Rotary District 5030 District Conference
Conference Implementation Guide
A Comprehensive Guide for On-Site Coordination, Logistics and Conference Delivery
10-12-2025
Version 1.1
Document Revision and Control Log Revision
1.0 10/12/2025
1.1 10/13/2025
Initial release of draft Tom Leonidas
Minor updates; add Document Control table. Added banner layout and Table of Figures. Added section on district mandated activities
Tom Leonidas
Rotary District Conference Implementation Guide
For On-Site Setup & Operations
Purpose of Guide
This Conference Operations Guide is designed to help each conference team member understand their role, the overall goals, and the desired outcomes of the Rotary District Conference. It aims to provide comprehensive steps and instructions for executing all on-site operations, from load-in through teardown, ensuring smooth coordination, timely transitions, and a professional attendee experience.
1. Conference Goals
The Rotary District 5030 Conference in Walla Walla is more than an event, it’s an experience. Set amid the welcoming charm and rich character of Walla Walla, this conference is designed to inspire, connect, and create lasting memories. Attendees will enjoy high-caliber speakers, engaging sessions, and opportunities for fellowship and fun. More than just a weekend together, it’s a celebration of Rotary’s spirit reminding us of the power of community and the immense value district conferences bring. Financially, our goal is to break even or achieve a modest surplus, with any net proceeds proudly donated by the district to a Rotary cause.
2. District Bylaws Mandated Activities
Per Rotary District 5030 Bylaws, the annual District Conference includes key business requirements. A District Business Meeting must be held, with a representative from each club in attendance. The District Governor and District Secretary, in coordination with the District Finance Committee, are responsible for organizing and leading this meeting. Additionally, the formal passing of the District Governor’s home club banner, symbolizing the transition of leadership, will take place during the final closing banquet.
3. Conference Overview
A high-level outline of the event schedule to orient all committee members and volunteers.
Thursday – Governor’s Reception & Dinner (Invitation Only)
▪ Arrival and hotel check-in throughout the day.
▪ Registration/Packet Pick Up desk (at the Marcus Whitman) opens mid-afternoon for early arrivals.
▪ Location of Governor’s reception and dinner: Walla Walla Country Club: 1390 Country Club Road, Walla Walla, WA 99362.
▪ Governor’s Reception & Dinner is invitation only for past District Governors, conference committee, and other invited guests. Cash bar will be available.
▪ AV: Podium and podium mic
▪ Attire: Business casual or cocktail attire.
▪ Raffle tickets available for sale.
Friday – Golf, Service, Business Meeting, Opening Keynote/Banquet
▪ All events except for the service project and golf tournament will take place at Marcus Whitman Hotel & Conference Center.
▪ Registration/Packet Pickup desk opens.
▪ Morning (Off-Site): Rotary Golf Tournament at Walla Walla Country Club; District Service Project (to be determined).
▪ Afternoon: District Business Meeting (official session requiring one voting representative per club); followed by free time and networking.
▪ Evening: Opening Reception, Banquet & Keynote hosted reception with cash bar available, banquet, keynote speaker, and raffle sales near entry foyer.
Saturday – Sessions, Receptions, Keynotes and Banquet
▪ All events will take place at the Marcus Whitman Hotel & Conference Center.
▪ Morning: District highlights, morning keynote and breakout sessions. In memoriam presentation.
▪ Afternoon: Breakout sessions; free time as allowed.
▪ Raffle tickets available for sale at the Registration/Packet Pickup table and with roving ticket sellers at receptions and banquets with Square payment terminals Evening: Foundation reception, general reception, keynote and banquet. Awards and recognition, auction, raffle drawing. Cash bar available at all receptions. Passing of district governor banner to district governor-elect.
Sunday – Closing & Farewell (TBD)
▪ A Sunday session is currently tentative and not confirmed.
▪ If a Sunday session is included it will be a farewell breakfast and closing plenary with recognitions. It will be at the Marcus Whitman Hotel & Conference Center.
▪ Final teardown by early afternoon.
Post Conference
▪ All attendees will receive an email thanking them for their attendance at the conference.
▪ A short post conference survey link will be provided to gather insights to use in planning future events, along with collecting testimonials.
4. Conference App and Experience Guide
The Rotary District 5030 Conference will use a mobile app and online Experience Guide as the central source for all program content, including schedules, speaker bios, maps, sponsors, and real-time updates. Each attendee’s name badge will include
a QR code for instant app download and access on-site. All information will be available digitally no printed program will be provided.
5. On-Site Command Structure
▪ The On-Site Command Structure ensures clear coordination throughout the District 5030 Conference. Conference Co-Chairs provide overall leadership, with an Operations Lead managing real-time logistics and directing teams for AV, food & beverage, volunteers, and hospitality. All on-site issues that require hotel action must flow through the Operations Lead who will confer with Ann Liberato to maintain consistent communication and seamless execution.
▪ Conference Operations Center: located in the Boardroom on the second floor of the hotel.
▪ Hotel Interface. Ann Liberato is the single point contact that provides instructions to the Marcus Whitman Hotel. This is to avoid giving the hotel direction that contravenes the terms and conditions of our contract with the facility. No one on the conference team shall give direction to any hotel representative or employee directly unless cleared with Ann Liberato.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
6. Pre-Arrival Preparation
▪ Transport of Items: individual items will be assigned to specific conference team members for transport to and from the conference. We may consider shipping certain items ahead to the hotel.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
7. Hotel Venue Setup
▪ Registration/Packet Pickup: Two (2) 6-foot long tables with four (4) power strips for laptops, badge printer and Square payment terminals, and four (4) folding chairs.
▪ Mainstage (Explorer Ballroom): Banquet style seating; club banners hung on long walls and back wall. One (1) 6-foot long table, two (2) folding chairs, power strip for laptops and Square payment terminals.
▪ Hotel to provide table numbers on stands to be provided on tables at evening banquets
▪ Breakout Rooms: Theater style seating in all breakout rooms One (1) 6-foot table at end of room for information and flyers.
▪ Room Switchovers: The hotel staff will provide all room switchovers and set up between events. The Explorer Ballroom is a room that is subdividable into three rooms. On Saturday after breakfast concludes, 1/3 of the room will be separated off (into Lewis room) for breakout sessions. It will be reconfigured as one large room for the evening banquet.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
8. Audio-Visual & Production Setup
▪ Mainstage (Explorer Ballroom):
o Stage/dais, side steps to stage, podium, podium microphone
o Lavalier wireless microphone for speaker
o Three (3) handheld wireless microphones for Q + A, auction support, and others.
o AV vendor furnished laptop.
o Projector
o Projector screen
o Confidence monitors along long walls of ballroom
o Sound reinforcement speakers placed strategically along sides of room to project sound toward attendees
o Options being explored (priced separately from basic scope of work):
▪ Live captioning
▪ For the Friday district business meeting only, the ability to accommodate district required leadership that cannot attend in-person. This will require cameras and a virtual meeting platform to be provided by the AV vendor for this specific event.
o
▪ Breakout Rooms:
o Podium with podium mic
o Wireless lavalier mic for speaker
o One (1) wireless handheld mic for Q + A
o AV Vendor furnished laptop
o Projector
o Projector screen
▪ AV vendor to provide on-site technical support.
▪ AV vendor to have spare laptops available for any inoperative laptop scenario.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
9. Registration and Packet Pick Up
▪ Name badges for registrants and guests will be pre-printed and assembled into 5” x 6” badge packet envelopes ahead of the conference. These packets will be transported to Walla Walla and will be set up and sectionalized alphabetically by last name and placed in folding egg crates for easy organization
▪ Badge lanyard holders will be placed on the registration table for registrants to retrieve their own badge lanyard.
▪ An assortment of badge ribbons (ex: first time attendee, guest, district governor, club president., etc.) sorted in boxes will be provided from which attendees can pick and choose as appropriate.
▪ Square payment terminals will be provided at the Registration and Packet Pickup table to process on-site and walk in registrations and to purchase raffle tickets.
10.Food & Beverage Coordination
▪ Food and Beverage operations are governed by the conference contract with the Marcus Whitman Hotel. To maintain consistency and comply with contract terms, Ann Liberato is the only authorized conference team member to give direction or make requests to hotel banquet or catering staff. All F&B needs or issues must be routed through Ann Liberato
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
11. Raffle & Auction Operations
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
12. Volunteer & Staffing Management
▪ Recruitment Coordination: District-wide call for volunteers through club presidents and newsletters; targeted outreach to Walla Walla Noon and Sunrise Rotary Clubs coordinated by Ann Liberato.
▪ Recruitment Timing: Begin 4–5 months prior to the conference to secure commitments.
▪ Scheduling Platform: An electronic sign up form has been created and is accessible with this link: https://tinyurl.com/WWDCVolunteer
▪ Orientation: Conduct a virtual briefing two weeks prior and an on-site orientation session on Thursday afternoon and Friday morning.
▪ Recognition: Volunteers will receive small thank-you gifts, and acknowledgment during Saturday’s closing plenary session.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
13. Exhibitor Coordination
▪ Space is allotted in the ballroom reception area (which is also the conference registration area) for clubs that wish to bring easels and boards to display club projects. The space is limited.
▪ Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
14.Incident & Contingency Management
Effective incident and contingency management to ensure that the Rotary District 5030 Conference runs smoothly even when unexpected situations arise. Clear procedures, fast communication, and calm leadership are critical for maintaining attendee safety and minimizing disruption. All volunteers and leads should be familiar with these protocols and know where to find emergency contacts and supplies.
Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix C.
15. Teardown & Load-Out
Detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
16. Post-Event Wrap-Up
Following the District 5030 Conference, the team will hold a Post-Conference Retrospective to review what worked well, what can be improved, and key lessons learned. Each lead area program, logistics, AV, registration, volunteers, sponsorship, and communications will share brief feedback. Additional tasks include final budget reconciliation, sending thank-you notes to sponsors and volunteers, managing storage and returns, archiving documents, and preparing a summary report for the District Governor and future conference teams.
Other detailed instructions for each area are covered during pre-planning and rehearsals. See Appendix A for operational checklists.
17. Appendix A – Operational Checklists
The following checklists are provided for on-site execution. Each team lead should initial completed items daily
Event Day:
Pre-Arrival Preparation
Task
Confirm hotel Banquet Event Orders (BEOs) and room layouts
Verify AV order and rehearsal times
Set up signage and registration materials
Confirm volunteer assignments and shifts
Deliver raffle and sponsor items to hotel
Load-in coordination with hotel security
Room Setup
Ann Liberato
Jason Richert
Alan Merry
Jim Pullin
Main Ballroom: Stage, podium, banners, AV table Alan Merry
Main Ballroom: Set up table decorations
Breakout Rooms: Seating, microphones, signage
Beverly Jacobson
Alan Merry, Jason Richert
Raffle/Auction Area: Alan Merry
Task Responsible
Tables, signage, security
Storage Area: Identify area with hotel, Labeled bins and secured access Alan Merry
Audio-Visual & Production
Task Responsible
Conduct technical rehearsal Thursday evening
Test microphones and sound levels
Jason Richert
Jason Richert
Load presentations onto laptops Jason Richert
Backup files on USB drive Jason Richert
Review cue sheets and Run of Show with MC
Food & Beverage
Task
Confirm headcounts and special meals with Banquet Captain
Coordinate timing of Banquet service with AV cues for each meal
Verify beverage stations throughout day
Raffle & Auction
Jason Richert
Ann Liberato
Ann Liberato
Ann Liberato
Task Responsible
Display gambling license at sale points Julie Shott
Activate ticket sales at registration and events
Jim Pullin
Reconcile cash daily Paula DelGuidice
Announce winners during plenaries Tim Leahy, Kate Matos
Teardown & Load-Out
Task Responsible
Confirm teardown times with hotel and vendors
Collect signage and Rotary banners
Alan Merry
Alan Merry
Inventory materials before departure Alan Merry
Conduct final walkthrough with banquet captain Alan Merry
Deliver thank-you cards to hotel and vendor staff Alan Merry
18. Appendix B – Volunteer Management
19. Appendix C – Site Layout Diagrams
Figure 1 - First Floor Plan
Figure 2 - Second Floor Plan
Figure 3 - Example Club Banner Layout
20. Appendix D – Incident & Contingency Management
Incident Response Procedure
• 1. Assess the Situation
o Identify the nature of the issue (medical, safety, facility, AV, weather, etc.).
o Determine if immediate emergency services are required.
• 2. Contact Appropriate Resources
o Life-threatening emergencies: Call 911 immediately and notify hotel security.
o Non-emergency incidents: Notify the Operations Command Post or the Conference Operations Lead (Alan Merry).
o Maintain communication with hotel management for facility-related problems.
• 3. Activate the Chain of Command
o Operations Lead notifies:
▪ District Conference Co-Chairs
▪ Hotel Banquet Captain or Manager
▪ Relevant functional lead (AV, F&B, Registration, etc.)
o Document the time, location, and brief description of the incident.
• 4. Secure and Support
o Keep attendees clear of the area.
o Provide immediate assistance (first-aid, directions, or information as appropriate).
o Assign a volunteer to manage crowd flow or reroute attendees if necessary.
• 5. Communicate Clearly
o Use radios or text groups to share verified updates only.
o Designate one spokesperson (usually the Operations Lead or Co-Chair) for any official announcements.
• 6. Resolve and Record
o Once the situation is under control, record key details: date/time, nature of issue, actions taken, and outcome.
o Submit report to Operations Lead for inclusion in the Post-Event Debrief Log.
• 7. Review and Follow-Up
o Discuss incident during the daily evening debrief.
o Identify preventive measures for future events.
o Send appropriate acknowledgments (e.g., thank-you notes to hotel or first responders).
21. Appendix E – Lost & Found Procedure
Overview
The Lost and Found process ensures that personal items misplaced during the Rotary District 5030 Conference are handled securely, documented properly, and returned efficiently. Maintaining professionalism, transparency, and clear communication reinforces attendee trust and minimizes disruption. All volunteers and staff should understand how to manage lost items according to this procedure.
Lost and Found Procedure
• 1. Establish Lost and Found Location
o The Registration Desk will serve as the central Lost and Found point
• 2. Receiving Found Items
o When an item is turned in, the receiving volunteer completes a Lost and Found Log entry noting:
▪ Date and time item was found
▪ Description of item (brand, color, identifying features)
▪ Location where it was found
▪ Name of person who found it (if applicable)
o Tag the item with its corresponding log number and store it in a designated container or envelope.
• 3. Assisting Attendees with Lost Items
o If an attendee reports a lost item:
▪ Check the log and inventory immediately.
▪ If the item is found, verify ownership (e.g., description, ID, claim validation).
▪ Have the claimant sign the Lost and Found Claim Form noting the date/time of return.
o If the item is not yet found, record the person’s name, contact information, and description of the lost item in the log for follow-up.
• 4. Securing Items
o Valuables (wallets, keys, electronics, jewelry) must be locked in secure storage with access limited to the Operations Lead or Registration Lead.
o Non-valuable items (e.g., umbrellas, water bottles, apparel) may be kept in a designated Lost and Found box at registration.
• 5. Daily Review and Communication
o At the end of each day, the Registration Lead or Operations Lead reviews the log and confirms the security of all unclaimed items.
o Announcements for significant lost items (e.g., phone, wallet) may be made discreetly at the next session or posted at the registration area.
• 6. End-of-Conference Handling
o At conference close:
▪ Review all remaining unclaimed items.
▪ Contact identified owners when possible.
▪ Deliver unclaimed items to the hotel’s front desk or security office for final retention and retrieval.
▪ Record the transfer details (date/time and receiving hotel staff member) in the Lost and Found Log.
• 7. Documentation and Record Retention
o Keep the completed Lost and Found Log and claim forms as part of the conference’s post-event records.
o Summarize any notable items or incidents in the Post-Event Debrief Report.
22.Appendix F – Committee Roles and Responsibilities
Overview
The success of the Rotary District 5030 Conference depends on coordinated leadership, clear communication, and defined accountability across all operational areas. Each functional lead is responsible for planning, execution, and issue resolution within their area, while maintaining close coordination with the Conference CoChairs and Operations Lead
All leads meet daily on-site to review the schedule, confirm readiness, and address emerging needs.
Conference Leadership Team
Role / Lead
District Governor (Jeff Borek)
Primary Responsibilities
Serves as the official Rotary District 5030 representative and conference host; provides overall leadership and guidance; delivers keynote remarks and presides at plenary sessions; ensures alignment with Rotary International goals and promotes district unity.
District Governor Chief of Staff (Martha Sidlo)
District GovernorElect (Patricia Chapman)
District GovernorElect Chief of Staff (Mike Chapman)
Provides administrative and logistical support to the District Governor; coordinates district-level communications, scheduling, and ceremonial responsibilities; ensures protocol alignment and assists with VIP management, introductions, and conference-related correspondence.
Supports the District Governor and conference planning team; engages with club leaders and attendees; assists with program transitions and continuity into the next Rotary year; represents future district priorities during the event.
Provides administrative and logistical support to the District Governor-Elect; coordinates district-level communications, scheduling, and ceremonial responsibilities; ensures protocol alignment and assists with VIP management, introductions, and conference-related correspondence.
Conference Advisor (Kaj Pedersen, PDG)
Provides insight, guidance, and continuity from prior district conferences; shares lessons learned and best practices; supports sponsorship recruitment and strategy; serves as a trusted resource to the Co-Chairs and planning team.
Role / Lead Primary Responsibilities
Conference Co-Chairs (Tom Leonidas & Julie Shott)
Provide overall vision and direction for the conference; oversee program, operations, and budget; ensure alignment with Rotary District 5030 goals; serve as primary decisionmakers for major issues and communications with the District Governor.
Conference Treasurer (Paula DelGuidice)
Oversees the conference-specific financial budget; monitors expenses, invoices, and reimbursements; coordinates with the District Finance Committee Representative (Ann Liberato) for reconciliation; maintains transparency and ensures fiscal accountability.
Operations Lead (Alan Merry, PDG)
Hotel / F&B Lead (Ann Liberato, PDG)
Manages all on-site logistics; oversees setup, signage, scheduling, volunteer coordination, and issue resolution; supervises the Operations Command Post; leads daily briefings and debriefs.
Serves as the onlyauthorizedliaisonwith the Marcus Whitman Hotel; oversees room setups (with the Operations Lead), catering, and banquet execution per contract; coordinates directly with hotel banquet and conference services staff; manages BEO confirmations and service timing.
Audio-Visual & Production Lead (Jason Richert)
Speaker and Program Management (Shari Storm)
Manages all sound, projection, lighting, and run-of-show operations; coordinates rehearsals, technical cues, and stage transitions; ensures equipment readiness for plenary and breakout sessions; oversees AV vendor relations.
Secures, confirms, and manages all conference speakers; develops and oversees the full program agenda, including plenary and breakout sessions; coordinates bios, and materials; ensures program flow aligns with conference objectives and theme; collaborates with Run of Show, AV, and Plenary Coordinator for content execution.
Run of Show Coordinator (Stacie Thorlakson)
Develops and manages the detailed event-by-event schedule (“Run of Show”) for plenary events; aligns speakers, AV cues, and stage transitions; coordinates with AV Lead, MC, and Operations Lead to maintain timing; updates scripts and cue sheets in real time.
Role / Lead Primary Responsibilities
Plenary Session Coordinator (Cathy Gibson, PDG)
Master of Ceremonies (MC)
Tim Leahy and Kate Matos
Script Writing (Tom Leonidas)
Advises in the planning and execution for plenary sessions.
Registration & Guest Services Lead (TBD)
Serves as the on-stage host for plenary sessions and banquets; delivers opening/closing remarks, introduces speakers, and maintains audience engagement; follows Run of Show for plenary sessions and works closely with the AV team for cues and transitions.
Prepare and deliver scripts for introductions, transitions, and announcements. Coordinate with the Run of Show lead for timing and content; ensure remarks are polished, accurate, and aligned.
Plans and supervises attendee registration and badge pickup; manages welcome desk operations; oversees volunteer scheduling for registration; ensures smooth attendee flow and accurate record-keeping.
Conference Photographer (Josh Hudson)
Volunteer Coordination Lead (Jim Pullin)
Raffle & Auction Lead (Julie Shott)
Provides comprehensive photographic coverage of all conference activities; captures key moments, speakers, awards, and candid interactions; coordinates with PR Lead for daily social-media updates and post-event image archiving.
Recruits and schedules volunteers across all shifts; coordinates with Ann Liberator for Walla Walla Rotary Clubs for local staffing support; provides training, orientation, and recognition; tracks attendance and assignments.
Organizes raffle ticket sales and auction operations; manages licensing compliance, sales reconciliation, and prize distribution; coordinates with AV team for announcements and winner recognition.
Club Exhibitor Relations Lead (Julie Shott)
Coordinates with sponsors and exhibitors on benefits, signage, and placement; ensures sponsor logos and ads appear in all materials; provides daily check-ins and hospitality support for sponsor representatives.
Role / Lead Primary Responsibilities
Décor Lead (Beverly Jacobson)
Service Project Coordinator (Julie Shott)
Finance & Registration Support (Paula DelGuidice)
Presentation and Media Lead (Tom Leonidas, Christina Leonidas)
Implements the “Ignite Your Rotary Spirit” theme for banquet table centerpieces and other conference decor
Plans and executes the Friday morning service project; manages logistics, supplies, and volunteer assignments; ensures safety and efficiency; provides impact summary for closing session.
Tracks financial transactions for registration, raffle, and auction; monitors cash handling, expense approvals, and reimbursements; coordinates with Co-Chairs for final reconciliation.
Designs and produces all visual media for plenaries and special sessions, including headline speaker slides, looping sponsor/club recognition decks, and the In Memoriam video; collaborates with AV and Speaker & Program Management to ensure content aligns with the conference theme, technical standards, and run of show requirements.
Conference App Management (Tom Leonidas – for now)
Public Relations & Communications Lead (Christina Leonidas)
Governor’s Reception Coordinator (Ezra Teshome and Ann Liberato)
Implements and maintains the official conference mobile app; uploads session schedules, speaker bios, sponsor listings, and real-time updates; coordinates with Speaker & Program Management for content accuracy; supports attendee engagement through notifications, polls, and feedback tools; serves as liaison with the app vendor.
Oversees internal and external communication during the event; provides updates, photography coordination, and messaging consistency; assists with signage and announcements. Provides any live updates to online Experience Guide and conference app.
Plans and manages Thursday’s invitation-only Governor’s Reception and Dinner; oversees guest list, seating, and F&B coordination with Ann Liberato; ensures décor and protocol compliance.
Cross-Functional Responsibilities
• Daily Coordination: Leads attend morning briefings in the conference Ops Center at 7:00 a.m. to confirm daily readiness.
• Communication Protocol: Major issues or hotel requests are routed through Operations Lead or Ann Liberato.
• Documentation: Each lead maintains a daily activity log and checklist for inclusion in post-event reporting.
• Volunteer Oversight: Leads train assigned volunteers and ensure coverage throughout sessions.
• Contingency Preparedness: Leads understand emergency procedures and coordinate with the Operations Command Post during incidents.
23.Appendix G – Logistics & Transport Checklist
This list outlines all items that need to be transported to the Rotary District 5030 Conference in Walla Walla, along with the responsible individuals. It serves as a packing, transport, and check-in checklist for pre-conference coordination and onsite setup.
Category Item
Registration & Credentials
Name badges packets
Lanyards
Badge holders
Responsible Person
Badge ribbons (DG, Speaker, PDG, etc.)
Collapsible egg crates for badge packets
Registration signage (Welcome, Check-In, PreRegistered, etc.)
Easels
Branding & Decor
Notes / Packaging
Tom Leonidas Sorted alphabetically
Tom Leonidas Coiled and bundled by 50s
Tom Leonidas Included with name badge packets
Tom Leonidas Organized by category in small bins
Tom Leonidas Used for setup at registration tables
Tom Leonidas Foam board
Tom Leonidas Use for signage
Club banners Alan Merry Verify number, size, and hanging plan with hotel
Table centerpieces Beverly Jacobson Confirm with F&B for set up
Category Item Responsible Person Notes / Packaging
Conference Operations Conference guide and checklists
AV cue cards or printed run-ofshow binders
Volunteer & Staffing
Raffle & auction items
Cash box / Square readers (raffle)
Square payment terminals
Hospitality & Attendee
Experience
Welcome packets / maps / Visit Walla Walla materials
Speaker thank-you gifts
PolioPlus pledge wall materials / signage
Directional signage (arrows, ballroom, breakout rooms)
Tom Leonidas Provide to team prior to conference
Stacie Thorlakson For plenary/session coordination
Julie Shott Coordinate packaging and secure transport
Julie Shott Include receipt book and signage
Julie Shott Tom to deliver to Julie before conference
Visit Walla Walla via Ann Liberato
Confirm delivery to hotel prior to registration
Beverly Jacobson Tom to coordinate purchase. Wrap individually
Kaj Pedersen If used for display
Alan Merry Laminated or foam-core