You are considering Hosting a Drive-in. There are many benefits to hosting a Drive-in which includes institutional pride, a chance to show off your campus, student/staff networking, and strengthening workshop work relationships with other departments on your campus. Before you commit your institution to the huge commitment, below are a few considerations:

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• Gather Institutional Support

  • Talk with Supervisors and upper administration about the feasibility

  • Review essentials to hosting with supervisor and upper administration

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• Support

  • Volunteers (it’s strongly recommended that you have volunteers from your campus to assist with the tasks and projects leading up to, and on the day of, the Drive-in event. Between 15-30 volunteers are recommended)

  • Gather a host committee (working collaboratively with the Drive-in Committee chairperson and Committee Host Liaison, which is usually a committee member from the host institution)

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• Location

  • Large Venue – is capable of seating 500 or more people

  • Break-out rooms (10-20 for program sessions – seating up to 25)

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• Institutional Services

  • Catering/Dining

  • Technology

  • Parking

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• Responsibilities

  • Secure all venues/facilities on your campus

  • Make arrangement with your university dining/catering staff for conferee meals

  • Coordinate registration location

  • Confirm all room reservations

  • Secure parking passes

  • Confirm volunteers for preconference and day of conference tasks

  • Secure A/V needs (operators, equipment and room assignments)

  • Assign registration staff for conference opening (including greeters)

  • Have all signage and directions prepared (room signs, etc)

  • Clear and concise notes from meetings and any useful information that will be shared with future RAPs and/or conferences

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Sound good? Don’t shy away because you are the people that keep the Drive-ins going. WACUHO is very appreciating of all of the volunteers.

 

Should you decide to take on the responsibility of hosting the Drive-in, please reach out to the current committee chairs at southerndrivein@wacuho.org to express your interest!