The LWVMD sponsors annual events which are usually scheduled at the first Board meeting following State Convention or Council. The Arrangements Chair is charged with finding locations for the events and enlisting others to help operate them. Special occasions with logistical requirements also fall to the Arrangements Chair.
Because the LWVMD attempts to spread certain events throughout the State, LLs are asked to identify suitable locations, furnish staff to run an event and arrange refreshments, all in collaboration with the Arrangements Chair.
Notices to LLs should be in the hands of LLPs and LL newsletter editors at least six weeks before the event via the State Board Letter. The notice should clearly explain the scheduled event, state the charge as set by the Board, provide clear directions to get there, and specify the deadline for registration.
The LWVMD office manager compiles a list of those attending all events. The list includes the participant’s name and address, telephone/fax numbers, and if paid. The list is provided to the Arrangements Chair and then to the registrar for each event. Registrars are expected to check off participants and collect fees from those who have not paid and from walk-ins.
All expenses and reimbursements for events are paid by the LWVMD Treasurer.
Workshops
The Arrangements Chair works with a LL to identify a suitable location for the workshops. The LL provides hostesses, registrars and helpers as needed, who may set up rooms for workshops, prepare agreed-upon refreshments (which may include a coffee and snack upon arrival) and luncheon. Church groups are a good source for catering workshops. The LL also supervises cleanup if necessary.
The LL’s manager for the workshop should inspect the premises as soon as the location is determined. This enables her to give clear directions to the state Arrangements Chair as well as tell her the number of signs needed, etc. She will be able to see if registration tables or other equipment are needed. The registrar will have to stay at her/his post throughout much of the time, and cannot expect to attend any appreciable portion of the morning workshop.
On the day of the workshop, the local chairman and entire crew should be on the premises at least half an hour before registration begins. Signs should be posted outside to direct people to the correct entrance for registration. There should be a sign, clearly visible, to indicate where people register for which workshop. Another sign should go on the door or the area where the workshop will be held.
Cancellation Due to Weather -- When schools are closed in the area where the workshop is scheduled because of inclement weather, the workshop will be rescheduled to the snow date indicated on the
League calendar This information will be on the flyer. In case of a weekend workshop, the decision to cancel will be made by the President in consultation with the Executive Board. The Board will inform LL presidents and other participants by phone when a cancellation is necessary.
State Convention
The League holds its Convention biannually in odd-numbered years. Convention dates are set early and the Arrangements Chair secures a location. LWVMD Conventions are generally staged at universities and colleges throughout the State. Traditionally, convention started on a Thursday and ends after Saturday luncheon (Friday through Sunday in 2003). Efforts are made to move the convention to different regions. The LLs near the location are enlisted to host the event, including staffing registration, door-keeping during plenary sessions and arranging tours for participants. The Arrangements Chair works with the facility to contract for meals, rooms for delegates, plenary sessions, caucuses etc. These items determine the cost basis for the convention.
State Council
Council takes place in even-numbered years when the LWVMD has no Convention. It is a one-day event. The Arrangements Chair must find a location, preferably fairly central. The LL(s) closest to the site of the Council assist the Arrangements Chair with registration, provide morning coffee and snacks, and arrange lunch. The LL also enlists members to set up the facility, obtain equipment if needed, and to clean up after the meeting.
Legislative Day
This event takes place in Annapolis in February or March. The League often coordinates Legislative Day with other groups but is the primary organizer. Legislative Day traditionally includes a briefing on the budget, background on League priorities, an address by a State official, and opportunities to meet with legislators and attend hearings. The Arrangements Chair finds a location and contracts for all the activities connected with Legislative Day. Luncheon at an Annapolis facility near the Legislative complex is traditional.
Lobbying Course
Usually scheduled on a Saturday in November before Thanksgiving, the Lobbying Course takes place in the Maryland Legislative Services Building and in hearing rooms in the Maryland House of Delegates. Introductory and advanced workshops are offered with presentations by legislators and experienced lobbyists. An optional box lunch is arranged, and generally coffee and snack during registration at the cafeteria is included with the registration fee. The arrangements chair contacts the manager of the House Office Building, the staff person in charge of use of the Joint Hearing Room where the keynote speaker addresses the group, and also arranges food service with cafeteria management or an outside caterer.