Suggestions for Campus Hosting CUCEA Biannual Meeting

(Based on suggestions prepared by Ralph Nair in 1999)

1. At the previous Council meeting, campus representative makes commitment to host next meeting.
2. Campus representative confirms availability of conference room and Chancellor's discretionary funds for arrival continental breakfast, lunch, and afternoon snack for group of approximately twenty-five.
3. Campus Association chair solicits local Emeriti Association Board's assistance with hospitality (i.e., airport transportation, campus map, nearby hotels, etc.)
4. Arrange with Chancellor or representative to welcome guests at opening of meeting.
5. Host campus representative to keep Council Chair informed regarding progress with campus arrangements.
6. Not later than five weeks prior to meeting date send both the Chair and Information Officer the following:
   • a. Name of campus building and conference room number accommodating 25 - 30 attendees with one large table, chairs and side table for refreshments.
   • b. Campus map with marking designating directions to meeting and parking with regulations on the latter. (E.g., are other UC campuses parking permits honored; need visitors stop at a gate to be admitted, etc.)
   • c. Route directions from airport and best local routes for those driving.
   • d. Recommended motel or hotel facilities for those needing overnight accommodations. (Designate campus discount locations.)
   • e. Provide name of key available coordinating host including both office and home telephone numbers.
   • f. Provide campus telephone number in or near conference room for contact in case of emergency.
   • g. Enclose form for requested return of names from each campus of attendees to enable advance making of both nametags and table identification cards. AND: Provide name, e-mail address and campus phone number of host campus (staff) person who will accept e-mail or phone notification of persons coming from each campus, designating a deadline date for receiving this information.
7. Offer to duplicate any agenda materials that might be bulky to bring.
8. Arrange for conference room set-up, including nametags, table identification cards i.e. "tents" printed on both sides (name, campus and affiliation, i.e., President of campus association or campus representative, if applicable), agenda packets, telephone/speaker set-up, audio/visual aids or chalk board, Internet connections (available?), extra pencils and paper, water.

​Host Campus Suggestions Addendum

​(March 2007)
The Information Officer for CUCEA sends information by e-mail or through the web to CUCEA members pertaining to the CUCEA meetings. The meeting agenda and associated attachments are provided by the CUCEA Chair. Logistic information is provided by the host campus. A list of items to be sent to the information officer as e-mail attachments follows.

• Building and room location of the meeting
• Map of the campus identifying the meeting location
• Suggestions on where to park (indicated on a map)
• Map showing location of the campus in the local area
• Directions to the campus (a) by road and (b) from the airport (taxis or shuttles?)
• Name, e-mail address and telephone number of the person members should contact to notify that they will be attending (this is necessary for the lunch count)
• Hotel information in the area. Some idea of proximity and rates would be helpful. How would members arrange for special University rates, if there are any?
• To reach members during the meeting, or leave messages, can you provide a number to call?

As mentioned, the agenda and any attachments are provided by the Chair. However, the information officer sends the logistic information in advance of the agenda so that people can make travel plans and hotel accommodation as far in advance as possible. This information is forwarded to members about four weeks in advance of the meeting.
- Information Officer, CUCEA

Host Campus CheckList

View checklist here.