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GSA Meetings
   GSA Online Section Manual  

 

Table of Contents

This manual will provide you with a good general foundation for planning annual section meetings. It is generic, applying to all sections. Due to their experience and continuity, section chairs should be able to tailor this information to each section's needs. They may also have other background information such as policies, statistics, general timetables, and reports from past general chairmen to share with you. We hope that this manual will be of assistance in helping you plan your section meeting.

It is sometimes difficult to know where to direct a specific question. Please feel free to contact anyone on the Staff List for further assistance.

This list below is presented to you in the order in which these tasks generally should be handled.

 
SITE SELECTION

We strongly recommend that the information in this section be considered as far in advance as possible—a minimum of two years from the dates you are proposing is almost essential. GSA will need this information before requesting a proposal from meeting venues and hotel sites.

Links within this section include information on:

Timeline Location Setting Date
 
BUDGETS

GSA is to be provided a copy of the budget once it's complete. This is to assist the sections in making sure all items are accounted for. GSA will also provide an Actual of your meeting, once all costs are accounted for.

Links within this section include information on:

Process Checklist Food and Beverage Tips
Example Budget Worksheet Template  
 
RATES AND INVOICING

This section provides information on GSA's costs to the sections, along with how the invoice from GSA will look.

Links within this section include information on:

GSA Fees/Rates GSA Invoice Sample  
 
FACILITIES/AUDIO VISUAL/CATERING

This section talks about how GSA will assist you in locating venders and to work with these venders in order to provide the best possible pricing for you.

Links within this section include information on:

General Information
 
REGISTRATION

This section talks about how GSA works with your section in order to provide a professional atmosphere for meeting attendees.

Links within this section include information on:

General Information Request for Service Download Form: Request for Service
 
FIELD TRIPS

Field trips provide an opportunity, especially for registrants coming from a distance, to learn of the geology of the area, by first-hand inspection, under authoritative guidance.

Links within this section include information on:

General Information Tips Letter to Participant
Waiver Form Insurance Publication of Guidebooks
Budget Example Budget Worksheet Template
 
TECHNICAL PROGRAM

This section presents you with an overview of processing abstracts, from the submittal stage to the printing stage. The project of organizing sessions, abstracts, and breaks, typically is the duty of the Technical Program Committee Chair, with guidance from the GSA Abstracts Coordinator,Heather Clark.

Links within this section include information on:

Overview Timelines Samples of Communications
Technical Session Descriptions How to Organize a Successful Session
 
COMMUNICATION AND NOTIFICATIONS

This section contains samples of emails that are sent to membership, session chairs, and authors of abstracts.

Links within this section include information on:

Samples of Communications
 
PRINTED ANNOUNCEMENTS

Announcements are provided by the sections, typically the Committee Chair, to GSA. From that point, GSA will print information in GSA Today, and also post the announcements and updates on the web site.

Links within this section include information on:

Preliminary Announcement Information Guideline for Preliminary Announcement Text Sample of Preliminary Announcements
Final Announcement Guideline for Final Announcement How to Organize a Successful Session
 
STUDENT OPPORTUNITIES

This section talks about the students mentor programs and possible volunteering opportunities available for your meetings.

Links within this section include information on:

Mentor Programs Volunteering Opportunities Student Poster Judging
 
EXHIBITS

This contains a timeline which may be helpful..

Links within this section include information on:

Instructions for Exhibits Coordinator Sponsorship Tips Seeking Sponsors
 
NOEL'S NOTES

In this section you will find helpful hints and things to think about. Noel Potter is GSA's Sections Meeting Sr. Advisor. He has a wealth of knowledge and is a great resource in assisting you with any questions or ideas you have.

Links within this section include information on:

Noel's Message To You Wally, Watch Out! Contact Information for Noel
 
HISTORICAL MEETING STATS

In this section you will find historical information on registration numbers, field trips, and survey results.You may find this information very helpful when planning your own meeting.

Links within this section include information on:

Cordilleran Section North-Central Section Northeastern Section
Rocky Mountain Section South-Central Section Southeastern Section
 
PREVIOUS MEETING SURVEYS

In this section you will find survey results from previous section meetings. This information could be a handy resourse when planning your own meeting.

Links within this section include information on:

Survey Links    
 
EVERYTHING ELSE

In this section you will find historical information on registration numbers, field trips, plus other helpful items. You may find this information very helpful when planning your own meeting.

Links within this section include information on:

Planning Checklist Green Meetings Trade Agreement between HQ and Sections
GSA Staff Media Relations Local Committee Chairs Job Description