session. Communicate with attendees on when and where the registration table will be via email. The table is usually staffed by Zoo Staff, Volunteers, and/or Docents, etc. Additional tables should be set-up in the conference meeting area for anyone who is considered a vendor, related conservation organization, and for the EMA merchandise committee to display and sell apparel and other items. These tables should be in the back of the session room. A/V Set-up and Abstract Preparations Doing a run through with the A/V equipment is advisable to ensure proper usage and understanding of all equipment by the host volunteer. Generally speaking there will be an A/V technician on the hotel staff but it is ideal to have another identified individual that can troubleshoot in case the technician isn’t available. This person will also need to load the Power Points presentations from the speakers as soon as possible and do a run though to ensure the content is functioning, such as pictures, audio and videos. A/V equipment can be very expensive, so discussing the option of bringing in your own equipment can be a benefit. Moderators will also be selected; generally it will be the EMA Board of Directors and hosting facility staff. The point of contact and the EMA President should confirm these details. The moderator will introduce the program presenters, watch for time deadlines, and provide general housekeeping information. Video taping and photography during the Conference can be coordinated between the hosting facility and the EMA. If video is being taken during the presentations by the hosting facility, a copy of the footage should be provided to the EMA President by the end of the Conference. Determine who is managing this task in advance. EMA Board of Directors Meeting The EMA Board of Directors Meeting takes place prior to the first formal day of presentations. A conference area needs to be set-up for this meeting which includes lunch, beverages, internet access and electrical outlets nearby. Please coordinate with the EMA President to determine the most appropriate time frame based on travel times. DURING THE CONFERENCE Staff the registration desk per the recommendations on page 10. Bring the binder or spreadsheet on a laptop with the alphabetically filed registrations. When someone insists they paid for such-and-such—you will have a record. It is very helpful to have a laptop and printer available. This also
session. Communicate with attendees on when and where the registration table will be via email. The table is usually staffed by Zoo Staff, Volunteers, and/or Docents, etc. Additional tables should be set-up in the conference meeting area for anyone who is considered a vendor, related conservation organization, and for the EMA merchandise committee to display and sell apparel and other items. These tables should be in the back of the session room. A/V Set-up and Abstract Preparations Doing a run through with the A/V equipment is advisable to ensure proper usage and understanding of all equipment by the host volunteer. Generally speaking there will be an A/V technician on the hotel staff but it is ideal to have another identified individual that can troubleshoot in case the technician isn’t available. This person will also need to load the Power Points presentations from the speakers as soon as possible and do a run though to ensure the content is functioning, such as pictures, audio and videos. A/V equipment can be very expensive, so discussing the option of bringing in your own equipment can be a benefit. Moderators will also be selected; generally it will be the EMA Board of Directors and hosting facility staff. The point of contact and the EMA President should confirm these details. The moderator will introduce the program presenters, watch for time deadlines, and provide general housekeeping information. Video taping and photography during the Conference can be coordinated between the hosting facility and the EMA. If video is being taken during the presentations by the hosting facility, a copy of the footage should be provided to the EMA President by the end of the Conference. Determine who is managing this task in advance. EMA Board of Directors Meeting The EMA Board of Directors Meeting takes place prior to the first formal day of presentations. A conference area needs to be set-up for this meeting which includes lunch, beverages, internet access and electrical outlets nearby. Please coordinate with the EMA President to determine the most appropriate time frame based on travel times. DURING THE CONFERENCE Staff the registration desk per the recommendations on page 10. Bring the binder or spreadsheet on a laptop with the alphabetically filed registrations. When someone insists they paid for such-and-such—you will have a record. It is very helpful to have a laptop and printer available. This also
A-Guide-to-Hosting-the-Elephant-Managers-Association-Conference-and-Workshop-.docx