Florida Section of MAA                                                                                               FTYCMA

MAA FL-FTYCMA Joint Annual Meetings

Local Arrangements Checklist

Notes on preparations for hosting the Annual Joint Meetings of FL-MAA and FTYCMA.

  • Motels (Do early)
    • Rooms for 100+ close to campus if possible but option for less expensive at a distance
    • Determine how long a group of rooms can be held (this is high season for FL)
    • Motel information posted to website with prices, group rate codes, and reserve by dates
  • Meeting Rooms (Do early)
    • 1 auditorium for plenary addresses (holds 150+)
    • 6 classrooms (holds 30+) for contributed papers
    • 1 or 2 computer labs for workshops
    • 1 good size space in central location for publishers
    • 1 good size space for registration and MAA book sales
    • 1 good size space for FTYCMA workshop
    • 1 hospitality room in a central location available throughout conference
    • 1 computer room for attendees to check email, if possible
    • 1 large room for student activities
    • 1 meeting room for Executive Committee of FLMAA (< 20), Friday morning only
    • 1 meeting room for FTYCMA workshop (40+), Friday morning only
    • Determine technology available for each room and communicate to Program Chair
  • Personnel Assistance (Ask early)
    • Ask campus PR to advertise in campus news and local paper
    • Campus police/security notified of the meeting and the attendance of 200+ visitors
    • Campus administrator to deliver welcoming and/or closing remarks
    • Technology person available day of conference
    • Transportation for Plenary Speaker(s)
    • Presiders for each session
    • Student ambassadors (if possible) to provide directions
  • Directions, Parking & Signage
    • Map of campus posted to website and included in program
    • Driving directions from points north, south, east, and west to the campus
    • Free (if possible) and well-marked parking; if not free, detailed procedures on website
    • Signage on campus to parking and then from parking to registration area
    • Check Signage for MAA Section Meetings for room sign templates
  • Registration
    • 7 six-foot tables for registration and MAA book display
    • Registration area should be in a central location
  • Food
    • Work with campus caterer to develop a menu for Friday evening banquet and Saturday luncheon. Provide for a vegetarian choice. Costs for each meal should be listed on registration forms. (Student meals are partially subsidized by FLMAA.) Submit final head count to caterer about one week before meeting. Post menu on website, if possible.
    • Arrange for hospitality room to have coffee, ice water, and snacks.
    • Work with caterer and FLMAA Secretary/Treasurer to obtain invoices and effect payment to the caterer.
  • Publishers
    • Contact book publisher reps and invite them to set up a table. Cost to publishers for setting up a table for the entire length of the meeting is $400.
    • Publisher area should be centrally located to ensure lots of foot traffic.
    • Check with individual publishers as to needs – one table or two (same price), access to electrical outlets, etc.