Saturday, October 20, 2018
The RP Group

Printable version of Room Host Responsibilities

Room Host Responsibilities

2018 Strengthening Student Success Conference

Printable version

Contact Tracy Newell to request to serve as a room host and include your conference strand preferences.


  • Attend a 30-minute orientation session on Wednesday, 3rd at 8:30 a.m.

  • Be available for the entire event (beginning at 8:30 a.m. on Wednesday, October 3rd for orientation and ending at 5:00 p.m. on Thursday, October 4th.

  • Preference a specific strand to support for EACH DAY (notes: strand assignments will be made in the order commitments are received; you may choose the same strand for both days or different strands for each day). Visit the Goals and Strands page for strand options.

  • We will also need hosts for the Friday, October 5th post-conference workshops (from 8:30 am to 2:15 pm) and those opportunities will be filled as requested. You must be signed up as a Wed/Thurs host in order to request to host on Fri as well. For post-conference session titles, visit the Workshops and Schedule page. Pay your own travel and lodging fees (we have negotiated a room rate is $179 plus tax per night), including parking fees as applicable (we have negotiated a discounted overnight and day self-parking rate of $8.00).


  • Free conference registration

  • A guaranteed seat at each session you host

Your Responsibilities

Mandatory Orientation

  • Hosts will need to attend an orientation meeting, which will be held on Wednesday, October 3rd at 8:30 am at the conference site.

Room Set Up & Maintenance

  • Arrive 15 to 20 minutes (minimum) prior to your first session each day to check room for proper set up and familiarize yourself with room, lighting, and the closest restrooms.

  • Ensure the room is refreshed appropriately between sessions. Advise MeetingWise staff if assistance is needed.

  • Identify yourself to the presenters as someone who can assist them as needed during the session.

  • Make sure the session starts on time.

  • Remind attendees to put phones on silence or vibrate.

  • Assist late arrivals in finding seats.

  • Provide assistance with any issues that come up during the session. Please position yourself at back of room during session so that you can be easily located if there is a need.

  • Complete an evaluation form for each session you host.

  • Thank presenters and participants at end of session and direct participants to next activity.

Technology Management

  • Monitor equipment in the room to ensure that it stays secure.

  • Immediately report any technology challenges to conference organizers; representative will be sent to the room.

  • For each session, copy the PowerPoint presentation onto a flash drive (to be provided) and make a list of the file names for each session.

  • Give flash drives and PowerPoint title lists to Claire Stallard at the end of each day along with the evaluation forms you have completed. There will be a room host station next to the registration desk.


  • Turn in all host materials before departing conference.

Learn more about the 2018 Strengthening Student Success conference.