SECRETARIAT / REGISTRATION

Roles and Responsibilities

Communication
a. Sends all memos for invitations to the event, date of the event, venue, registration guidelines, deadlines for payments and area allocations.
b. Helps the promotion team to distribute/cascade all promotional materials to the areas.
c. It makes sure there are open communication lines among participating areas

Registration procedures and schemes
a. Coordinates movements of registration of all delegates
b. It places orders for the ID kits and materials
c. It finalizes number of delegates for the kits and ids
d. It organizes a smooth flow of on site registration and maintains a booth throughout the event for assistance to the delegates.
e. Oversee on the local and foreign registration sending of memos to the areas
f. Focuses on the local and foreign registration/ sending of memos to the areas
g. Coordinates with the Marketing Committee with the Tour packages available
h. On-site information booth
i. Arranges the IDs/conference kits
j. Coordinates with Food/ Accommodation and Transportation committee with the final number of registered participants
k. Submits a copy of the list and number of registered participants to Personnel for accident insurance

 Provides the official receipt of delegates
 Takes care and manages the information booth (on-site)
 Makes the template of Letters to parents (waivers etc)

Update per Madel's Event Management Training

SECRETARIAT
Communication
a. Sends all memos for invitations to the event, date of the event, venue, registration guidelines, deadlines for payments and area allocations.
b. Sends periodic memos to all areas with important conference guidelines, important updated information from relevant committees (competition guidelines, generic program flow, security and traffic guidelines, hotel accommodations etc)
c. Helps the promotion team to distribute/cascade all promotional materials to the areas and states.
d. It makes sure there are open communication lines among participating areas
e. Must have all the list or directory of ACCs or delegation heads from other states for communication dissemination

Registration procedures

a. Coordinates movements of registration of all delegates from each area and state.
b. Have access to the website for delegation head count of each area and state.
c. Places orders for the ID kits and materials to procurement (event head or elder in charge)
d. It finalizes number of delegates for the kits and ids to be requested
e. It organizes a smooth flow of on site registration and maintains a booth throughout the event for assistance to the delegates.
f. Arranges the IDs/conference kits on the day of the conference. Come up with a scheme for better distribution of these materials on the day.

g. Provides the official receipt of delegates

h. Takes care and manages the information booth (on-site)




In relation to other committees

a. Updates Food committee for final head count
b. Coordinates with program for ID design and kit design only
c. Coordinates with event procurement for ordering of ID and Kit
d. Coordinates with Accommodations committee for hotel listing and any promotions
e. Coordinates with Program flow, program updates that delegates need to know about.
f. Coordinates with Marketing committee for any marketing promotions to be disseminated to the delegates
g. Submits a copy of the list and number of registered delegates to Event Personnel for accident insurance
h. Does minutes of the meeting for every Committee meeting and sends a copy to all committee heads at the end of the day
i. Keeps a Masterlist of Committee Heads and their contact information