Mid-South Educational Research Association Alabama/Arkansas/Kentucky/Louisiana/Mississippi/Tennessee

Dr. Clifford A. Hofwolt, Executive Director 615-322-8227 office

230 Appleton Place, #230 615-322-8014 fax

Vanderbilt University clifford.hofwolt@vanderbilt.edu

Nashville, TN 37203

Specifications for Planning an Annual Meeting of MSERA

When

Annual Meeting is held the first full week in November every year

Estimated Attendance: 250+

Structure of the Annual Meeting

Tuesday

Board Meeting in afternoon (approximately 30)

Board Dinner in Evening (approximately 30)

Wednesday

Registration and Exhibits

Concurrent Sessions am (9:00 to 12:00) and pm (1:40 to 4:30)

Luncheon and Keynote Address (Ballroom)

Graduate Student Social Hour (approximately 50 to 75)

Thursday

Registration and Exhibits

New Member/Graduate Student Breakfast (7:30 to 8:45)

Concurrent Sessions am (9:00 to 12:00)

Foundation Luncheon (approximately 25)

Concurrent Sessions pm (1:00 to 4:50)

Business Meeting (5:00 to 6:00) (Ballroom seating for 125)

Reception (6:00 to 7:30) (Ballroom for 150)

Friday

Registration

Past President’s Breakfast (7:30 to 8:45) (approximately 20)

Concurrent Sessions am (9:00 to 12:00)

Need at least 6 breakout rooms and Ballroom for Speaker, Socials, and Luncheon

Need coffee station in am and late afternoon

Typical Room Nights

Monday 10

Tuesday 90

Wednesday 120

Thursday 120

Friday 10

Audio Visual Screen in each breakout room

What are the average catering costs and annual % of increase

Find out what the hotel wants to have so that there are no room charges, could be so many room

nights or a certain food and beverage charge.

Find out if the meeting rooms have internet connections and what is the cost.

Can an internet “café” be arranged?

What about space for registration and exhibitor booths?