Subcommittee Responsibilities

Once the site for the Forum is selected, there are a number of projects that must be done by this subcommittee. More detailed information with a suggested timetable can be found in a document entitled Hosting the Forum Task Timetable.

  • Parking for the recruiters, keynote speaker, workshop leaders, Planning Committee, and buses.
  • Adequate signs leading to all meeting facilities, parking areas, location of recruiters, lunch distribution area for students, lunch distribution area for recruiters, workshop panelists, planning committee members, where buses drop off students at the beginning of the day and pick up students at the end of the day. This may also include balloons as markers along the paths that students are to use.
  • Adequate signs leading to rest room areas.
  • Volunteer or paid student workers who can assist with distribution and collection of evaluations at the end of each workshop. The students must be standing at the exit doors when the workshop concludes. The Chair of the Evaluations Subcommittee will hold a student worker orientation the day before the event.
  • Volunteer or paid student workers strategically located to give directions and respond to general inquiries. These workers must be available throughout the day. It is helpful if volunteer or paid students workers wear a Forum-designed T-shirt on the day of the event. It helps those visiting the host campus to find someone who can answer questions or give directions. It is suggested that the student workers bring a book to read during "down time."
  • Catering for the day includes lunch for the students, recruiters, workshop leaders and the planning committee. There should also be a hospitality suite for recruiters and workshop leaders to have coffee, tea, juice, water and a mid-morning and mid-afternoon snack.
  • Individual bottles of water should be available in each workshop room throughout the day. Individual bottles of water should also be placed in the vicinity of the recruiters or on each table. The person delivering the water should remove the bottles from the carton or open the shrink-wrapped package.
  • Set-up of all tables and chairs for recruiters. If outside, tents or umbrellas must be available to protect the recruiters from the sun (UC Santa Cruz) or even rain (UC San Diego).
  • Arrange for audio-visual/Power Point presentations that might be part of one or more workshops. The Program Subcommittee should notify the Local Arrangements Subcommittee of any needs at least two weeks prior to the Forum.
  • The Local Arrangements Subcommittee should make arrangements at a local hotel for those who need to stay overnight and/or over the weekend. All recruiters, planning committee members, and other participants should stay at the same hotel. A local hotel usually gives the Forum a reduced price for the guarantee of a certain number of guests.
  • The Local Arrangements Subcommittee should plan the Friday evening social event for the California Pre-Doctoral Scholars and the recruiters, in consultation with the CSU Office of the Chancellor. This should be held at the same hotel where everyone will stay.
  • Designate a place where students can sit and each lunch.
  • Tables for registration of the students should be adjacent to the plenary session.
  • Tables for registration of the recruiters should be in the vicinity of where they will spend the day.
  • If the price is reasonable, a certain number of rooms should be reserved at the same hotel for students who must travel the day before the event. If the price is not reasonable, rooms at a less expensive motel/hotel should be reserved. The Forum pays for the rooms for these students.
  • The day before the Forum, the Local Arrangements Subcommittee is responsible for assembling the student, recruiter, and workshop panelist packets. The student packet includes: the Program, Instructions for Completion of Student Forms, a student data form, an overall evaluation form, workshop evaluation forms, floor plan of recruiter seating, the UC publication, Continue the Journey, A Student's Guide to Graduate Study in the California State University, and The California Independent Colleges and Universities (The Guide), and a sharpened Number 2 pencil. The recruiter packet includes: the Program, instructions for completion of recruiter evaluation form, reservation form for the next Forum, a floor plan of recruiter seating, lunch ticket or debit card, and name tag. The workshop panelist packet includes: the Program, lunch ticket or debit card, and name tag.
  • The Committee must make arrangements for those with disabilities. The Student Participation Subcommittee will provide the information including the particular needs of each individual.
  • The Local Arrangements Subcommittee should have some form of communicating with one another on the day of the event - two-way radios or cell phones. A designated campus phone that is "peopled" throughout the day should be available in case of emergency. This number should be given to all members of the Planning Committee and workshop leaders.
  • The host campus should determine if it has the capacity to store materials that recruiters want to ship ahead of the event. If so, explicit instructions must be given to the Recruiter Subcommittee. Part of the consideration is how and when the materials can be moved from storage to the location where the recruiters will be. If the campus cannot put the materials in a secure location the day prior to the Forum and if the campus does not have shipping and receiving access on the day of the Forum, recruiters can either choose to bring the materials with them or ship them to the hotel. In either case, the host campus must provide information to the Recruiter Subcommittee so it can be relayed to the recruiters.