• Assures to conduct the conference along the lines of VPA objectives and VPA Convention Guidelines
• Meet convention committees on a regular basis and provide directions and resources
• Work with the VPA President to resolve any issues or conflicts before, during and after the conference
• Communicate with the VPA Executive Committee (EC) and Board of Trustees (BOT) on a regular basis with the progress of the convention activities.

• Assures to conduct the conference along the lines of VPA objectives and VPA Convention Guidelines
• Meet convention committees on a regular basis and provide directions and resources
• Work with the VPA President to resolve any issues or conflicts before, during and after the conference
• Communicate with the VPA Executive Committee (EC) and Board of Trustees (BOT) on a regular basis with the progress of the convention activities.

• Maintain database of the registrants by mail, fax, and online
• Prepare Receipt templates for Donations
• Deposit registration and donation checks on-time & Update Registration spreadsheet
• Follow-up with potential donors after the sales call
• Issue Donation Receipt to the Sponsors
• Check Paypal account on a regular basis and update the registration spreadsheet
• Collect checks from the Registration Committee during and after the convention
• Coordinate with the Registration Committee & Hotel Committee on incoming registrations and donations
• Collect Receipts; Match Receipts vs Payments; Write checks to Vendors & members approved by the Convention Chair
• Prepare consolidated P&L statement for the National Treasurer 90 days of convention

• Develop contents and publicity materials (logos, banners, etc)
• Coordinate with all VPA regional Chapters to get the current address list
• Print publicity materials, stationeries (envelopes, letterheads, business cards, etc.)
• Mail all conference materials including registration forms, program forms, etc.
• Coordinate with VPA Regional chapter presidents in publicizing the conference.
• Coordinate with Website committee for posting contents in a timely manner and e-mail communication.
• Mail formal invitation to the registrants
• Send e-mail reminder to all the registrants before the conference with helpful information.
• Send thank you e-mail to all the registrants after the conference.
• Send e-mail to entire VPA community about the success of the conference
• Post conference press release to Local & Indian news media

• Develop & oversee the budget for the conference
• Lead fundraising activities
• Solicit advertisements for the conference souvenir.
• Solicit sponsorships for programs, food, atrtists, etc.
• Establish Checking account for the conference with Non-profit status
• Deposit checks into conference checking account
• Keep track of accounts receivables & accounts payables
• Document all expense receipts
• Prepare accounts for auditing at the end of the conference
• Present Financial statement at the conference and to the VPA Board
• Appropriate funds left over adhering to VPA guidelines. Close the conference checking account
• Regional coordinators are responsible for fund raising activities in their respective regions

• Prior to Conference:
  • Develop food budget
  • Selecting menu for Breakfast, Lunch, and Dinner for July 1^st, 2^nd, and 3rd
  • Get quotes from at least 2 different chefs for the selected menu
  • Select chefs
  • Arranging pre-conference sample taste with the actual preparation of the menu selected
  • Coordinate with the Hotel Kitchen staff to meet chef’s requirements
  • Identify and follow of any regulatory compliance requirements with the hotel and the state government.
  • During Conference:
  • Recruit volunteers for food serving
  • Escort tables in an orderly fashion to the buffet area
  • Make sure all food items are available during serving

• Develop Program registration form, rules, guidelines, and deadline for submitting programs
• Contact VPA regional chapters soliciting programs.
• Select well-balanced programs for the conference representing kids, adults, dance, drama, music, etc.
• Set program duration, schedule, and sequence for each program
• Create final program schedule chart to be printed in the “Program Book”
• Inform program participants about their performance day & time slot
• Get requirements of the selected programs for any special resources required such as lighting, background scene, music, etc.
• Obtain needed materials (CDs, Cassette Tapes, DVD’s, etc) from the program participants – Edit, Compile & Burn CDs
• Coordinate with MC committee for introduction, announcements, and any special resources required for the programs
• Develop Audio/video requirements for the programs
• Coordinate with Audio/Video Committee in meeting A/V (microphones, background lighting, etc.) requirements
• Select background music during procession, lunch, dinner, breaks, etc.
• Select DJ and music for dance

• Coordinate with the Program committee and A/V committee to arrange required microphones (wired & wireless)
• Coordinate with the Program Committee in developing the script for announcement for each program
• Develop MCs schedule with equal participation of MCs.
• Coordinate with the program committee in managing the time during program execution.
• Develop standard dialogues for program transitions.
• All MC scripts must be typed to avoid impromptu speeches by the MCs.

• Coordinate with the Entertainment committee in developing requirements for the stage size
• Coordinate with the Entertainment committee and the MC committee on ensuring no delays between the programs
• Coordinate with EC, MC, and Audio/Video committees during the convention

• Coordinate with the Program committee in developing requirements for the stage size
• Design & Display VPA Convention Banners through the facility
• Work with the Venue vendors to set up the stage
• Coordinate with A/V and lighting committee to set up the stage ambience
• Arrange flowers, plants, ornaments, and other Paraphernalia to decorate following areas:
  • Stage
  • Registration desk, Reception area
  • Hall entrance, Breakout rooms
  • Dining table

• Coordinate with the Program committee and the MC committee to identify the A/V & Lighting equipments required
• Develop budget for the A/V and Lighting equipments
• Coordinate with the A/V vendor to procure the needed equipments
• Set up A/V & Lighting equipments
• Arrange still & video photography

• Develop a theme for the Women?s forum
• Publish a directory ?Who?s who?of all VPA in business / Cultural/ NGO arena with their brief profile for publication.
• Arrange half day Women?s Forum on Friday/Saturday in consultation with the program committee.
• Work with conveners to invite eminent Women for these Forums.

• Develop web graphics
• Coordinate with the Publicity committee in posting conference related materials on myvpa.org website on a regular basis
• Set up online registration process
• Coordinate with the Registration committee consolidating e-mails of the registrants
• Coordinate with the Publicity committee in sending e-mail reminders to VPA community on a regular basis regarding the progress of the conference
• Post pictures from the conference on the web

• Coordinate with Registration Committee in getting contact information of youth members attending the conference
• Set up e-mail list of all VPA youth members
• Coordinate with Website & Publicity committees in publicizing the youth activities
• Arrange separate youth activities / room (if needs be) to meet the interest of the VPA youths
• Compile things & places in the Dallas area suitable for youth to go to

• Get volunteer requirements from various committees
• Recruit volunteers
• Communicate and coordinate with volunteers during:
  • Registration process
  • Accommodation
  • Food serving
  • Transportation
  • Information on local attraction / site seeing activities
  • Compile things & places in the Dallas Area suitable for trips after the convention

• Develop budget for printing and shipping Souvenir – “Vishwamanava”
• Develop a theme for the Souvenir publication
• Design cover graphics for the Souvenir
• Solicit articles, poems, etc for the Souvenir
• Coordinate with the Finance committee in seeking ads
• Identify Printer & shipping issues to print them on-time
• Work with the Program Committee in developing the “Program Book”
• Arrange a photo session for committees group pictures to be printed in Souvenir

• Coordinate with Treasurer/Finance Committee to establish registration fees for adult, children, late registration fee, cancellation fee, etc.
• Develop registration form including option to subscribe VPA membership, CME enrollment
• Coordinate with Website committee to set up online registration
• Coordinate with Publicity Committee in mailing out the Registration form
• Coordinate with Publicity and Website committees in sending formal and e-mail invitation to the registrants
• Develop FAQ(Frequently Asked Questions) pertaining to registrations, cancellations, etc.to be published on the web
• Prepare Name Badges for the Registrants, Volunteers and Committee members
• Prepare registration Packages containing Name badge, Souvenir, goodies, etc.
• Develop a theme for the Registration committee members(common dress – same color saree, kurtha, etc.)

On the day of the Conference:

• Coordinate with Stage & Décor Committee to decorate the Registration Booths
• Check in the Registrants and distribute the registration Packages
• Direct them to Hospitality area for further information
• Prepare registration form for walk-in registration(credit card)
• Distribute gifts to visiting parents on the 2nd day of the convention in the morning session
• Hand over registration forms, checks and cash to the convention treasurer at the end of the convention

• Setting up Information / first aid kits at the venue and provide information on closest hospital and ER facilities.
• Provide information on road/freeway constructions, provide alternative route to the venue
• In case of natural disaster, work with Registration Committee to handle communications aspects
• Provide assistance in checking into the rooms, parking information, etc.
• Provide information about sight seeing places and nearby attractions.
• Make a flyer (to be distributed at the time of check-in) with relevant & critical information the guests need to have to make their visit comfortable.

• Develop a theme for the business forum
• Publish a directory “Who’s who“ of all VPA members in business arena with their brief profile for the business publication
• Solicit ads for the business publication
• Arrange 2-hour session for business networking on Saturday afternoon

• Prepare a list to recognize VPA members for their community services
• Arrange trophies & Certificates for the conference participants and Committee members
• Assist convention chair in preparing vote of thanks to recognize all people involved making the conference successful
• Assist convention chair in organizing post-convention get-together to thank local VPA members involved in the convention

• Identify topics for the CME program
• Line up speakers for CME sessions
• Interface with pharmaceuticals to sponsor CME activity.
• Coordinate with Publicity committee to get the list of VPA Physicians for communicating CME activities
• Publish a brochure describing CME program

• Plan activities for 25-35 year old young professionals

• Liaison with Hotel Management
• If necessary, arrange transportation services from the Venue-Hotel-Venue . Must do it for high level Dignitaries
• Accommodation and transportation arrangements for the dignitaries and guests – may have to reserve rooms or suites for the dignitaries under VPA name
• Work with Registration Committee to generate a list of Sponsors’ (free room for VIP & Platinum sponsors’)
• Allocate rooms (reserved under VPA) for sponsors.

• Coordinate invitations to key note speakers and guests from India
• Arrange invitations to visiting parents and other guests

• Develop a theme for the inaugural procession
• Create a festival environment based on annual processions in Karnataka(e.g Karga, Ugadi, etc)
• Welcome Chief guests and lead them to the main hall in the procession

• Promote goodwill through sports & games using the hotel facilities
  • Yoga
  • 5K Walk
  • Kids Basketball
  • Adults sports
  • Rummy Tournament
  • Blackjack Tournament