Handbook
Appendix IV: Procedure For Joint Reception

The joint reception is an annual event that normally occurs on Saturday evening during the annual meeting. The TS-SIS member at large in the second year of his/her term chairs the Joint Reception Committee. Other members of the Joint Reception Committee represent the other participating special interest sections.

The chair:

  1. Asks Innovative Interfaces Inc. to sponsor the reception (usually in December) and establishes a contact person at Innovative.
  2. Asks the chairs of CS-SIS, OBS-SIS and RIPS-SIS to each appoint a member to serve on the committee (January-February).
  3. Provides each new committee member with a copy of the previous year's joint reception annual report to acquaint them with the process.
  4. Divides duties among committee members, for example, the chair to handle the budget and coordinate with AALL headquarters, one committee member to handle publicity, one committee member to order flowers, one committee member to arrive early (see 12. below), etc.
  5. Sends the committee members the menus provided by AALL (or another caterer, if appropriate) and works with them on the selection of food and beverages.
  6. Prepares the budget, taking into account food and beverages, flowers, microphone, and meeting room sign.
  7. If the budget exceeds Innovative's contribution, asks the TS-SIS chair to request additional funds from the other participating SIS chairs.
  8. Submits the AV and menu selection forms to the AALL meeting coordinator by the required deadlines.
  9. Ensures that the committee member in charge of publicity meets the spring deadlines for TSLL and other participating SIS publications, and that an announcement is also sent to the Law Innovative Users Group to post on its electronic discussion forum (ts-sis@aallnet.org).
  10. Asks the Innovative contact person how many Innovative representatives will be attending the reception and forwards that number to the committee member responsible for flowers so that corsages and boutonnieres may be ordered.
  11. As a courtesy, sends the Innovative contact person the chosen menu selections.
  12. Day of reception: Ensures that the room has been set up properly, the flowers and microphone have arrived, and the room sign has been placed outside the door. Greets the Innovative representatives as they arrive and gives them their corsages and boutonnieres.
    NOTE: If attending an Executive Board meeting immediately prior to the reception, the chair will delegate a committee member to fulfill these duties.
  13. Day of reception: Gives a short speech welcoming guests and thanking Innovative for its sponsorship, using microphone provided.
  14. Coordinates with AALL headquarters regarding billing.
  15. Sends thank-you letters to Innovative contact person and chief executive.
  16. Prepares annual event report and sends to all participating SIS chairs by August 1.
  17. Updates the joint reception binder and forwards it to the member at large who will chair the Joint Reception Committee the following year.
Revised March 2006
Item 9 updated July 2007