CARB 200 Series Courses). If a field visit is required, the Logistics Lead contacts the
         state/local agency Training Coordinator in the area the course is to be held. The Logistics
         Lead requests assistance from the Training Coordinator in identifying a staff person to
         help coordinate the field visit.



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   4.    The Training Coordinator will update the Annual Workshop Schedule with the event
         and work with the Executive Director to establish a general budget for the meeting or
         workshop and determine how many people from each agency will be supported to
         attend.

   5.    If there were any previous meetings held on the same or a related topic, the Technical
         Lead and the Logistics Lead review the prior evaluation summary report(s) for
         recommendations or guidance in planning the event.

   6.    The Training Coordinator sets up a hard copy file folder and includes a Document
         Tracking Sheet inside.  This can be a lined page to track all correspondence related to the
         meeting and includes the date, a description of the correspondence (fax, letter, email, etc)
         and the person(s) involved.

        Note

        MARAMA usually reserves 2-3 spaces per member agency for a set period of time
        and then opens up registration to everyone (such as other regional agencies) on a
        first-come-first-serve basis.

Establishing the Meeting Framework
¹ As soon as     The Training Provider is primarily responsible for establishing the meeting
   possible      framework. It is important that everyone has a clear understanding of what is
                 to be accomplished with the event. The objective parameters and
& Determining expectations for the meeting should be determined before planning any
   the Meeting’s details. The Meeting Framework Worksheet is used to identify the answers
   General       to questions that help the logistics team understand the general meeting
   Requirements requirements.
   pages 2-3

                                     1.      The Logistics Lead contacts the instructor(s) as soon as
& Meeting Room
   Set-Ups pages 28-
   33
                         !           possible to review and complete (as much as possible) the
                                     Meeting                 Framework                   Worksheet
                                  (..Elmo/Checklists/Framework.doc) by phone. If necessary,
         the Logistics Assistant makes follow-up calls to assist the instructor in providing the
         needed information.

   2.    The Logistics Lead reviews the Meeting Framework Worksheet and gets any
         additional clarifications necessary. This information can then be used to determine
         the facility requirements for the event.

Generating the Meeting Checklist and Assigning Roles
¹ Weeks 12-14 The Training Coordinator initiates pre-event activities by generating the
                    Meeting Checklist and then assigns staff to the roles of Management Review
and Logistics Lead. As necessary, back-up personnel should be assigned to the roles.




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                                                       M A R A M A   C O N T R A C T E D   C O U R S E S




The Meeting Checklist is an Excel spreadsheet that contains the following information:

    §    Meeting Title
    §    Meeting Start and End Dates
    §    The Monday prior to the meeting start date (if not on a Monday)
    §    Type of Funding
    §    Staff Persons Assigned to Roles
    §    Expected Attendees
    §    Targeted Group(s)
    §    Tasks to be completed and time frames

The checklist is organized into three main sections, with tasks listed on a weekly basis from 12-14
weeks prior to the event until 4 weeks after the event. The three main sections are Pre-Event
Activities, On-Site Activities and Post-Event Activities.

    1.   The Training Coordinator or Logistics Lead creates a new folder under the directory
         ..Elmo/workshops with the event date and name/acronym (i.e. 2002-Jan-CARB200).
         The blank subfolders can be copied from the New Meeting Folder Setup directory
         into the new meeting folder.

             2.     The Logistics Lead copies the Contracted Meetings and Courses Meeting

!            Checklist and saves it to the meeting folder with the meeting name in front of
             the checklist filename (i.e. CARB200Checklist.xls) from the directory
             (..Elmo/checklists/Level3Checklist.xls).

    3.   The Logistics Lead inserts the detailed information in the fields highlighted in blue
         text. The Task Completion Dates and Lead Assigned To fields will be automatically
         updated with actual dates and names of individuals when the information is entered.
         As necessary, the checklist are adjusted for the following:

         §   Delete any tasks that are not required for the specified event
         §   Indicate any holidays and adjustments to the dates to work around holidays,
             travel or staff vacations.
         §   If necessary, alter the staff assignments for specific tasks if the lead will be out of
             the office on the task due dates and the dates cannot be adjusted.
    4.   The Logistics Lead saves changes and updates the Multi-Workshop General
         Checklist with the new workshop’s major tasks/dates. The checklist can be used to
         verify the dates are set appropriately. (See Chapter 3, Agenda Development for details on
         updating this checklist).

    5.   The Training Coordinator notifies the workshop team that an electronic copy of the
         checklist for the event is available. Notes regarding changes and the expected timing




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M A R A M A   C O N T R A C T E D   C O U R S E S




        of specific tasks are made during the Kick-Off Meeting. As desired, staff can print all
        or part of the checklists for their own use/tracking.

Contracts with Instructors or Providers
¹ Weeks 12-14 For standard courses offered by the Rutgers Air Compliance Center and the
                    California Air Resources Board, contracts are not required prior to scheduling
a course. Rutgers has a general fee that is charged and CARB has a set fee for each course.

EPA has guidance for inspector training and has funded course development. These courses are
offered by several providers. For contracts with other providers (i.e., University of Cincinnati,
University of Texas-Arlington, and North Carolina State University), a letter of agreement is
written by the Training Coordinator with the basic course requirements.

Other providers may require a contract. In these cases MARAMA must follow the Federal
procurement guidelines (40CFR part 30.44) to select the training provider. Unless sole source
justification can be made, a Request for Proposal (RFP) must be issued.

The contract with the instructor should be signed before the hotel contract is signed. The
Executive Director must sign all contracts. The contract contains the name of the
contractor/instructor and what is included in the costs (such as all handouts, instructor time and
travel).

Site Selection and Field Visit Transportation
¹ Weeks 10-14 Detailed procedures for site selection are provided in Chapter 4. Site Selection &
                    Field Visit Transportation. This is done 10 to 14 weeks prior to the meeting or
workshop. A survey of potential sites is done either in-house by the Logistics Lead or using Hotel
Location Service. After comparing information using the Hotel Cost Comparison Worksheet, the
Logistics Lead makes a recommendation in a memo to the Executive Director. The Training
Coordinator must approve the memo prior to submittal. Once the final site is approved, the
Logistics Lead requests a written contract.

In the initial contact with the hotel or facility selected, the Logistics Lead identifies audiovisual and
menu options.

The Logistics Lead determines if MARAMA would be tax exempt (if the site is in Maryland). If
applicable, the tax exempt form is provided with the credit application.

If a field visit is required for the meeting or workshop, the Logistics Lead identifies potential
transportation providers and their available services during the initial site selection process.
Transportation options are finalized about four weeks before the meeting start.

By 10 weeks before the meeting, a signed contract should be in place with the selected facility.

Setting the Meeting Budget and Fee
¹ Week 11     Fees may be charged to outside participants, especially non-state/local
              attendees. However fees may be waived for speakers who are not federal




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                                                    M A R A M A   C O N T R A C T E D    C O U R S E S




employees. Due to Federal grant guidelines, federal employees (e.g. EPA staff) generally may not
attend MARAMA events unless they are contributing to the workshop, such as a presenter or
resource person.

                1.  Once a site has been selected, the Training Coordinator makes a copy of

!                   the template for the Budget and Actual Costs Worksheet
                    (..Elmo/checklists/budget_actuals.xls) and updates the first worksheet in
                    the spreadsheet with the selected hotel prices and any known meeting
        expenses. The budget information entered includes: the estimated number of
        attendees, meeting room costs, per person costs for breaks/meals, estimated A/V
        equipment costs, room rates, speaker costs, handouts and supplies costs and any
        revenue from registration fees.

   2.   If there is a workshop fee, it is set based on the total cost for the meals. MARAMA
        cannot pay for Federal employee meals, but light breaks can be covered. To
        calculate the fee, the cost of all meals plus tax and gratuity is totaled and then
        rounded to the nearest $5. As a general rule of thumb, MARAMA does not provide
        meals (aside from breaks/refreshments) for contracted courses.

   3.   The Training Coordinator updates the meeting budget in the          Annual Workshop
        Schedule               (..Elmo/workshops/workshop                               schedules/
        FYXXWorkshopMeetingCosts.xls).

Setting Up the Course in the Contacts Database
¹ Week 10          MARAMA maintains a Contacts Database that contains records for
                   members and also keeps track of conferences that contacts have attended.
The course information needs to be set up so that registrations can be entered and tracked.

                    The Logistics Lead opens the Contacts Database (K:/contacts.mdb) and
 :
           1.
           selects View/Edit Conferences. When the Conference window is opened, he/she will
           either scroll through the records to the end or click on the >* in the lower left corner
           of the window to go to a blank record.

   2.   The Logistics Lead enters the course name, dates, location and either selects a hotel or
        enter a new hotel. The database will not allow the same conference name to be used for
        more than one record so each course must have a unique name.

   3.   The Logistics Lead updates the MS Word file with the contact information plus the
        names and dates of the meeting (..Elmo/hotelinformation/MARAMA Hotels YY.doc)
        maintained by the Training Coordinator where additional hotel/facility information is
        maintained.

Generating Meeting Labels
¹ Week 10              Labels that contain the meeting name, date, location, funding type and
                       meeting level can be useful to put on generic checklists (so that the
information does not need to be re-written) and also on invoices and other documents that are
provided by hotels, etc. This helps to ensure that the documents can be easily and properly
identified, particularly those invoices that need to be provided to EPA.


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M A R A M A    C O N T R A C T E D   C O U R S E S




The Logistics Assistant generates the meeting labels.

                      The template file (..Elmo/workshops/templates/MeetingLabels.doc) is
  2
              1.
              copied and saved with the meeting name under the meeting material’s folder.

              2.      The new file is opened in MS Word.

    3.   Select “Tools” from the menu bar, then “Letters and Mailings,” then “Envelopes and
         Labels.” A pop-up window will appear. The label text can be edited/replaced with
         the actual meeting information. Click on the button “New Document.” The sheet
         of labels will be updated with the meeting information. Save the file.

    4.   Avery 5162 label sheets (14 per page, size is 1.33” height x 4” wide) are inserted into
         the printer and Print selected from the File menu. Close the file when printing is
         completed.

Agenda Development
¹ Weeks 4-8        The Training Provider or contractor is responsible for providing the
                   agenda. The Logistics Lead requests a copy of the agenda from the
Training Provider. This may include a draft and final agenda. The agenda is posted on the
MARAMA web site when it is received. The final agenda is provided four weeks prior to the
event if possible.

Generating Announcements and Attendee Communication
Early announcements of workshops are needed in order for MARAMA members to obtain out-
of-state travel approvals. Announcements also encourage early registration to ensure accurate
estimates of attendance.

Information should begin to be posted on the MARAMA web site as soon as the workshop or
meeting date is chosen. Hotel information must be posted on the web no later than (and
preferably earlier than) six weeks before the event. The preliminary agenda is also posted at that
time.

Save the Date Notice
¹   Week 10           A workshop announcement is distributed via fax and/or e-mail about
                      ten weeks before major workshops. It can be sent out as soon as the
workshop or event topic is added to the schedule. If the hotel arrangements have not been
finalized or the exact dates are not yet determined, the announcement can indicate “To Be
Determined.” This announcement may include a preliminary list of topics but does not
include a registration form. The purpose of the announcement is to facilitate travel approvals,
prevent schedule conflicts, and promote attendance.

The announcement calls attention to the MARAMA web site as a source of further information,
and it provides a MARAMA e-mail address to request a registration form or address questions.
(See Appendix D. Figure 13 for an example.)




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                                                          M A R A M A   C O N T R A C T E D   C O U R S E S




                            The Logistics Lead makes a copy of the template
  2
                   1.
                   (..Elmo/workshops/templates/SavetheDate.doc) and saves it under the meeting
                   correspondence folder. The specific information for the course is inserted into the
                   document.

        2.     The Save the Date Notice is provided to the Training Coordinator for review.

        3.     The Logistics Lead sends the announcement via email to:

               §        MARAMA Directors
               §        Members of the appropriate MARAMA Committee. Including both the
                        Training Committee and one or more technical committees.
               §        EPA regional or headquarters staff working in related areas
               §        Expected speakers
               §        MARAMA members who attended similar workshops in the past

        4.     The Logistics Lead notifies the MARAMA web master that the Save the Date file is
               ready for posting.

        5.     The Logistics Lead sends an email to EPA OAQPS with the course name and dates,
               MARAMA email contact and information required for inclusion on their consolidated
               calendar (if needed, the dates are listed as TBD).

Registration Memo (Memo 1) and Form
¹   Weeks 6-9         A signed contract with a facility is required before the registration form is
                      sent and the fee, if any must be determined. The course information should
already be set up in the Contacts Database.

The Logistics Lead generates the Registration Memo and Registration Form. It must be
reviewed by the Training Coordinator and may need to be approved by the Executive Director
before it is sent out. Memos for courses (Level 3) are reviewed by the Training Coordinator. The
registration memo/email includes the following information:

    §        Name of workshop, date, and location
    §        Due date for registration with hotel and reminder that registrations should be made
             now and cancelled if necessary
    §        Due date for registration with MARAMA
    §        Costs for parking, hotel room, and registration fee (if any)
    §        Number of hotel rooms per agency for which MARAMA will cover costs
    §        Attach draft copy of the agenda (validate recent version with Technical Lead)
GENERATING THE REGISTRATION MEMO AND FORM

¹   Week 9                  1.      The LogisticsLead requests facility/hotel information and travel
                            directions and other pertinent locale information that will be of use and
             interest to workshop attendees. This information is typed and reviewed by the Logistics
             Lead. Once finalized, it is provided to the web master for posting on the MARAMA web


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M A R A M A    C O N T R A C T E D   C O U R S E S




         site. Additional information that requested from the hotel is brochures/materials on
         area attractions which can be included in the meeting packets or distributed upon
         request.

              2.      The Logistics Lead makes a copy of the Registration Memo template

  2           (..Elmo/workshops/templates/Memo1.doc) and saves it under the meeting
              correspondence folder. The specific information for the meeting is inserted into the
              document or email.

                       The Logistics Lead makes a copy of the appropriate Registration Form (with
  2
              3.
              fee or without fee) template (..Elmo/workshops/templates/Registration.doc or
              Registration_Fee.doc) and saves it under the meeting correspondence folder. The
              specific information for the meeting is inserted into the document or email.

    4.   The Registration Memo and Registration Form are provided to the Training
         Coordinator or the Executive Director for review.

    5.   The Logistics Lead sends the approved announcement with the attached Registration
         Form via email or fax to:

         §    MARAMA Directors
         §    Members of the appropriate MARAMA Committee(s)
         §    EPA regional or headquarters staff working in related areas
         §    Expected speakers
         §    EPA
         §    Persons who requested Registration information

    6.   The Logistics Lead notifies the MARAMA web master that the            Registration Form     is
         ready for posting.

    7.   The Logistics Lead sends an email to EPA OAQPS with the updated course information
         for their consolidated calendar.

Receipt of Registration Confirmation
¹   Upon Receipt     Upon receipt of the registration form from the MARAMA members, the
                     Logistics Assistant sends an email to confirm that MARAMA has received
the registration form and has the correct information.

Registration Reminder (Memo 1a)
¹   Week 4            About one month prior to the meeting, the Logistics Lead reviews the list of
                      registered participants along with a list of those registered at the hotel. These
lists are reviewed to determine if MARAMA agencies are participating to the fullest extent. If not,
a Registration Reminder memo may be sent to the agency which includes:

    §    An updated estimate of the workshop attendance
    §    Reminder of registration and reservation deadlines



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    §         A list of attendees with reservations
    §         Number of persons from agency who can attend

In some cases, the Logistics Lead or Technical Lead may use telephone reminders instead of a
reminder memo or email.

    1.        The Logistics Lead generates the Conference Participants           Table   from the Contacts
              Database for the specified meeting or workshop.

                            §   The K:/contacts.mdb database file is opened and the button for

    :                       §
                                View/Edit Conferences is clicked.
                                  Select the appropriate workshop. Then under Conference
                                  Reports, click on Conference Participation Table. Specify the report to
                  display the list alphabetically by agency and print the report.

    2.        The Logistics Lead contacts the hotel and requests that the Hotel Block Reservation
              List be faxed to MARAMA.     The Logistics Lead reviews the Hotel Block Reservation
              List and the Conference Participation Table. By looking at the table, it can be
              determined which MARAMA agencies have not registered for the event or which
              agencies do not have the maximum number of participants registered.

                    3.      The Logistics Lead makes a copy of the Registration Reminder memo

    2               template (..Elmo/workshops/templates/Memo1a.doc) and saves it under the
                    meeting correspondence folder. The specific information for the meeting is
                    inserted into the document or email.

         4.      The Logistics Lead sends the reminder memo via email or fax to targeted agencies,
                based on those members not registered. It is also sent to the registered attendees to
                remind them to register with the hotel. The Technical Lead provides support as
                needed.

Registration Confirmation (Memo 2)
                  Two weeks before the workshop, a Registration Confirmation (Memo 2) is
¹   Week 2
                  sent from the Logistics Lead to all those who have registered for the
workshop including speakers. A copy of this memo is also sent to the instructors and to the
MARAMA Directors so that they can ensure their agency is adequately represented. This memo:

    §         Confirms registration
    §         Provides information on how to get directions to the workshop facility and a copy of
              the agenda
    §         Provides any additional information, such as security procedures, pre-workshop work
              to be completed, and special equipment required (such as a calculator).
    §         Identifies those whose sleeping rooms will be billed to MARAMA
    §         Provides the order of names on the wait list (if necessary)

    §         Provides a link to the agenda


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               1.      The Logistics Lead makes a copy of the Registration Confirmation memo
    2          template (..Elmo/workshops/templates/Memo2.doc) and saves it under the
               meeting correspondence folder. The specific information for the meeting is
               inserted into the document. The memo should be reviewed to ensure accuracy.

    2.   The Logistics Assistant sends the registration confirmation memo via email or fax to
         MARAMA Directors (copying their assistants) and all registered participants and
         speakers. This list can be obtained from the Contacts database.

                        §   Select K:/contacts.mdb to open the database file.

   :                    §   Select the Search Contacts button.
                         § On the Find Contacts window, click on the button on the bottom
              for Search by Conferences Attended.
         §    On the Conference Attendees window, select the conference name and a list of
              registered attendees will be displayed to include contact information and email
              addresses.
         §    This list (or specified fields) can be exported to Excel by selecting the Export to
              Excel button. Another screen will be displayed asking to check the fields to be
              exported. An output table containing the selected data will be displayed. This
              can be used to generate a mail-merge document and/or pasted into
              Word/Outlook to get the email addresses.

Information for the MARAMA Web Site
¹ Ongoing        The Logistics Lead and the Training Coordinator are responsible to coordinate
event information and updates for the MARAMA web site. The following information should be
provided to the MARAMA web master as it becomes available:

    §    Event Announcement (Save the Date) notice
    §    Scheduled Event Details: information about the workshop is updated as soon as the
         hotel contract is signed (about 10 weeks before the event) and includes workshop fee,
         hotel cost, parking cost, and hotel telephone.
    §    Draft Agenda
    §    Final Agenda
    §    Directions to Hotel/Facility
    §    Registration Form: A link is provided to an on-line registration form that can be
         completed online and submitted to MARAMA.
    §    Meeting Materials (as needed)

Generating Speaker Correspondence
The Logistics Lead obtains the list of speakers from the Training Provider or Contractor.

Confirmation Email/AV Request
¹ Week 9          1. The Training          Provider provides a list of speakers and contact



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    information to the Logistics Lead.

    2.   The Logistics Lead sends an email to the instructors which identifies the audiovisual
         equipment that has been reserved for the course and requests that the instructor
         confirm if any additional equipment is needed.

Instructor Reminder Email
¹ Week 5          The optional      second email to instructors is to ensure they have registered
with the hotel, to verify A/V equipment, and to ensure that all needs for the meeting have been
addressed. In some cases, the Logistics Lead may use telephone reminders instead of a second
email. The Logistics Lead should keep the Training Provider informed about missing speaker
responses so the Technical Lead can encourage speakers to provide the needed information if
there is an opportunity, such as a call regarding the agenda.

Registration Confirmation (Memo 2)
¹ Week 2             Instructors receive the same confirmation memo as other participants
                     described above.

Entering and Tracking Registrations
¹ Weeks 1-8          Registration activities help MARAMA accurately predict the number
                     who will attend the workshop or meeting so that appropriate space,
handouts, and food are provided and costs kept within budgets. They also help prepare
information useful to participants to help them network with each other. The MARAMA
Contacts database is used to enter and track registrations. Details on the registration process
and registration reports are provided in Chapter 5. Registration & Registration Reports.

Entering Registrations
As registration forms are received, on a daily basis (1-8 weeks) registrations are entered into the
Contacts Database (K:/contacts.mdb). The Logistics Assistant maintains the workshop
Contacts Database. The database is regularly updated with the addition or modification of each
registrant’s information.

Generating Registration Reports
The Contacts Database has several reports that are used to help track registrations, generate
attendee lists and confirm counts/agencies represented. The three reports used by MARAMA
are:

    §    Conference Participation List – Regular: The Logistics Assistant generates the
         Conference Participation List – Regular for the attendees 1 week before the
         meeting. Copies are made for distribution to the course attendees.

    §    Conference Participation Table: The Logistics Assistant runs the Conference
         Participation Table weekly starting at week 5 through 1 week before the course.
         A copy of the list is provided to the Training Coordinator. This list is used to identify
         agencies not participating, to confirm/check numbers with estimates provided to the
         hotel and to give the final guarantees for food and rooms.




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    §     Conference Participation List – With Comments and Dates: The Logistics Lead
          generates the Conference Participation List – With Comments and Dates at week
          4 and week 1 to complete the MARAMA rooming list and to ensure that any special
          arrangements requested (i.e. for food) are addressed.

Tracking Registrations
The Logistics Lead monitors the registration count. If pre-registration exceeds the pre-
designated count limits, the Training Coordinator (in consultation with the Executive Director)
will recommend closing registration or expanding the size of the workshop if additional
facility/hotel meeting room space is available, provided the instructor is willing and resources
permit. If there is a wait list set up for the course, the individuals should be contacted to let them
know there is more room in the course. The list is on a first-come-first-serve basis.

If registration is below expected levels, it may be necessary to solicit additional registrations or
cancel the class. For APTI, CARB and Rutgers classes, the minimum number of participants is
25. Guarantees for food service are also adjusted based on registration counts.

For Level 3 Contracted Meetings, the Logistics Lead sends the Conference Participation List -
Regular to the Training Provider/Contractor at 4 weeks and 2 weeks with a final attendee count
provided 1 week prior to the meeting. MARAMA usually reserves 2-3 spaces per member agency
for a set period of time and then opens up registration to everyone (such as other regional
agencies).

         Note

         Information about the meeting is sent to EPA OAQPS to add to their consolidated
         calendar. The Training Coordinator in neighboring states/consortia may also be
         notified about the meeting.


Making Arrangements for MARAMA Staff
¹ Week 7               About seven weeks prior to the event, MARAMA staff that will be attending
                       the meeting or workshop are entered in the database, registered with the
hotel, and if flying, airline arrangements made.

    1.    After consulting with the Training Coordinator, the Logistics Assistant makes the hotel
          arrangements by calling the hotel and providing them with the names, type of room and
          number of nights for each MARAMA staff person. This can also be in memo form and
          faxed. These rooms should be included in the Master Account. The Logistics Assistant
          also registers the staff in the Contacts Database.

    2.    If airline travel is required,  each MARAMA staff person is responsible for their own
          travel arrangements. If more than one person is attending the meeting, everyone should
          coordinate, if possible, to fly at the same time, especially if a rental car is required at the
          meeting location. Every effort should be made to obtain the lowest airfare possible.
          Time spent traveling should also be considered. On-line travel services such as
          Expedia.com and Travelocity.com can be used to check airfare prices and availability.
          Southwest Airlines fare information should be checked separately on their web site.


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Requesting a Local On-Site Liaison
¹ Week 6        When MARAMA staff is not attending the course, MARAMA enlists the
                help of its member agencies to provide a person to act as an on-site liaison
for the course.

The on-site liaison provides on-site support. They may also be the person who assists with
arrangements for the field visit required for CARB courses and/or to assist with facility
arrangements. This person is someone who is planning on attending the course and the Logistics
Lead contacts the local organization’s Training Coordinator for recommendations. Usually the
local Training Coordinator will contact the liaison and provide MARAMA their contact
information.

Finalizing Field Trips and Securing the Transportation Provider
¹ Week 5              For Level 3 meetings that require a field visit, the Logistics Lead verifies the
                      field trip arrangements with the state or local agency staff person in charge
of the particular field trip or the instructor. Information should have been gathered during the
site selection process around week 12-14.

                    Using the estimated number of participants, the Logistics Lead obtains bids
¹ Week 4            and secures the transportation provider. The Logistics Lead also updates
the Contacts and AV Needs Worksheet with the finalized contact information and fees for the
transportation provider. The Executive Director must sign all contracts.

Working with the Hotel
Finalizing Food and Beverage Arrangements and Breaks
¹ Week 4                  The Logistics Lead finalizes arrangements for food and beverage and
                          reviews the set up and requirements for the breaks about 4 weeks prior to
& See      Working        the meeting. Initial information and general costs are obtained during the
    with the Hotel        site selection process 12 to 14 weeks prior to the course. The hotel may
    pages 28-25
                          generate Event Orders, which the Logistics Lead carefully reviews before
& See Food and
    Beverage
                          approval by the Executive Director. The Meeting Management Guidebook
    Functions     pages
                          contains an optional Break Planner Worksheet (see Appendix D: Figure
    39-43                 26.) that can be used to help finalize the arrangements and communicate
& See       Program       them to the hotel.
    Planning/Audio-
    visuals pages 34-35   Finalizing Audiovisual Arrangements
                        The Logistics Lead finalizes arrangements for any audiovisual equipment
rental. This may be done through the hotel or with an outside vendor. Initial information and
general costs are obtained during the site selection process 12 to 14 weeks prior to the course.
The Logistics Lead reviews the instructor’s AV Needs forms and updates the Contacts and AV
Needs Worksheet inside the meeting folder with the equipment required.               The Meeting
Management Guidebook contains an optional Audiovisual Checklist (see Appendix D: Figure 25.) that
can be used to help finalize arrangements. The audiovisual information is usually included in the
Banquet Event Order (BEO).

When an LCD projector is required, the Logistics Lead contacts the state or local agency near the
event to determine if they have one that can be borrowed to help save on costs.



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Hotel Confirmation Memo
¹   Week 2               The Logistics Lead develops and maintains a list of those whose sleeping
                         rooms will be billed to MARAMA. (MARAMA usually pays hotel costs for
& See Attendee           MARAMA staff and one or two rooms per member agency.) This
    Hotel                information is sent to the hotel to confirm rooms that will be billed to the
    Arrangements         MARAMA Master Account.
    pages 46-48

                      1.      The Logistics Lead makes a copy of the Hotel Rooming Memo
               template(s) (..Elmo/workshops/templates/HotelRoomingMemo.doc) and

    2          saves it under the meeting correspondence folder. The specific information for
               the meeting is inserted into the document (see Appendix D: Figure 24). The
               names of Participants that will be covered on the Master Account (rooms only)
         should be listed. The Conference Participation List – With Comments and Dates
         can be used to get this information. The memo should be reviewed to ensure
         accuracy.

    2.   The Logistics Lead faxes the memo to the hotel and files a copy of the memo in the
         Master Files and the Meeting Master Binder. The original goes into the chronological
         file.

Reconfirming Facility Arrangements
¹ Week 1           1.      The Logistics        Lead reconfirms all facility/hotel arrangements and
                         meeting room/sleeping room reservations approximately a week before the
& See Final              event. The Meeting Management Guidebook contains an optional One Week
    Details page 49-53   Before       Checklist      (see      Appendix       D.      Figure    30.)
                         (..Elmo/checklists/OneWeekBefore.doc) which is a useful tool to ensure
                         that meeting arrangements are not overlooked.

    2.   A few days before the workshop, the Logistics Lead makes an appointment with his/her
         contact at the workshop facility to review arrangements for food service and meeting
         rooms while on site prior to the meeting start. The Pre-Conference Hotel Review
         Checklist (see Appendix D. Figure 27.) found in the Meeting Management Guidebook
         (..Elmo/checklists/PreConferenceReview.doc) can be used for this on-site visit, which
         typically takes place one to three days prior to the meeting.

Final Count/Guarantee
¹   Weeks 1-2      Usually the hotel or facility will require the final count/guarantee at least 72
                   hours before the meeting start. Occasionally, the hotel may require this
information sooner. This guarantee due date can be found on the facility contract of banquet
Event Orders.

    1.   The Logistics Lead updates the Hotel Rooming Memo one week before the meeting if
         there are any changes and faxes the memo to the hotel and file another copy of the memo
         in the Master Files and the Meeting Master Binder.

    2.   The Logistics Lead provides final counts for meals and breaks by the due date. This is
         communicated in writing with the hotel. The Conference Participants Table can be
         printed from the Contacts Database and used to get the counts. A copy of the memo



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         with the final counts should be included in the Master Files and the Meeting Master
         Binder.

        Note

        As a general rule of thumb, the final count/guarantee should be approximately 5%
        less than what is expected (at least one less than expected.)


Handouts and Other Meeting Materials
¹ Weeks 1-4        Typically the Training Provider or Contractor is responsible for the
                   preparation of all handouts and other meeting materials. The Logistics Lead
informs them of the number of attendees so enough copies can be provided.

If the Training Provider is not making the copies, the original handout materials should be
provided to the Logistics Lead no later than four weeks before the course. The details on
collating and copying meeting materials are provided in Chapter 6 MARAMA Meeting &
Workshops/Committee Meetings.

Generating Nametags
¹ Weeks 1       If the Training Provider is not taking care of nametags, the Logistics
                Assistant prepares nametags for all participants, including instructors,
MARAMA staff, guests, and registrants one week before the workshop.

   1.    The Logistics Assistant generates an Excel output file from the Contacts Database of all
         registered participants.

                       §   Select K:/contacts.mdb to open the database file.

 :                     §
                       §
                           Select the Search Contacts button.
                           On the Find Contacts window, click on the button on the bottom
                           for Search by Conferences Attended.
         §     On the Conference Attendees window, select the conference name and a list of
               registered attendees will be displayed to include contact information and email
               addresses.
         §     This list (or specified fields) can be exported to Excel by selecting the Export to
               Excel button. Another screen will be displayed asking to check the fields to be
               exported. Select the First and Last Name, Organization and Agency. An output
               table containing the selected data will be displayed. This can be used to generate
               a mail-merge document and/or pasted into Word/Outlook to get the email
               addresses. Save the Excel file in the meeting folder (the default name is
               output.xls).

             2.       The Excel file is merged with the Nametag template

  2
             (..Elmo/workshops/templates/nametags.doc). Nametags show the first name in
             large type, followed by the last name and the jurisdiction or agency. The merged file



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         is saved in the meeting materials folder.

         §    Open the nametag.doc template in MS Word. From the main menu, select
              “Tools” then “Letters and Mailings” and then “Mail Merge Wizard”. Follow the
              steps for the mail merge wizard using the output.xls file as the source.
              Depending on the length of the individual’s name, some name tags may need to
              have the font size adjusted. Once they are reviewed in print preview, they can be
              printed.

    3.   The completed nametags are inserted into the plastic sleeves by the Logistics Assistant
         and kept in alphabetical order for delivery to the meeting site. Blank name tag
         stock/sleeves with the meeting information are also included in the event there are
         mistakes or people not registered show up.

    4.   If desired, speaker nametags can have a ribbon attached to make it easy to identify the
         speakers.

Assembling the Meeting Master Binder
¹ Weeks 1 - 4 The Logistics Lead assembles a meeting Master Binder. The Master Binder
                     contains copies of documents that are in the Master Files. This Master
Binder is taken on-site during the meeting or workshop. It should include:

    §    Directions
    §    Agenda
    §    Conference Participation Lists (Regular, With Comments & Dates and Table)
    §    Hotel Registration List
    §    Hotel Rooming List/Hotel Memo
    §    List of guests and speakers
    §    Copies of Facility Contracts/Event Orders
    §    Copies of Other Contracts
    §    Copies of Memos and Registration Form
    §    Payment List
    §    FedEx Vouchers

If the Master Binder is being sent to an on-site liaison, then copies of the attendee lists are sent as
well for distribution to the participants and the instructors.

Packing Supplies and Equipment to Take to Workshop
¹ Weeks 1-2         Since the Training Provider usually supplies the materials, MARAMA
                    generally does not have to ship supplies and equipment for the course, aside
from the Master Binder and attendee lists. These should be sent via US mail when possible. The
timing of preparing the Master Binder must be taken into account when it is being sent to an on-
site liaison.




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Many times the Training Provider will mail their materials to the hotel. It is important to provide
the instructors with the necessary information on where they are to send their materials and the
site’s receiving and delivery procedures.

In some cases when MARAMA is providing the handouts, it may be possible to ship some
materials to the workshop facility ahead of time. This is usually not done because a) it’s cheaper
just to take the materials to the workshop by car, and b) it’s difficult to get instructors to provide
copies early enough.

            1.         If the Logistics Lead is attending the course, he/she compiles the

!           necessary supplies utilizing the Workshop Supplies Checklist (See Appendix D.
            Figure 32) (..Elmo/workshops/checklists/WorkshopSupplies.doc). A meeting
            bag should be already ready that contains the necessary supplies. The Logistics
           Assistant reviews the contents to ensure that everything is there and re-stocked if
           necessary.

      2.   The Logistics Lead validates that the correct number of Meeting Notebooks or
           Folders being brought to the meeting by the Training Provider or Contractor. The
           Logistics Lead puts one extra copy on the shelf of meeting notebooks.

      3.   If MARAMA will be providing any equipment for use at the meeting, the Logistics
           Lead identifies and prepares it for hand carrying or shipping to the meeting.

      4.   The Logistics Lead reviews all meeting materials and supplies that are to be
           delivered/shipped to the meeting.

      5.   If materials are to be shipped, the Logistics Lead makes the necessary
           arrangements with adequate time to ensure they arrive prior to the meeting. The
           materials should be shipped in a method that allows tracking.

      Note

       For Meetings with an On-Site Liaison,        the Meeting Master Binder (or folder) and
       any other necessary meeting materials, such as the attendee list, are shipped to the
       liaison or to the meeting facility to hold for the liaison by the Logistics Lead.


Arranging for Staff Transportation
¹ Weeks 1           MARAMA staff carpool or use public transit as much as possible to get to
                    and from workshop facilities. If it is necessary to transport a large amount of
material to the workshop, the Executive Director or Logistics Lead may rent a vehicle.

On-Site Logistics
¹ Daily During            On-site support is important to the smooth operation of the workshop.
    Meeting               Most of the on-site activities are carried out by the on-site MARAMA
staff person (this can be the Executive Director, Logistics Lead or the Local Liaison).



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Arrival at the Hotel
& See Arrival at         1.       Upon arrival at the hotel, the on-site staff or local liaison confirms
   the Hotel page 54     that all transported materials have arrived at meeting site.

   2.   The on-site staff person meets with the facility representative on the evening or in the
        early morning before the start of the workshop. They will conduct a comprehensive
        walk-through of all the workshop-related areas including the meeting rooms, dining
        rooms, break area, and registration area, and review times and menus for meals/breaks.
        This final review is important to prevent any misunderstanding. The optional Pre-
        Conference      Hotel      Review      Checklist     (..Elmo/workshops/checklists/Pre-
        MeetingReview.doc) can be used for this meeting (see Appendix D. Figure 27.). If there is
        not a MARAMA staff person on site, this review can be done via phone with the
        Logistics Lead and hotel staff.

   3.   The on-site staff person arranges or responds to any last minute changes in the facility
        arrangements and/or in the workshop technical program. If there is an impact on the
        costs, this must be reviewed and approved by the Training Coordinator. If costs exceed
        $500, the Executive Director must also provide approval. If there is not a MARAMA
        staff person on site, this is done via phone with the Logistics Lead and hotel staff.

The Day of the Meeting
  1. If the Training Provider is not handling registration, then one to two hours before the
     meeting start, the on-site staff person or local liaison sets up the Registration table and
     any display or exhibit materials. A printed Conference Participation List is placed on
     the table with instructions for attendees to review their contact information and make any
     necessary corrections to the master copy. Nametags are displayed on the table in
     alphabetical order. Extra nametags and pens and pencils should be on hand.

   2.   Participants validate their contact information and receive handouts as they sign-in.
        The on-site staff person or local liaison checks off that they arrived on a master
        attendee list. If an individual is not registered, they must complete a special on-site
        registration form.

   3.   The on-site staff person or local liaison welcomes the training provider and helps them
        with any questions about facilities, and audiovisual equipment or handouts.

During the Course
                    1.     If the Training Provider is not handling registration, each morning, the
¹ Daily
                  on-site staff person or local liaison sets up the registration table and displays
        any exhibit materials about an hour before the start of the workshop.

   2.   The on-site staff person or local liaison manages the registration table and registration
        process, including the following:

        §     Checking arrival of attendees and any last-minute registrations
        §     Management of communications and messages
        §     Responding to registrants’ questions and inquiries


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        §   Interfacing with the facility/hotel to address unexpected/unanticipated
            issues/problems

   3.   The on-site staff person or local liaison maintains an accurate count of workshop
        attendees and meal attendees and communicates this to the Logistics Lead via a daily
        phone call. The Logistics Lead notifies the catering manager if it exceeds the
        guarantee.

   4.   The Logistics Lead reviews the facility/hotel bill daily to ensure accurate accounting
        for sleeping rooms, food services, and A/V equipment. If MARAMA staff are not in
        attendance, the hotel is requested to fax this information to MARAMA for their
        review.

Meeting Close
  1. At the end of the workshop, the Training Provider collects workshop                 evaluations,
     returned nametags, and survey/questionnaire responses (if applicable).

   2.   The Executive Director or Logistics Lead      pays the master bill    if billing has not been
        arranged.

   3.   Meeting materials are shipped back       to MARAMA or Training Provider location, if
        necessary by the Training Provider.

Post-Event Activities
Post meeting and workshop follow-up activities are important to recognize speakers’
contributions, keep the MARAMA Directors informed about MARAMA services and about
ideas that are generated at workshops, and to encourage MARAMA staff to continue to think of
ways to improve workshops.

Post event activities begin immediately after the workshop. The evaluation summary, staff
evaluation, and Memo to Directors should be completed within a week. The thank you letters
and cost summary should be completed two to four weeks after the workshop.

Updating Actual Attendance Information and Corrections
¹ Week 1 After        1.       The Logistics Lead requests the Training Provider to send copies
     of the sign-in sheets to MARAMA for the files.

   2.   The Logistics Lead reviews the sign-in sheets and corrects the Contacts Database
        where participants have noted changes. If participants were registered and did not show
        up, the specific conference should be deleted from their contact record from the Conference
        Attended section.

   3.   The Logistics Lead files the signed Attendance List in the Registration file of the
        Master Files for the meeting. This provides documentation of attendance.




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Completing the MARAMA Staff Evaluation
¹ Week 1 After         The Logistics Lead convenes a post workshop meeting of MARAMA
staff and may include principal outside organizers via a conference call. The meeting will help
determine if progress has been made in continuously improving the technical quality of
MARAMA workshops and the efficiency and effectiveness of managing the workshop process.
The meeting participants will also discuss and make decisions on record keeping and filing
requirements for the workshop and will complete the Post-Workshop Staff Evaluation form (see
Figure 34).

                     The Logistics Lead prints the Post-Workshop Staff Evaluation form
!
             1.
             (..Elmo/templates/StaffEvaluation.doc). During the conference call or meeting, the
             information is filled in. If a conference call or meeting is not held, the form can be
             routed to the Training Provider and the various MARAMA staff persons that
         participated for their input.

   2.    The Logistics Lead ensures that follow-up activities are assigned to the appropriate
         individuals and a completion date determined.

Completing the Attendee Evaluation Summary
¹ Week 1 After        The Logistics Lead requests the Training Provider to send copies of the
completed evaluation forms to MARAMA. The Logistics Lead reviews and summarizes
comments from the Attendee Evaluation Forms. The Workshop Evaluation Summary is
completed for the MARAMA Executive Director’s review and approval.

              Evaluation Summary Report

  2        The Logistic Lead tabulates the survey responses. Excel may be used to calculate
           percentages and averages. The comments are captured in narrative form, with editing
           for grammar and redundancy. The Evaluation Summary Report is reviewed by the
Training Coordinator, Training Provider and the Executive Director. A template can be used for
the report (..Elmo/worhsops/trackingreports/evaluationsummary.doc). There are standard
CARB and Rutgers evaluation forms in the same directory.

Quotable Quotes
As the Logistics Lead or others review the evaluation forms, any “quotable quotes” should be
highlighted. This may include comments from attendees that help convey the positive impact of
            MARAMA training opportunities or comments about courses or activities that were

 4          outstanding.    The Logistics Lead opens the Quotable Quotes document
            (..Elmo/workshops/trackingreports/QuotableQuotes.doc) and updates it with the
            necessary information.

        Note

        When preparing the MARAMA Annual Report or other types of promotional
        materials, the Quotable Quotes are reviewed for potential material to include.




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Quarterly Meeting Summary Memo
            A summary of the meeting is put in the Quarterly Meeting Summary Memo

 4          (..Elmo/workshops/trackingreports/directorssummarymemo.doc) which includes
            the dates, meeting name/location, number attending and the agencies represented.

Posting Meeting Materials
¹ Week 1 After          As requested, meeting materials are posted on the MARAMA web site.
After 60 days, these materials are removed.

Preparing Thank You Letters
Thank you letters to instructors and to other who helped with the event should be sent.

Instructor Thank You Letters
The Training Provider is responsible to send out the instructor thank you letters following the
course.

Other Thank You Letters
¹ Week 2 After       The       Logistics Lead may also want to prepare thank you letters for others
that helped organize the event such as hotel staff that provided exceptional service, local agencies
that provided assistance and other organizers. Any commendation letter going to supervisors
(such as a director) are signed by the Executive Director.

Reviewing Invoices/Expenses
¹ Week 3 After 1.        By week 3 after the meeting, all invoices related to the event should
                 be reviewed for accuracy by the Training Coordinator and then submitted to
     the Executive Director for approval. Request for payment is sent to the Senior
     Administrative Assistant. If invoices have not been received, the Logistic Lead requests
     the vendor to submit the invoice as soon as possible. The Training Coordinator reviews
     the invoice for accurate billing and tax information. A meeting label is attached to each
     invoice and the Training Coordinator assigns the appropriate cost accounting code.

Sign Checks
¹   Week 4 After    The Executive Director is the only staff person authorized to sign checks.
                    The MARAMA treasurer also has authorization to sign in an emergency
situation. Payment for invoices/expenses from an event should typically be made within 4 weeks
of the completion of the event. The Senior Administrative Assistant submits checks to the
Executive Director for signature and then they are mailed. A copy of the invoice is included with
the check.

Preparing the Cost Summary
                         The Training Coordinator finalizes the meeting’s Budget and Actual
¹ Week 4 After 1.
                 Costs Worksheet found under the meeting folder. The Cost Summary
     Worksheet is printed for the meeting files. [The second worksheet will be automatically
     updated when the actual costs are entered for the meeting under the Budget and Actual
     Details worksheet.]

    2.   The backup documentation from the finance profit-loss reports are kept with the
         meeting files. These documents are submitted to the Executive Director with the cost


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M A R A M A   C O N T R A C T E D   C O U R S E S




        summary. The Executive Director reviews and sign off on the cost summary. The cost
        summary is filed in contracts/financial information file of the master files.

Mailing Certificates of Completion
¹ Week 4 After The Training Provider may provide MARAMA with certificates of
                      completion for all attendees. The Logistics Assistant sorts the certificates by
agency and prepares them for mailing. Most of the MARAMA member agencies have Training
Coordinators that request the original certificates be sent to them for all participants from their
agency. The Logistics Assistant prepares a letter to include with the certificates for each agency
that includes a list of persons receiving certificates. Then the Logistics Assistant mails the letter
and certificates.

Organizing Files
Electronic and Hard Copy Files
¹   Week 4 After
                    The Logistics Assistant and Logistics Lead make sure that all meeting files are
                    organized and checked for completeness. Files are kept according to the
procedures in Chapter 11: Record Keeping.

The electronic files under the meeting folder are reviewed by the Logistics Lead to ensure that any
unnecessary files/drafts are deleted. The Logistics Assistant and Logistics Lead review all hard
copy files for the meeting and place the appropriate documents in the Master Files.




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                                                                                             8
                                                                                             Chapter
E X E C U T I V E    B O A R D    E V E N T S




Executive Board Events
This chapter covers the special tasks and reporting required for Executive Board meetings.



O            versight of MARAMA is provided by the Executive Board. The Director from each
             member agency, or an alternate, make up the board, and the MARAMA Executive
             Director is a non-voting Board member. Conference calls and meetings are used to
             communicate information, get input, and report on MARAMA activities.

The Executive Director organizes the meetings; the Senior Administrative Assistant handles
scheduling, prepares financial materials, and assembles binders; and other staff assist in preparing
and presenting agenda items.

Executive Board meetings are held at least four times a year. Financial/administrative matters are
usually handled on a conference call scheduled about a week before or a week after the quarterly
Board meeting, in order to reserve face-to-face time for policy and technical discussion among the
Board members. Once a year, a call with the Board is held to review the performance of the
Executive Director and to set his or her salary for the next calendar year.

Executive Board Meeting and Calls
The Executive Board meets both in person and via conference calls. Face-to-face Executive
Board meetings are either short meetings (Level 2) that last less than 1 day with a specific topic or
they are longer meetings (Level 1) that require full logistics support. There are typically 12-15
attendees at Level 2 Executive Board meetings. Tasks specific to Board meetings and calls are
briefly described in this chapter. For detailed information on the logistical tasks, see Chapter 6
MARAMA Meetings and Workshops/Committee Meetings.

Selecting Meeting Dates and Sites
¹ ASAP – 3-6       The annual Executive Board Meeting is required to be held between
   months prior to
                   January 2 and February 15. The spring and fall meetings are coordinated
   the meeting     with the STAPPA/ALAPCO meetings. The summer meeting is usually in
                   August.

    1.   The Training Coordinator contacts STAPPA/ALAPCO to                          determine the Spring and
         Fall meeting dates and location.




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    2.   For other meetings and conference calls, the Senior Administrative Assistant confers with
         the Executive Director and then canvases the Board by email to determine when the
         Chair and a majority of the members would be available for a meeting or call. The target
         date for regular quarterly calls is in the 3rd or 4th week after the end of the quarter.

    3.   The Executive Director chooses the location for the meeting after consulting with the
         Board.

    4.   The Logistics Lead handles the site selection as outlined in Chapter 4 Site Selection & Field
         Visit Transportation with the site finalized by week 10.

    5.   For meetings, the Executive Director obtains agenda ideas from staff, the MARAMA
         Board Chair and other information related to the meeting dates and location and
         completes the Meeting Framework Worksheet. Conference calls usually focus on
         financial information, but timely project updates are also included, particularly if member
         agency staff members will be asked to participate in the discussion. If technical staff are
         asked to participate, usually they are first on the agenda with the financial discussions
         later.

    6.   If any major technical action item is on the agenda, the Senior Administrative Assistant
         invites key technical staff from member agencies to attend the meeting or call. This
         adds to the credibility of any recommended actions and helps ensure that Board members
         have been briefed by their technical staff ahead of time.

    7.   The Training Coordinator updates the      Annual Workshop Schedule        with the meeting
         dates and location.

Generating the Meeting Checklist
¹ Weeks 12-14 1.        The Training Coordinator creates a new folder under the
                directory ..Oscar/Executive Board Meetings with the board meeting date
     and name/acronym (i.e. 2002-Jan-EBMeeting). The blank subfolders can be copied
     from the New Meeting Folder Setup directory into the new meeting folder.

             2.     The Training Coordinator then copies the Meeting Checklist (Executive

!            Board Meetings) (..Elmo/checklists/EBChecklist.xls) and saves it to the meeting
             folder with the meeting date in front of the checklist filename (i.e.
             Jan02EBChecklist.xls). See Appendix D. Figure 3 for an example.

    3.   The Training Coordinator inserts the information for the fields are highlighted in
         blue. The Task Completion Dates and Lead Assigned To fields will be automatically
         updated with actual dates and names of individuals when the information is entered.
         As necessary, the checklist is adjusted for the following:

         §   Delete any tasks that are not required for the specified event
         §   Indicate any holidays and adjustments to the dates to work around holidays,
             travel or staff vacations.




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        §   If necessary, alter the staff assignments for specific tasks if the lead will be out of
            the office on the task due dates and the dates cannot be adjusted.
        §   Check the page breaks and adjust if necessary.

   4.   The Training Coordinator saves changes to the file in the meeting folder and updates
        the Multi-Workshop General Checklist with the new workshop’s major tasks/dates.
        The checklist can be used to verify the dates are set appropriately. (See Chapter 3 for
        details on updating this checklist).

   5.   The Training Coordinator notifies the workshop team that an electronic copy of the
        checklist for the workshop is available. Notes regarding changes and the expected
        timing of specific tasks are made during the Kick-Off Meeting. As desired, staff can
        print all or part of the checklists for their own use/tracking.

Developing the Agendas
¹ Weeks 4-10 The Executive Director develops an agenda for each Board meeting in
                    consultation with the Chair and with input from MARAMA staff.
Administrative items included for each meeting, if not handled separately on a conference call,
include a review of budgets/expenditures, a review of the training/workshop schedule, and the
quarterly Executive Director’s Report. Board members are also asked to contribute ideas for
agenda topics.

   1.   The Preliminary Draft Agenda is completed by the Executive Director 8 to 10 weeks
        prior to the meeting date. The draft is reviewed by the Executive Board Chair.

   2.   The Final Draft Agenda is completed by the Executive Director 4-6 weeks prior to the
        meeting date.

   3.   The Final Agenda is completed by the Executive Director 3 weeks prior to the meeting
        date and reviewed with the Executive Board Chair.

Generating Attendee and Speaker Correspondence
¹ Week 11     The Senior Administrative Assistant generates the Save the Date memo and
              distributes it to all Executive Board members by email or fax.

The Registration Memo and Form (Memo 1) is generated by the Senior Administrative Assistant
and distributed to all registered participants 8 weeks before the meeting.

The Registration Confirmation (Memo 2) is generated by the Senior Administrative Assistant
and distributed to all registered participants 2 weeks before the meeting.

If there will be speakers, the Executive Director provides a list of speakers to the Senior
Administrative Assistant no later than Week 5 so that Speaker Confirmation Letters can be
distributed.

Speaker Confirmation letters and AV Request Forms                 are completed by the Senior
Administrative Assistant and sent at least 5 weeks prior to the meeting.



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Tracking Registrants
The Directors are responsible for making their own hotel reservations. They should complete a
Registration Form and submit it to MARAMA to confirm they will be attending the meeting. As
forms are received, registration information is entered into the Contacts Database.

The Senior Administrative Assistant generates a Conference Participation Table weekly starting
in Week 5 and compares it to the Hotel Rooming List to ensure that all members registered at the
hotel are also registered with MARAMA and vice versa.

Developing Meeting Materials
The Executive Director and Senior Administrative Assistant are primarily responsible for
developing the Executive Board Meeting materials. Information from meetings and workshops
should already be captured in the quarterly reports and tracking documents as part of the regular
Post-Meeting Activities. As necessary, the Training Coordinator and other MARAMA staff may
be asked to contribute to the meeting materials. In addition to the agenda, the meeting notebooks
typically include:

    §   Cover Memo       Unlike most MARAMA meetings, handouts for Board meetings are
        mailed to Board members and other participants about a week before the
        meeting/call. The Executive Director summarizes any action items included in the
        agenda in a cover memo sent with the meeting notebook. Directions to the meeting
        site are also included.

    §   Minutes Minutes from the last meeting or call are included for approval.

    §   Summaries of Expenditures and Contract Obligations For each Board meeting, the
        Senior Administrative Assistant prepares summaries of expenditures and contract
        obligations. The Executive Director reviews these summaries to ensure that budgets
        are being adhered to. These items are usually handles on a conference call.

    §   Executive Director’s Quarterly Report       For each quarter, the Senior Administrative
        Assistant coordinates the preparation of the Executive Director’s Quarterly Report, to
        which all staff contribute. These reports summarize activities on meetings/workshops,
        Board meetings, contract/project activities, administrative activities, and lists meetings
        attended by MARAMA staff. At the end of each Executive Director’s Quarterly Report
        is a list of upcoming major activities for the next quarter, which is a management tool
        used to help organize and track work for the next quarter. The Executive Director’s
        Quarterly Report may be handled on a call or at a meeting, depending on timing.

        It is important to start preparing the quarterly Executive Director’s Quarterly Report well
        before the mailing date, and staff are encouraged to keep notes during the quarter to
        expedite their contributions. Preparation usually begins formally in about the last week of
        the quarter. The Executive Director roughs out the list of major activities for the next
        quarter, and the list from the previous quarter is a starting point for what to include in the
        report.

    §   Budget Amendments          Any grant budget amendments or new grant applications are
        presented for approval.


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    §   Training Plan Update:    A quarterly update on MARAMA’s workshop and training
        schedule is presented by the Executive Director or Training Coordinator on a call or
        at a meeting. Board members are given an opportunity to comment on priorities and
        other issues.

    §   Major Contract/Project Items Technical staff prepare summaries of major
        contract/project items for the Board. These are lengthier than the brief items
        included in the Executive Director’s Quarterly Report and are intended to highlight
        matters where Board guidance is requested or to explain major findings.

Copying and Collating Meeting Materials
MARAMA usually copies the Executive Board meeting materials in-house due to the sensitive
nature of the financial information they contain.

The Executive Director completes a Handout Specifications           Sheet     4 weeks prior to the
meeting. Supplies need to be ordered at that time.

The meeting materials should be completed 2 full weeks prior to the pre-meeting conference call
or meeting date, which ever is earlier to allow time for copying and distribution.

Meeting notebooks are shipped via overnight delivery or regular mail to the Directors to arrive at
least 1 week prior to the pre-meeting conference call or the meeting date, which ever is earlier.


Preparing Board Officers
The Executive Director reviews financial information with the Treasurer and other matters
with the Chair a few days before each meeting/call. This ensures these officers are prepared
for the call and helps the Executive Director get organized and address any issues.

Compiling Meeting Minutes
Board meeting minutes must be prepared for each meeting, whether face-to-face or via
conference call. The Senior Administrative Assistant (if attending) or the Executive Director
completes the first draft of the meeting minutes one week after the meeting or call and circulates
the draft for review if other staff attended the meeting. The Senior Administrative Assistant
submits the revised draft to the Directors via e-mail for comments within 2 weeks following the
meeting. If feedback is received the Senior Administrative Assistant inserts suggested changes,
lining through any deletions and underlining any additions. The final draft is distributed with
materials for the next Board call or meeting, where the final draft minutes are presented for
approval. For the annual conference call to approve the Executive Director’s salary and
performance appraisal, the Chair prepares the minutes in the form of a memo to the Executive
Director. (No MARAMA staff attend that call.)




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                                                                                        Chapter
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MARAMA Training Reimbursements
This chapter reviews the procedures for providing financial support to MARAMA members
who attend meetings and workshops sponsored by other organizations (Level 4 Training
Reimbursements).



W           hen meetings or workshops offered by other organizations that would benefit
            MARAMA members are identified, rather than duplicate the effort, if funds are
            available MARAMA provides financial support to member agencies for a limited
            number of persons to attend. There is usually a fixed dollar amount that will be
reimbursed per person. In order to allow time for members to obtain the necessary approvals to
attend, usually these meetings need to be identified at least six weeks prior to the start date.

Identifying Existing Meetings/Workshop of Benefit to
MARAMA Members
MARAMA chooses meetings or workshops for which to provide financial support for members
to attend in several ways:

    §   A State or Local agency member contacts MARAMA and informs them of a
        meeting, indicating they would like MARAMA support to attend. MARAMA then
        determines if other agencies/members are interested or could benefit from the
        activity. If there is a positive response by other agencies as well, this meeting or
        workshop will be considered.

    §   There is a training topic for which MARAMA is unable to contract or develop a
        workshop or course, but it is needed to benefit member agencies. MARAMA will
        look for other organizations that are offering the training and will recommend the
        meeting to member agencies. The Technical Lead and Executive Director usually
        make this determination.

    §   The Executive Director and/or the Executive Board make decisions on which
        meetings to support. The Training Coordinator provides budget and cost
        information to support this decision and advises whether funds are available or would
        have to be reprogrammed.




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Scheduling a Training Reimbursement Event
¹ As soon as  1.      When a meeting or workshop is identified, the Training Coordinator
  identified  contacts the sponsoring organization to obtain meeting details such as dates,
              location and costs.

   2.   The Executive Director and the Training Coordinator review the budget to determine if
        support can be provided for the meeting, how many persons per member agency can be
        supported and what the reimbursement amount will be.

   3.   Once it is determined that MARAMA will provide support for the event, the Training
        Coordinator creates a new folder under ..Elmo/workshops with the meeting or
        workshop date and name (i.e. 2002-Mar-STAPPA).

                      For important events scheduled well in advance, the Training Coordinator
  2
              4.
              generates a Save the Date memo by making a copy of the template
              (..Elmo/templates/SavetheDate.doc) and saving it in the new meeting folder. The
              announcement is then modifying with the appropriate meeting information.

   5.   The Logistics Assistant distributes the Save the Date memo via email to the identified
        groups from the MARAMA Directory, the Directors, and Training Coordinators.

   6.   The Training Coordinator updates the          Annual Workshop Schedule   with the meeting
        name, dates, and location.

Pre-Event Activities
Generating the Meeting Checklist (Training Reimbursements)
                    As soon as a meeting or workshop is identified for Training Reimbursement,
¹ As soon as
                    the Training Coordinator will generate the Meeting Checklist (Training
     identified
                    Reimbursements) and assign staff roles, if applicable. There is no Technical
Lead role for Training Reimbursements. The checklist is an Excel spreadsheet that contains the
following information:

   §    Meeting Title
   §    Meeting Start and End Dates
   §    The Monday prior to the meeting start date (if not on a Monday)
   §    Type of Funding
   §    Staff Persons Assigned to Roles
   §    Expected Attendees
   §    Targeted Groups
   §    Tasks to be Completed and Time Frames

                    The Training    Coordinator opens the Meeting Checklist (Training
!
              1.
              Reimbursements) (see  Appendix D. Figure 4.) and creates a copy for the specified
              meeting (..Elmo/checklists/Level4Checklist.xls).



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    2.   The Training Coordinator inserts the detailed information about the event in the
         fields highlighted in blue text. The Task Completion Dates and Lead Assigned To fields
         are updated with actual dates and names of individuals. As necessary, the checklist is
         adjusted for holidays and staff schedules. The spreadsheet is then saved.

    3.   The Training Coordinator notifies all staff assigned to roles that the checklist is
         available electronically. If desired, staff can print the checklist for their own use.

Generating the Reimbursement Announcement Memo
¹ Week 8          1.    The Logistics Lead generates the Reimbursement Announcement
                  memo/email. This memo contains details on the upcoming event including
          the sponsoring organization and registration procedures. The amount to be

  2       reimbursed by MARAMA is also detailed as well as the deadline for notifying
          MARAMA of who will be attending.                  The template is copied
          (..Elmo/workshops/templates/SupportAnnounce.doc) and saved in the meeting
     folder and then updated with the new information. The details on the meeting are also
     posted on the MARAMA web site along with a link to the sponsoring organization’s web
     site.

    2.   The Logistics Assistant may be requested to distribute the memo by email, mail, or fax. It
         should be distributed to the MARAMA Directors, Training Coordinators and Committee
         members, if appropriate.

Tracking Registrants
¹ As soon identified The Training Coordinator is responsible for tracking registrants for the
                            meeting or workshop. This information is tracked in the Support
Participants       List.        The    spreadsheet     is    copied    from    the     template
             (..Elmo/templates/SupportParticipantList.xls) and saved in the meeting folder with

  2          the meeting date and name and then updated with meeting information. The
             template file has two worksheets; one for MARAMA supported events and one for
             MANE-VU supported events. The worksheet that will not be used should be deleted
from the file.

¹   Weeks 3-7         When the registration form is received or notification is provided by phone
                      or email to MARAMA, the Logistics Assistant adds the individual’s name and
agency to the meeting’s Support Participant’s List as well as the number of days/nights they will
be attending, if the information was provided. Registrations are entered until the cutoff date.

¹   Week 4          A preliminary list of agencies and individuals registered is reviewed and
                    printed. Agencies that have not responded should be contacted by the
Logistics Lead or the Logistics Assistant and reminded about the meeting and the MARAMA
support details. Agencies can be contacted by email or by phone.

¹   Week 1           The final list of registrants in the   Support Participant List      is printed just
                     prior to the meeting.




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Generating the Reimbursement Memo/Form
¹ Week 2        1.     The Logistics Lead generates the Reimbursement Memo. This
                memo contains details the procedures for completing the reimbursement
        form and the due dates for returning the completed form. The template is copied
2       (..Elmo/workshops/templates/SupportMemo.doc) and saved in the meeting folder
        and then updated with the new information.

                     The Logistics Assistant may be requested to distribute the memo by email,
!
              2.
            mail, or fax. It is distributed to all individuals who have been authorized support. In
            addition to the Reimbursement Memo, the MARAMA Travel Expense Voucher and
            instructions           is        also         included       with       the       form
        (..Elmo/workshops/templates/MARAMATravelExpenseVoucher.doc and MARAMA
        InstructionsforVoucher.doc). Modifications are not needed to these forms.

Post-Meeting Activities
Processing Reimbursements
¹ Weeks 1-4   Registrants typically have 30 days to turn in the Travel Expense Voucher.
   After
                      1. The Logistics Assistant uses the final Support Participant List to
        confirm that all persons registered have submitted their Travel Expense Voucher. If not,
        attendees are reminded of the due date for the Travel Expense Voucher via email or
        phone calls. As needed, follow-up occurs until all forms are received.

   2.   The Training Coordinator reviews the Travel Expense Vouchers for accuracy to ensure
        that:

        §     Dollar amounts add up

        §     The reimbursement amount does not exceed the MARAMA agreed to amount
              for the event

        §     The form is signed by the attendee and their supervisor

        §     The form indicates who the check is to be made out to (attendee or agency)

        §     The attendee checked the statement regarding who to reimburse at the bottom of
              the form

        §     The agency did not submit more requests than the limit set by MARAMA

   3.   Once reviewed and approved, the Training Coordinator initials the forms and
        submits the Travel Expense Voucher for payment. The forms must be reviewed
        and authorized by the Executive Director and then they are returned to the Senior
        Administrative Assistant for processing.

   4.   The Executive Director signs completed checks which are then mailed out by the
        Logistics Assistant along with a copy of the Travel Expense Voucher. The Logistics


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        Assistant updates the Date Paid and Amount Paid fields in the         Support Participant
        List for the meeting.


Updating Reports with Actuals
¹ Week 1 After 1.  The Logistics Lead is responsible for updating the                         Quarterly
                    Meeting                                Summary                              Memo
            (..Elmo/TrackingReports/DirectorsSummaryMemo.doc) with the meeting details to
 4          include the dates, meeting name, dates, location, the total number of people
            supported to attend and the agencies attending.

   2.   The Training Coordinator updates the Annual Workshop Schedule with the actual costs
        from the meeting.

Completing Files/Archive if Necessary
¹ Week 4 After 1.      Within four weeks after the meeting, the files should be completed.
               The Logistics Assistant is responsible to ensure that that following items are
               included in the meeting’s Master File:

        §   Meeting Agenda or Meeting Details

        §   Final Support Participant List

        §   Copies of all individual’s Reimbursement Forms

        §   Cost Summary

        §   Copies of Correspondence:

            §   Save the Date Memo
            §   Reimbursement Announcement
            §   Reimbursement Form

   2.   The meeting folder under the directory ..Elmo/workshops is moved into the archived
        folder for the year.




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R E P O R T I N G




                                                                               10
Reporting
MARAMA reports that contain meeting and workshop information or are used for
completing tasks are described in this chapter.



M     ARAMA generates reports for a variety of audiences to include: the Executive
      Director, the Executive Board, EPA and other funding organizations and the general
      public. There reports provide information on the workshops and meetings that
      MARAMA supports. They are important tools for demonstrating to others
MARAMA’s accomplishments.

Quarterly Meeting Summary Memo
The Quarterly Meeting Summary Memo is mailed to Executive Board members about six weeks
after the end of the quarter. This memo lists courses and training/travel support provided by
MARAMA. The dates, course name, total number attending and agencies represented are
included. Lists of attendees for each event and course evaluation summaries are included. There
are no evaluation summaries for Level 4 events.

The Quarterly Meeting Summary Memo gets updated at the conclusion of each Level 3
MARAMA Contracted Courses event as part of the post-meeting activities. It is also updated at
the     conclusion      of     each     Level    4    Training   Reimbursements        event
(..Elmo/workshops/trackingreports/directorssummarymemo.doc). Copies of the report are also
saved in the Grants File (..Elmo/Grant 2002/Training/QTR Reports/Board Reports).

Funding Grant Status Reports
MARAMA is required to submit quarterly reports to the agencies that provide funding such as the
US EPA. The grant will dictate the frequency of the reports and the information that needs to be
included. Typically, there is a requirement to show the status of funds (spent, projected, balance)
and activities and accomplishments for the reporting period.

Executive Director’s Quarterly Report
The Executive Director’s Quarterly Report summarizes activities on meetings and workshops,
Board meetings, contract and project activities, administrative activities and lists meetings attended
by MARAMA staff. The meeting and workshop summaries are usually a paragraph in length.



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MARAMA sponsored events are usually just listed. The report also lists upcoming activities for
the next quarter.

After each Level 3 or 4 event, the Training Coordinator prepares a short summary and provides it
to the Senior Administrative Assistant for the Executive Director’s Quarterly Report. For Level 1
or 2 events (MARAMA Meetings and Workshops/Committee Meetings), the Technical Lead
prepares the meeting summary. The summary states where the event was held, how many people
attended, and summarizes any recommendations, issues, or highlights that may be of interest to
the Directors.

Annual Report
MARAMA prepares a short Annual Report (4-6 pages). This is intended as an informational
piece for Board Members, funding agencies, and others. The report includes a list of meetings
and workshops held as well as summaries of major projects completed, a financial summary, and
plans for the next year. The Executive Director and both Administrative Assistants put this
together, and other staff review it for accuracy. The addition of the list of training events to this
report should be very easy and straightforward using information from the Training Coordinator’s
lists that are included in each Board Meeting Notebook.




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                                                                                     11
Record Keeping
This chapter provides details on MARAMA’s procedures for maintaining and archiving
electronic and hard copy files related to meetings and workshops.



O     rganized records facilitate retrieval of information about a workshop’s technical
      content, help staff make contacts with participants, and document costs and facility
      arrangements. Records documenting cost comparisons are kept in compliance with
      federal rules and in case of future audits. Evaluations and survey results help
MARAMA improve its work products.

Electronic Files
All electronic documents for MARAMA meetings and workshops are kept on a shared network
drive. This directory can be accessed by clicking on Network Neighborhood under My
Computer on the desktop and then selecting the specified path:

                 ..Elmo/Workshops/

Maintaining Electronic Templates and Checklists
The Training Coordinator is primarily responsible to review and update the master templates,
checklists, tracking reports and procedures. Improvements or suggestions are welcomed from
other staff. The Quick Reference Guide in Appendix A. provides a list of the document
templates and checklists along with the file name and location.

On the main server, under the Manuals and Tutorials directory, the MARAMA Meetings &
Workshop Procedures Manual and the related Appendices can be accessed. These
documents are read only and can be reviewed or searched in electronic form.

On the Training Coordinator’s computer, the following sub-folders are in the shared Workshops
folder:

    §   Checklist  These master worksheet and checklist documents typically do not need to
        be altered for meetings and can be printed and copied ahead of time. Some are to be
        copied and then customized with meeting-specific information.




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    §    Templates    Microsoft Word documents that can be merged/updated with the
         Conference or Contact Database data to generate event-specific documents such as
         participant announcements and speaker letters.

    §    Tracking Reports   These MS Word or Excel documents are referenced in Appendix
         A. They are quarterly or annual documents that get updated routinely for each event
         such as the Topic and Speakers List.

    §    Workshop Schedules    These MS Word or Excel documents are referenced in
         Appendix A. They are planning and scheduling documents that get routinely updated
         such as the Annual Workshop Schedule.

        Note

        As procedures are updated and checklists or templates are modified, the footer in
        the documents should be updated to indicate the date of the last revisions. This will
        help to ensure that the current document is being used.


Maintaining Electronic Meeting Files
For each new MARAMA meeting, the Training Coordinator sets up the initial workshop folder
under the Workshops directory. The workshop folders should be named as follows:

                     Year_MMM_MeetingAbbreviation (i.e. 2002-Jan-CARB200)

For each meeting, files are copied from templates/checklists by various people and customized
for the specific meeting. These tailored files and any other meeting correspondence is kept in the
meeting folder in the appropriate subfolder. To help organize meeting files, the following
subfolders are under the Workshops directory:

    §    New Meeting Folder Set Up This contains blank subfolders which can be copied
         into a new meeting folder to organize the meeting files. Subfolders include:
         Correspondence, Presentations, and Meeting Materials. All memos should be saved
         under the Correspondence folder. Speaker presentations under the Presentation folder and
         the agenda, evaluation forms and any other materials in the Meeting Materials folder.

    §    Archived Folders by Calendar Year         All meeting files are organized according to
         calendar year (January 1 through December 31). When a meeting is completed, the
         entire workshop folder is moved from directly under the Workshops folder into the
         archived folder for that year (i.e. 2002Archived).

Hard Copy Meeting Files
Working Files
¹ On-going    While the workshop or meeting is active, there are several hard copy working
              files for the event:



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   §    Meeting Folders   The Logistics Lead maintains the meeting folder and may have it in
        their possession during the planning stages. The Technical Lead may also have a
        folder with information related to the agenda and speakers. The meeting folders are
        kept in the desk drawer of the Logistics Lead or Technical Lead, filed by month until
        they are moved to the Master Files at the conclusion of the meeting.

   §    Document Tracking Sheet         This tracking sheet is in the front of the meeting file in
        the Master Files. It is usually just a lined sheet of paper to track all correspondence
        related to the meeting and includes the date, a description of the correspondence (fax,
        letter, email, etc) and the person(s) involved.

   §    Master Binder The Master Binder contains copies of documents that are in the
        Master Files. This Master Binder is taken on-site during the meeting or workshop. It
        should include:

        §   Directions
        §   Agenda
        §   Conference Participation Lists (Regular, With Comments & Dates and Table)
        §   List of Speakers/Special Guests
        §   Hotel Registration List
        §   Hotel Rooming List/Hotel Memo
        §   Copies of Facility Contracts/Event Orders
        §   Copies of Other Contracts
        §   Copies of Memos and Registration Form
        §   Payment List
        §   FedEx Vouchers

Master Files
¹ 4 Weeks After Files should be organized and put away immediately after a workshop, with
                final items added within a month after the workshop.

The Logistics Lead and Logistics Assistant collect and file all appropriate handouts, documents,
data, and records related to the meeting or workshop. The files are organized chronologically by
event in the Master Files and stored in the Training Coordinator’s office. Documents that should
be in the Master Files for each meeting/workshop (if applicable) include:

   1.   Correspondence
        §   Workshop announcement (if any)
        §   Registration memo and form
        §   Memo to participants
        §   Memos to speakers regarding costs MARAMA will cover for speakers

   2.   Registration Confirm that the Logistics Assistant checked the sign-in sheet and corrected
        the participant database where participants have noted changes.



                                                103
R E C O R D   K E E P I N G




         §    Sign-in sheets
         §    List of participants

    3.   Evaluations Evaluation      forms, the   Evaluation Summary Report,   and the   Staff Post-
         Evaluation Summary.

    4.   Surveys    Surveys completed at the workshop, and summaries of the surveys

    5.   Contract and Financial Information
         §    Facility contracts
         §    Hotel search information
         §    Bids for printing/copying and other services (if applicable)
         §    Preliminary and final workshop cost summary reports

    6.   Program
         §    Final workshop agenda
         §    Handouts, or note that the workshop binder is on a bookcase shelf

MARAMA Web Site Files
The Webmaster will post meeting-specific files on the MARAMA web site as they are provided
from the Logistics Lead or the Training Coordinator. In addition to the Annual Workshop
Schedule, there are files specific for each meeting that may be posted on the MARAMA web site
to include:

    §    Save the Date Announcement
    §    Agenda
    §    Registration Memo/Form
    §    Meeting Materials (as needed)

The Webmaster deletes workshop-specific information from the MARAMA web site when the
event is concluded and/or materials are no longer needed.

Archiving
Archiving procedures are in place ensure that backups are made of important electronic
documents and to keep hard copy files organized so that older files are moved out of the Master
Files to free up space for new files.

Contacts Database
The Administrative Assistant or the Web Master backs up the MARAMA Contacts Database
weekly at a minimum (K:/contacts.mdb). The Training Coordinator maintains one backup file
and a copy off-site.




                                                   104
                                                                         R E C O R D   K E E P I N G




Electronic Files
By the end of January each year, the Training Coordinator or Executive Director initiates
archiving of electronic files. The electronic meeting files for the previous year should be archived
by copying all meeting folders to CD-ROM disks and making two copies of the CD. One copy
should be stored with the Master Files and the second copy should be stored off-site in a secure
location by the Executive Director. The CD should be clearly labeled “Archived Meeting and
Workshop Files for YYYY”.

Retention of Hard Copy Files
Meeting files are kept for five years and then they can be archived in boxes in the file room. Files
more than 10 years old should be destroyed. The Training Coordinator or Executive Director
initiates archiving of hard copy files.




                                                105
                                                                           A
                                                                            Appendix
A P P E N D I X   A




A. Quick Reference Guide
Document Name                              File Location/ Name
 1. Meeting Checklist – MARAMA             ../workshops/checklists/Level1_2Checklist.xls
    Meetings & Workshops/Committee
    Meetings
 2. Meeting Checklist – MARAMA             ../workshops/checklists/Level3Checklist.xls
    Contracted Meetings and Courses
 3. Meeting Checklist – Executive Board ../workshops/checklists/EBChecklist.xls
    Meetings
 4. Meeting Checklist – Training           ../workshops/checklists/Level4Checklist.xls
    Reimbursements
 5. Meeting Framework Worksheet            ../workshops/checklists/Framework.doc
 6. Facility Spec Sheet Memo               ../workshops/templates/SpecSheet.doc
 7. Site Visit Checklist (optional)        ../workshops/checklists/SiteVisitChecklist.doc
 8. Hotel Cost Comparison Worksheet        ../workshops/templates/HotelCostComparison.xls
 9. Meeting Labels                         ../workshops/templates/MeetingLabels.doc
 10. Contacts & AV Needs Worksheet         ../workshops/checklists/ContactsAVNeeds.doc
 11. Level 3 Contacts & AV Needs           ../workshops/checklists/Contacts-AV3.doc
     Worksheet
 12. Budget and Actual Costs Worksheet     ../workshops/templates/Budget_Actuals.xls
 13. Save the Date Announcement            ../workshops/templates/SavetheDate.doc
 Registration Form
 14. With Fee                              ../workshops/templates/Registration_Fee.doc
 15. Without Fee                           ../workshops/templates/Registration.doc
 16. Registration Memo                     ../workshops/templates/Memo1.doc
 17. Registration Reminder Memo            ../workshops/templates/Memo1a.doc
 18. Registration Confirmation Memo        ../workshops/templates/Memo2.doc



                                      Appendix A – Page 1
 A P P E N D I X   A




Document Name                             File Location/ Name
 Speaker Confirmation Memo
 19. Federal Speaker                      ../workshops/templates/SpeakerMemo_Fed.doc
 20. MARAMA agency speaker                ../workshops/templates/SpeakerMemo_Int.doc
 21. External speaker                     ../workshops/templates/SpeakerMemo_Ext.doc
 22. Audiovisual Request Form             ../workshops/templates/AVRequestForm.doc
 23. Speaker Registration Reminder Memo ../workshops/templates/Speaker Memo1a.doc
 24. Hotel Rooming Memo                   ../workshops/templates/HotelRoomingMemo.doc
 25. Audio-Visual Worksheet (optional)    ../workshops/checklists/AudioVisualWorksheet.doc
 26. Break Planner Worksheet (optional)   ../workshops/checklists/BreakPlannerWorksheet.doc
 27. Pre-Conference Hotel Review          ../workshops/checklists/PreConferenceHotelReview.
     Checklist (optional)                 doc
 28. Attendee Meeting Evaluation Form     ../workshops/templates/AttendeeEvaluation.doc
 29. Handout Specifications Worksheet     ../workshops/checklists/HandoutSpecs.doc
 30. One Week Before Checklist (optional) ../workshops/checklists/OneWeekChecklist.doc
 31. Name Tags                            ../workshops/templates/NameTags.doc
 32. Workshop Supplies Checklist          ../workshops/checklists/WorkshopSuppliesList.doc
 33. Folder Labels 3.5 x 1                ../workshops/templates/FolderLabels.doc
 34. Post-Workshop Staff Evaluation Form ../workshops/templates/StaffEvaluationForm.doc
 35. Speaker Thank You Letters            ../workshops/templates/SpeakerThankYou.doc
Reports/Tracking Documents
 36. Topic and Speakers List              ../workshops/trackingreports/TopicandSpeakersList.
                                          doc
 37. Annual Training Schedule             ../workshopschedules/FYXXWorkshopMeetingCost
                                          s.xls
 38. Multi-Workshop General Schedule      ../workshopschedules/Multi-
                                          WorkshopGeneralSchedule.doc
                                          ../workshops/templates/Multi-
                                          Workshoptemplate.doc
 39. Quotable Quotes                      ../workshops/trackingreports/QuotableQuotes.doc
 40. Quarterly Meeting Summary Memo       ../workshops/trackingreports/DirectorsSummaryMe
                                          mo.doc
 41. Memo to Director                     ../workshops/trackingreports/MemotoDirectors.doc
 42. Conference Participation List - Regular ContactsDatabase.mdb



                                     Appendix A – Page 2
                                                                             A P P E N D I X   A




Document Name                               File Location/ Name
 43. Conference Participation List – With   ContactsDatabase.mdb
     Comments and Dates
 44. Conference Participation Table         ContactsDatabase.mdb
 45. Evaluation Summary Report              ../workshops/trackingreports/EvaluationSummary.d
                                            oc
Level 4 Training Reimbursement Documents
 46. Reimbursement Announcement             ../workshops/templates/SupportAnnounce.doc
 47. Reimbursement Memo                     ../workshops/templates/SupportMemo.doc
 48. Reimbursement Form                     ../workshops/templates/MARAMATravelExpenseV
                                            oucherYY.doc
                                            ../workshops/templates/MARAMAInstructionsforV
                                            oucher.doc
 49. Support Participants                   ../workshops/templates/SupportParticipantList.xls




                                                   Page
                                      Appendix A – Page 3
                      B
                      Appendix
A P P E N D I X   B




B. Job Aids
                                                                             A P P E N D I X   B




Job Aid: Management Review
Management Review for MARAMA meetings and workshop activities is provided by the
Executive Director. A summary of the role of Management Review related to meetings and
workshop support is provided. Links will go to the detailed procedures in the MARAMA
Workshop and Meeting Manual.

Meeting Coordination and Long Term Planning

   §   The Executive Director presents the Annual Workshop Schedule to the MARAMA
       Executive Board at their quarterly meetings for review and comment.

   §   The Executive Director develops grant requests. The Executive Director must be
       proactive and stay in close touch with EPA’s Region III and the OAQPS Training
       Office to ensure that opportunities are identified and utilized.

   §   The Executive Director reviews general budgets that correspond with the planned
       workshop and meetings.

   §   The Executive Director helps identify potential speakers and topics for workshops
       and meetings.

   §   The Executive Director assists with Technical Program Development by reading air
       quality policy and technical information and attending outside meetings in areas
       of interest to MARAMA member agencies and related to regulations related to Air
       issues. The Executive Director also meets annually with EPA Region III to review
       training plans and priorities.

   §   The Executive Director gathers information from Needs Assessment Surveys and
       reviews the findings from the STAPPA/ALAPCO bi-annual Air Pollution Training
       Needs Survey to look for regional trends/needs. A MARAMA survey is also
       distributed and the Executive Director approves the survey prior to distribution and
       studies the results.

   §   The Executive Director calls weekly meetings which include a review of meetings and
       workshops including overall event management. Schedules, priorities, and problems
       are communicated at these meetings. Requesting status updates from staff at these
       meetings helps encourage staff to monitor schedules carefully.

   §   The Executive Director determines cases when course development is necessary and
       plays a key role in shaping the requirements and overseeing the process.

   §   The Executive Director reviews meeting cost summaries and on a quarterly basis
       reviews the status of expenditures versus budget for workshops and training.




                                     Appendix B - Page 1
A P P E N D I X   B




Agenda Development

    §   The Executive Director may participate as part of ad hoc committee for agenda
        development for MARAMA meetings and workshops.

    §   The Executive Director solicits input and ideas for topics and agenda items.

    §   The Executive Director reviews preliminary and final agendas for Level 1 and 2
        meetings.

Event Management

    §   The Executive Director works with the Training Coordinator to establish a general
        budget for planned and scheduled meetings and workshops.

    §   The Executive Director must review and approve and sign all contracts that
        financially obligate MARAMA. This includes:

        §    Instructor and Training Provider contacts
        §    The Executive Director reviews final site selection criteria and approves the final
             site location and facility.
        §    Credit application
        §    Facility Contracts and Event Orders
        §    Authorizing travel and review and approval of Travel Vouchers
        §    Securing outside services such as Audiovisual Equipment Rental, Transportation
             Services, Copy Services or Temporary Personnel services.
        §    Review of hotel/facility bill
        §    Pays the Master Bill (if not direct billed)
        §    Signing all checks

    §   The Executive Director reviews and approves the Registration Memo and Form for
        Level 1 and 2 MARAMA Workshops and Meetings/Committee Meetings.

    §   The Executive Director helps to monitor and track member participation by
        reviewing weekly reports of participants registered for events and also aids in
        determining when to close registration.

    §   The Executive Director determines which MARAMA staff will attend meetings and
        workshops.

    §   If the Executive Director is the only on-site MARAMA staff member, she is
        responsible for the On Site Activities for the meeting to include reviewing facility
        arrangements, registration, distribution of meeting materials, and collecting meeting
        materials at the conclusion.




                                        Appendix B – Page 2
                                                                                A P P E N D I X   B




   §   The Executive Director reviews the Attendee Meeting Evaluation Form prior to the
       meeting and then reviews the Evaluation Summary Report for Level 1-2 meetings.

   §   The Executive Director reviews and provides input for the Post-Workshop Staff
       Evaluation.

   §   The Executive Director may review and personalize speaker thank you letters, if the
       letters are from the Executive Director. Other thank you or commendation letters
       that are addressed to supervisors are signed by the Executive Director.

   §   The Executive Director reviews the Memo to Directors (Level 1 and 2 meetings) and
       must approve the final memo.

Executive Board Meetings

   §   The Executive Director has a key role in preparing for and participating in the
       Executive Board meetings. The MARAMA Executive Director is the Secretary of
       the Board and a non-voting board member.

   §   The Executive Director attends all Executive Board meetings and participates in
       conference calls.

   §   The Executive Director works with the Chair to prepare the agendas for the
       Executive Board meetings and conference calls and obtains speakers.

   §   The Executive Director helps develop the meeting notebooks and financial and status
       reports. Usually a significant amount of time is spent on this in the three weeks prior
       to the Executive Board meetings.

   §   The Executive Director takes notes for minutes at meetings and helps in preparing,
       reviewing and finalizing the meeting minutes for meeting and conference calls.

   §   The Executive Director reviews financial information with the Executive Board
       Treasurer prior to calls/meetings.

   §   The Executive Director communicates regularly with the Executive Board Chair to
       include review of the schedule, meeting locations, and input on draft agendas.

Other Management Review Areas

Training Reimbursements: The Executive Director reviews the budget with the Training
Coordinator to determine if support can be provided for a meeting, how many persons per
member agency can be supported and what the reimbursement amount will be. The Executive
Director authorizes payment for travel vouchers and signs checks.

Reporting: The Executive Director supervises preparation of reports including the MARAMA
Annual Report, MARAMA Directory, Quarterly Director’s Report and quarterly reports required
under various grants.



                                      Appendix B - Page 3
A P P E N D I X   B




Record Keeping:  The Executive Director is responsible to ensure the procedures are in place for
record keeping including consistent organization of files, backup mechanisms, and archiving
procedures.




                                      Appendix B – Page 4
                                                                                A P P E N D I X   B




Job Aid: Technical Lead
The Technical Lead role for MARAMA meetings and workshop activities is usually filled by
MARAMA staff for meetings that are in their area of expertise. At times, the Training
Coordinator or the Executive Director may take on the role of Technical Lead. For contracted
courses, this role is usually fulfilled to some extent by the Training Provider or Contractor. A
summary of the role of Technical Lead related to meetings and workshop support is provided.
Links will go to the detailed procedures in the MARAMA Workshop and Meeting Manual.

Meeting Coordination and Long Term Planning

   §   The Technical Lead assists with Technical Program Development by reading
       technical and regulatory information and attending outside meetings in areas of
       interest to MARAMA member agencies and committees that they work with.

   §   The Technical Lead helps identify potential speakers and topics for workshops and
       meetings. The speakers and topics are maintained in a tracking document which is
       periodically updates by the Technical Lead.

   §   The Technical Lead provides input to the Executive Director and Training
       Coordinator as the Annual Workshop Schedule is developed and updated.

   §   The Technical Lead participates in weekly meetings related to overall event
       management in which schedules, priorities and problems are communicated.

   §   The Technical Lead makes recommendations when course development should be
       considered and plays a key role in shaping the requirements and overseeing the
       process if it is in their training area.

Agenda Development

   For each meeting assigned to the Technical Lead:

   §   The Technical Lead is responsible to complete the Meeting Framework Worksheet
       which helps set the objective and requirements for the workshop or meeting.

   §   The Technical Lead reviews prior MARAMA meeting materials and evaluation
       summary reports if a meeting on a similar topic was held.

   §   The Technical Lead schedules the kick-off meeting for agenda development and if
       necessary, the Technical Lead will organize an ad hoc committee to work on agenda
       development. The Technical Lead is responsible for scheduling the calls/meetings
       and keeping notes.

   §   The Technical Lead coordinates overall agenda development. This includes
       preparation of a preliminary draft (10 weeks), final draft (8 weeks) and final agenda (4
       weeks).




                                      Appendix B - Page 5
A P P E N D I X   B




    §   The Technical Lead is primarily responsible for contacting speakers and presenters
        and extending the initial invitation to participate. The Technical Lead tracks speaker
        information and provides a list of speakers to the Logistics Lead.

Event Management

    §   The Technical Lead may provide input on suggested locations for the event.

    §   The Technical Lead assists the Logistics Lead in obtaining handout materials from
        speakers and identifies reference materials to be included in the meeting notebooks or
        folders.

    §   The Handout Specifications Worksheet (page 1) is reviewed by the Technical Lead to
        document and communicate requirements for the meeting materials to the logistics
        staff.

    §   The Technical Lead reviews the draft Attendee Evaluation Form and customizes it as
        necessary for the meeting or workshop. If necessary, additional surveys may be
        developed by the Technical Lead for distribution to attendees.

    §   The Technical Lead will review and approve a collated Meeting Notebook/Folder to
        ensure everything is correctly organized and all materials are complete for the
        attendee. This includes a review of the Master Index before it is printed.

    §   If designated, the Technical Lead serves as the on-site staff person and carries out the
        On Site Activities to include registration, distribution of meeting materials, daily
        counts, and collecting meeting materials at the close of the meeting. The Technical
        Lead also welcomes speakers/presenters and takes notes if he/she attends the
        meeting.

    §   The Technical Lead reviews draft speaker letters and personalizes them for
        distribution by the Logistics Assistant.

    §   The Technical Lead participates in the Post-Workshop Staff Evaluation process.

    §   The Technical Lead reviews the Evaluation Summaries and the Evaluation Summary
        Report. They also highlight attendee comments that should be included in the
        Quotable Quotes tracking document.

    §   The Technical Lead prepares the Memo to Directors for Level 1 and 2 meetings.

Other Technical Lead Roles

Reporting:  Technical Experts assist in compiling information for MARAMA quarterly reports
about meetings or workshops.

Record Keeping:     The Technical Lead should be familiar with and adhere to the procedures for
storing both electronic and hard copy meeting and workshop files.



                                       Appendix B – Page 6
                                                                                 A P P E N D I X   B




Job Aid: Logistics Lead
The Logistics Lead role for MARAMA meetings and workshop activities is provided by the
Training Coordinator or an Administrative Assistant. A summary of the role of Logistics Lead
related to meetings and workshop support is provided. Links will go to the detailed procedures in
the MARAMA Workshop and Meeting Manual.

Meeting Coordination and Long Term Planning

    §   The Logistics Lead participates in weekly meetings related to overall event
        management in which schedules, priorities and problems are communicated.

Agenda Development

For each meeting assigned to the Logistics Lead:

    §   The Logistics Lead reviews the Meeting Framework Worksheet completed by the
        Technical Lead to ensure the objectives and requirements for the workshop or
        meeting are fully understood.

    §   The Logistics Lead participates in the kick-off meeting and other ad hoc committee
        meetings during agenda development.

    §   The Logistics Lead works with the Technical Lead in the agenda development
        process to ensure that breaks and meals are scheduled appropriately, meeting room
        set-ups are determined and the objective for the meeting is clear.

    §   The Logistics Lead is provided a list of speakers by the Technical Lead and ensures
        that the speakers receive the Confirmation Letter and AV Request Form (in addition
        to the Registration Form).

Event Management

    §   The Logistics Lead is responsible to oversee the Meeting Checklist and schedule for
        the meeting. They coordinate with other staff assigned to roles to ensure that all tasks
        are completed within the schedule timeframe and address any problems and adjust
        the schedule or reassign tasks as necessary.

    §   The Logistics Lead is the primary person responsible for arranging for facilities, food
        and beverage functions and audiovisual equipment. This includes:

        §   Site Selection
        §   Drafting the Meeting Budget (detailed)
        §   Site Survey/Specifications Memo
        §   Negotiating with the facility (supported by Training Coordinator) and obtaining
            bids
        §   Hotel Cost Comparison – recommendation for final site



                                       Appendix B - Page 7
A P P E N D I X   B




        §    Completing the contacts and A/V Needs Worksheet
        §    Identifying A/V needs and making the necessary arrangements
        §    Identifying menu options for breaks and other food functions
        §    Specifying the meeting set-up requirements
        §    Reviewing facility contracts and Event Orders

    §   The Logistics Lead is responsible to generate attendee and speaker communication
        documents/emails to include:

        §    Save the Date announcement
        §    Registration Memo and Registration Form
        §    Travel Directions/Facility Information
        §    Registration Reminder
        §    Registration Confirmation
        §    Speaker Confirmation Memo and AV Request Form
        §    Speaker Reminder Memo

    §   The Logistics Lead monitors the registration process by reviewing the Hotel
        Rooming List and comparing it to the MARAMA registration reports.

    §   The Logistics Lead coordinates field trip activities to include selecting field trip
        location and arranging for transportation for attendees.

    §   The Logistics Lead requests local on-site support for field trips and registration
        process.

    §   The Logistics Lead is the primary contact with the hotel/facility and works with them
        to assure arrangements are made, provides Hotel Rooming Memo to indicate which
        rooms should be added to the Master Account, provides the Final Count/Guarantee,
        reviews bill to ensure accuracy.

    §   Reviews meeting materials/handouts compiled by Logistics Assistant to ensure
        everything is in order, quality control check. Makes recommendation to copy in
        house/send out and if temporary help is needed. Schedule for copying/collating and
        shipping materials, if necessary.

    §   The Logistics Lead reviews the assembled Meeting Master Binder.

    §   If designated, the Logistics Lead serves as the on-site staff person and carries out the
        On Site Activities to include registration, distribution of meeting materials, daily
        counts, and collecting meeting materials at the close of the meeting. They also
        welcome speakers/presenters and takes notes if they attend the meeting.

    §   The Logistics Lead coordinates completion of the Post-Workshop Staff Evaluation
        Form and ensures any follow-up activities are assigned.



                                       Appendix B – Page 8
                                                                               A P P E N D I X   B




    §   The Logistics Lead reviews the Evaluation Summary.

    §   The Logistics Lead reviews invoices/expenses for accuracy and updates the actuals
        against the meeting budget (Budget and Actuals Worksheet) and provides the Cost
        Summary to the Training Coordinator.

    §   For Level 3 Contracted Meetings, the Logistics Lead is the primary point of contact
        with the Training Provider/Contractor. This involves ensuring the Meeting
        Framework Worksheet is completed with the Training Provider, collecting the draft
        and final agendas from the Training Provider, providing updates on registration
        numbers, coordinating copying of handouts if necessary.

Other Logistics Lead Roles

Executive Board Meetings:    The Logistics Lead carries out many of the same activities as he/she
does for other MARAMA meetings including overall management of the checklist/schedule, site
selection, attendee and speaker correspondence, working with the hotel/facility, managing the
schedule for completing the Board Meeting Notebooks and post-meeting review of
invoices/expenses.

Training Reimbursements:       The Logistics Lead generates the Reimbursement Announcement
and the Reimbursement Memo. He/she tracks participants in the Support Participants List and
reviews the Travel Expense Vouchers to ensure they are complete and paid. Summary
information is entered in the Executive Director’s Quarterly Report.

Reporting: MARAMA Staff assist in compiling together information for MARAMA quarterly
reports about meetings or workshops.

Record Keeping:     The Logistics Lead should be familiar with and adhere to the procedures for
storing both electronic and hard copy meeting and workshop files. He/she must ensure that the
Master Files are complete for the meeting and electronic files are in order.




                                      Appendix B - Page 9
A P P E N D I X   B




Job Aid: Logistics Assistant
The Logistics Assistant role for MARAMA meetings and workshop activities is usually provided
by Administrative Assistants and student workers. A summary of the role of Logistics Assistant
related to meetings and workshop support is provided. Links will go to the detailed procedures in
the MARAMA Workshop and Meeting Manual.

Meeting Coordination and Long Term Planning

    §   The Logistics Assistant participates in weekly meetings related to overall event
        management in which schedules, priorities and problems are communicated.

Agenda Development

    §   The Logistics Assistant usually does not have a role in agenda development.

Event Management

    §   The Logistics Assistant needs to be familiar with the lists/groups in the MARAMA
        directory as these are usually the targeted groups for meeting announcements.

    §   The Logistic Assistant prepares generic meeting worksheets and checklists and
        generates meeting labels to be attached to forms/invoices.

    §   The Logistics Assistant completes the credit application to set up direct billing with a
        hotel/facility for approval by the Training Coordinator and signature by the
        Executive Director.

    §   The Logistics Assistant distributes attendee and speaker communication
        documents/emails to include:

        §    Save the Date announcement
        §    Registration Memo and Registration Form
        §    Travel Directions/Facility Information
        §    Registration Reminder
        §    Registration Confirmation
        §    Speaker Confirmation Memo and AV Request Form
        §    Speaker Reminder Memo

    §   The Logistics Assistant is responsible for entering and tracking registrations using the
        MARAMA Contacts Database. Tracking is done by generating database Conference
        Participation report and by requesting the Hotel Rooming Lists periodically from the
        hotel.

    §   The Logistics Assistant registers MARAMA staff in the Contacts Database and
        makes hotel reservations if needed. The Logistics Assistant checks the meeting
        agenda and confers with the Technical Lead to ensure that any MARAMA staff who


                                      Appendix B – Page 10
                                                                                  A P P E N D I X   B




        are attending the meeting are included in the attendee list and are included in the
        hotel rooming memo.

    §   The Logistics Assistant requests exhibit and display materials that will be made
        available at the meeting or workshop.

    §   The Logistics Assistant has a lead role in putting together meeting materials:

        §   Reviews the Handout Specification Worksheet prepared by the Technical Lead
            and determines supplies that should be ordered. Orders supplies to ensure
            receipt in time for collating.
        §   Arrange for copying of meeting materials by a copy service
        §   Collates meeting materials
        §   Prepares the Master Index for meeting notebooks/folders
        §   Generates Name Tags
        §   Organizes Meeting Materials to take to the meeting
        §   Packs meeting materials for shipping/delivery

    §   If designated, the Logistics Assistant serves as the on-site staff person and carries out
        the On Site Activities to include registration, distribution of meeting materials, daily
        counts, and collecting meeting materials at the close of the meeting. He/she also
        welcomes speakers/presenters and takes notes if he/she attends the meeting.

    §   The Logistics Assistant assists with Post-Event Activities:

        §   Contributes to the Post-Workshop Staff Evaluation.
        §   Updates the Contacts Database with the actual attendance information and
            makes changes to registrant contact information as necessary.
        §   Prepares the Evaluation Summary Report by tabulating the attendee evaluations
            and compiling comments. Quotable Quotes are highlighted and added to the
            tracking report. For Level 3 meetings, the Director’s Summary Memo is updated
            with attendee information.
        §   Prepares the draft Speaker Thank You letters for review by the Technical Lead or
            Executive Director. Once finalized, the letters are distributed.
        §   Mails Certificates of Completion for Contracted Courses, if applicable.
        §   Organizes meeting files and helps ensure that the Master Files are complete.

Other Logistics Assistant Roles

Executive Board Meetings:       The Logistics Assistant carries out many of the same activities as
they do for other MARAMA meetings to include distribution of attendee and speaker memos and
registration and putting together the meeting notebooks.

Training Reimbursements:   The Logistics Assistant distributes the Save the Date
announcements, Reimbursement Announcement and Reimbursement Memo/Voucher.



                                       Appendix B - Page 11
A P P E N D I X   B




Registration is tracked using the Support Participants List in Excel. The Logistics Assistant
follows-up to ensure Travel Vouchers are submitted. Once approved and paid, checks are
distributed by the Logistics Assistant and the Support Participants List is updated.

         MARAMA Staff may be requested to aid in putting together information for
Reporting:
MARAMA reports for meetings or workshops in which they were the Logistics Assistant.

Record Keeping: The Logistics Assistant should be familiar with and adhere to the procedures
for storing both electronic and hard copy meeting and workshop files. They are responsible to
help ensure that the Master Files are complete for the meeting and electronic files are in order.




                                     Appendix B – Page 12
                                                                               A P P E N D I X   B




Job Aid: Training Coordinator
The Training Coordinator is instrumental in the overall coordination and oversight of all
MARAMA meetings and workshops to include an on-going review and improvement of
procedures and processes. A summary of the role of the Training Coordinator related to
meetings and workshop support is provided. Links will go to the detailed procedures in the
MARAMA Workshop & Meeting Manual.

Meeting Coordination and Long Term Planning

   §   The Training Coordinator and the Executive Director       meet annually with EPA
       Region III to review training plans and priorities.

   §   The Training Coordinator attends outside meetings, sometimes of other Regional
       Consortia and regularly stays in contact with the training providers to keep current
       with their offerings and training needs.

   §   The Training Coordinator helps identify potential topics for workshops and meetings
       and presents updates to the MARAMA Training Committee members.

   §   The Training Coordinator reviews the findings from the STAPPA/ALAPCO bi-
       annual Air Pollution Training Needs Survey to look for regional trends/needs. The
       Training Coordinator develops the MARAMA Needs Assessment Surveys which is
       distributed to member agencies.

   §   The Training Coordinator develops the Annual Workshop Schedule and drafts
       general budgets that correspond with the planned workshop and meetings for review
       with the Executive Director. The Training Coordinator updates the Annual
       Workshop Schedule on at minimum a monthly basis.

   §   The Training Coordinator develops and distributes the Multi-Workshop General
       Schedule to aid in managing activities for multiple workshops simultaneously. This
       form is used to guide weekly staff meeting discussions.

   §   The Training Coordinator is responsible to update the Weekly Activity Checklists
       which lays out a detailed schedule of tasks and activities for the different types of
       meetings and workshops MARAMA supports.

   §   The Training Coordinator leads discussions at weekly staff meetings related to overall
       event management in which schedules, priorities and problems are communicated.

   §   The Training Coordinator manages course development and plays a key role in
       shaping the requirements and overseeing the process.

Agenda Development

   §   The Training Coordinator participates in the review of the preliminary and final
       agendas.



                                      Appendix B - Page 13
A P P E N D I X   B




Event Management

    §   In consultation with the Executive Director, the Training Coordinator identifies staff
        for the roles of Technical Lead, Logistics Lead and Logistics Support for MARAMA
        Meetings.

    §   The Training Coordinator sets up the initial hard copy and electronic files for new
        meetings.

    §   The Training Coordinator provides oversight and review of staff and the schedule.

    §   The Training Coordinator assists in the site selection process by maintaining a
        facilities document/database and provides suggestions and recommendations for
        determining the final site. The Training Coordinator provides guidance for
        negotiating with potential hotel/facilities.

    §   For Level 3 Contracted Meetings, the Training Coordinator makes the initial contact
        to secure the Training Provider/Contractor for the meeting and helps determine if
        field trips are required.

    §   The Training Coordinator is primarily responsible to set up the budget worksheet for
        the meeting and sets the meeting fee.

    §   The Training Coordinator reviews all contracts that impact the meeting budget. This
        includes:

        §    Instructor and Training Provider contacts
        §    Facility Contracts and Event Orders
        §    Securing outside services such as Audiovisual Equipment Rental, Copy Services
             or Temporary Personnel services.
        §    Review of Travel Vouchers
        §    Review of hotel/facility bill

§   The Training Coordinator reviews attendee                and   speaker    communication
    documents/emails prior to distribution to include:

        §    Save the Date announcement
        §    Registration Memo and Registration Form
        §    Travel Directions/Facility Information
        §    Registration Reminder
        §    Registration Confirmation
        §    Speaker Confirmation Memo and AV Request Form
        §    Speaker Reminder Memo




                                      Appendix B – Page 14
                                                                                 A P P E N D I X   B




    §   The Training Coordinator helps to monitor and track member participation by
        reviewing weekly reports of participants registered for events and also aids in
        determining when to close registration.

    §   The Training Coordinator makes recommendations on the use of outside services for
        copying and temporary help based on staff workloads.

    §   If the Training Coordinator is the only on-site MARAMA staff member, they may be
        responsible to carry out the On Site Activities for the meeting to include reviewing
        facility arrangements, registration, distribution of meeting materials and collecting
        meeting materials at the conclusion.

    §   The Training Coordinator reviews the Attendee Meeting Evaluation Form prior to
        the meeting and then reviews the Evaluation Summary Report for Level 1-2
        meetings.

    §   The Training Coordinator provides input for the Post-Workshop Staff Evaluation.

    §   The Training Coordinator reviews the Memo to Directors (Level 1-2 meetings) and
        must approve the final memo.

    §   The Training Coordinator ensures that the Annual Workshop Schedule and meeting
        information is updated on the MARAMA web site (provides to web master).

Other Training Coordinator Roles

Executive Board Meetings:         The Training Coordinator provides general oversight of the
activities and schedule and participates as requested in helping to prepare materials for the Board
Meeting Notebooks.

Training Reimbursements:      The Training Coordinator reviews the budget with the Executive
Director to determine if support can be provided for the meeting, how many persons per
member agency can be supported and what the reimbursement amount will be. Often, the
Training Coordinator takes on the role of Logistics Lead. The Training Coordinator generates the
Weekly Activity Checklist and sets up the hard copy and electronic meeting files.

Reporting:   The Training Coordinator helps put together reports to include: the MARAMA
Annual Report, MARAMA Directory, Quarterly Director’s Summary Memo and Funding Grants
Status Reports.

Record Keeping: The Training Coordinator reviews and updates the procedures for record
keeping and conducts quality control to ensure consistent organization of files and that backup
mechanisms and archiving procedures are in place.




                                      Appendix B - Page 15
                        C
                        Appendix
A P P E N D I X   C




C. Meeting Management
Guidebook
                                                                  D
                                                                   Appendix
A P P E N D I X   D




D. Sample Documents and
Forms
Meeting Checklists
D – 1. Meeting Checklist – MARAMA Meetings & Workshops/Committee Meetings
D – 2. Meeting Checklist – Contracted Meetings and Courses
D – 3. Meeting Checklist – Executive Board Meetings
D – 4. Meeting Checklist – Training Reimbursements


Meeting Set-up Checklists, Worksheets and Templates
D – 5. Meeting Framework Worksheet
D – 6. Facility Spec Sheet Memo
D – 7. Site Visit Checklist (optional)
D – 8. Hotel Cost Comparison Worksheet
D – 9. Meeting Labels
D – 10. Contacts & AV Needs Worksheet
D – 11. Level 3 Contacts & AV Needs Worksheet
D – 12. Budget and Actual Costs Worksheet


Attendee and Speaker Communication Templates
D – 13. Save the Date Announcement
D – 14. Registration Form - With Fee
D – 15. Registration Form - Without Fee
D – 16. Registration Memo
D – 17. Registration Reminder Memo
D – 18. Registration Confirmation Memo
D – 19. Speaker Confirmation Memo - Federal Speaker
D – 20. Speaker Confirmation Memo - MARAMA agency speaker
D – 21. Speaker Confirmation Memo - External speaker
D – 22. Audiovisual Request Form



                                 Appendix D – Page 1
A P P E N D I X   D




D – 23. Speaker Registration Reminder Memo


Hotel Document Checklists, Worksheets and Templates
D – 24. Hotel Rooming Memo
D – 25. Audio-Visual Worksheet (optional)
D – 26. Break Planner Worksheet (optional)
D – 27. Pre-Conference Hotel Review Checklist (optional)
D – 30. One Week Before Checklist (optional)


Meeting Materials Checklists, Worksheets and Templates
D – 28. Attendee Meeting Evaluation Form
D – 29. Handout Specifications Worksheet
D – 31. Name Tags
D – 32. Workshop Supplies Checklist
D – 33. Folder Labels 3.5 x 1
D – 34. Post-Workshop Staff Evaluation Form
D – 35. Speaker Thank You Letters


Reports/Tracking Documents
D – 36. Topic and Speakers List
D – 37. Annual Training Schedule
D – 38. Multi-Workshop General Schedule
D – 39. Quotable Quotes
D – 40. Quarterly Meeting Summary Memo
D – 41. Memo to Director
D – 42. Conference Participation List - Regular
D – 43. Conference Participation List – With Comments and Dates
D – 44. Conference Participation Table
D – 45. Evaluation Summary Report


Level 4 Training Reimbursement Templates
D – 46. Reimbursement Announcement
D – 47. Reimbursement Memo
D – 48. Reimbursement Form
D – 49. Support Participants




                                    Appendix D – Page 2
                                                                          E
                                                                          Appendix
A P P E N D I X   E




E. Vendor & Training Provider
Contact Information
Vendors
Hotel Location Services
      Accommodations Contact
      Karen Garcia, President              Email: Karen@rooms4u.com
      PO Box 30439                         Phone: 703-971-6200
      Alexandria, VA 22310-0439            Fax: 703-971-4066
      rooms4u.com

Copy Services
     Sir Speedy
     401 Washington Avenue                 Email: sirspdy@earthlink.net
     Suite Lower Level 5                   Phone: 410-825-1300
     Baltimore, MD 21204                   Fax: 410-825-1509


        Copy Cats




Temporary Employment Services
    Office Team
    Jacalyn Breeden, Staffing Manager      Email: jacalyn.breeden@officeteam.com
    401 E. Pratt Street, 14th Floor        Phone: 410-385-1860
    Baltimore, MD 21202                    Fax: 410-659-6765


Car Rental Agencies

Check the MARAMA website




                                  Appendix E – Page 1
A P P E N D I X   E




Travel Agencies

Check with the Senior Administrative Assistant

Training Providers
Air Pollution Training Institute

        US EPA                                        Phone: 919-541-5492
        Office of Air Quality Planning & Standards    Fax: 919-541-5678
        Education and Outreach Group
        Mailcode E 143-01
        Research Triangle Park, NC 27711

        Registration: Deborah Miller (miller.deborah2@epa.gov)
        Course Development: Geri Dorosz (dorosz.geri@epa.gov)
        Other APTI Centers: Jerry Yarn (yarn.jerry@epa.gov)

        http://www.epa.gov/air/oaqps/eog/index.html

California Air Resources Board

        Nancy DeVore                                  Email: ndevore@arb.ca.gov
        Training & Compliance Assistance Branch       Phone: 916-327-0646
        1001 I Street                                 Fax: 916-445.5745
        PO Box 2815
        Sacramento, CA 95812

        http://www.arb.ca.gov/training

Rutgers Air Compliance Center

        Mike Gallo, Jr.                               Email: migallo@rci.rutgers.edu
        24 College Farm Road                          Phone: 732-932-7715
        Department of Environmental Sciences          Fax: 732-932-8655
        New Brunswick, NJ 08901

Rutgers Air Training Center

        Barbara Turpin                                Email: turpin@aesop.rutgers.edu
        Rutgers University                            Phone: (732) 932-9540
        Department of Environmental Sciences          Fax: (732) 932-8544
        14 College Farm Road
        New Brunswick, NJ 08901




                                     Appendix E – Page 2
                                                                            A P P E N D I X   E




University of Cincinnati

        Dr. Sumana Keener                             Email: sumana.keener@uc.edu
        Environmental Training Institute                      Phone: 513-556-2542
        Dept. of Civil and Environmental Engr.        Fax: 513-556-2599
        Room #765, Baldwin Hall
        PO Box 210071
        Cincinnati, OH 45221-0071
        http://www.uc.edu/eti/index.html

University of Illinois

        Peter A. Scheff                               Email: pscheff@uic.edu
        School of Public Health                       Phone: 312-996-2094
        2121 West Taylor Ave                          Fax: 312-413-9898
        Chicago, IL 60612
University of Texas - Arlington

        Air Pollution Training Academy                Email: lrgarcia@uta.edu
        South -West Environmental Education           Phone: 814-272-2915
                Training Center                       Fax: 814-272-2921
        Lou Rene Garcia
        Box 19200
        Arlington, TX 76019-0200




                                     Appendix E - Page 3

				
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