Meeting Host Duties & Responsibilities

Before Meetings

1. AZTransfer will email each Host five weeks prior to the ATF meeting day to introduce the Host and the AZTransfer Facilitator assigned to the ATF meeting.
2. Review the information in that email and coordinate any necessary meeting details with the assigned AZTransfer Facilitator.
3. Schedule a meeting room with computer, projector and Internet access to accommodate any faculty that are participating via Zoom.
4. Make parking arrangements for guests and display any necessary signage to direct faculty to the meeting room. Share maps and directions to the meeting location and include parking instructions. Provide your contact information in case people get lost the morning of the meeting.
5. Provide a continental breakfast and/or lunch at your ATF meeting. RSVPs are required seven days prior to the ATF meeting so the Host can provide projected attendance for catering orders. For planning purposes, AZTransfer recommends that initial catering orders be scheduled for 20 people; however, please check the previous year’s meeting notes for approximate historical headcount.

During Meetings

1. Ask an administrator to give a welcome address to your guests (optional).
2. Schedule a tour of your campus or facilities relevant and of interest to your discipline (optional).
3. Review housekeeping items including location of restrooms, water fountains, coffee shop, elevators, lunch plans, special events after the meeting, other state meetings, etc.

After Meetings

1. Thank everyone for attending the ATF meeting at your college campus.
2. Clean up and return the meeting room to its original condition.