NWAPDA Helpful Hints for Hosting a Meeting

The Northwest Area has 2 meetings each year. The spring meeting is held in late May to mid June and is normally held in conjunction with the Northwest Power Pool meeting.

 This is not etched in stone as the Power Pool has a limited number of cities where they hold meetings.

 

The fall meeting is normally held sometime between mid-September and mid-October depending on the weather in the hosting city.

 

*     To insure a good turn out, check the schedule of WECC classes to eliminate any conflicts.

*     Check the US and Canadian calendars and avoid scheduling close to any holidays.

*     These meetings were founded around an outdoor activity, so choose your dates around good weather

*     Meetings are normally between 1 full day and 1 and 1⁄2 days

*     Having some class time that earns NERC CEH’s has become the standard, but please keep in mind that this is not the sole purpose of these meetings.

*     The hosting utility and the contact person are responsible for scheduling the meeting, creating an agenda, making all the arrangements with the hotel and meeting facilities, handle the reservations and collecting all the money for their meeting.

*     Registration fee’s should be kept as low as possible, but remember there will always  un-foreseen charges and costs.

*     The hosting party may request some re-imbursement of funds, from the local area and/or the National APDA, if you discover your costs exceed your revenues.

*     Choose a facility that is easily accessible and has free high speed internet available if possible

*     Please keep your agenda interesting and informative

*     Many hosts offer control room tours and Dispatchers like to meet other Dispatchers and see their work environment.

*     Please try and get the meeting announcement to the area Secretary for disbursement 3-4 months prior to the meeting. The Secretary will send it out to all the contact people

*     All meetings have an organized function separate from the meeting; please understand that not all members may choose to participate in that function. Often times separate functions for spouses and guests are arranged

*     The host will arrange any activities that may be off site from the meeting facility

*     Board members will answer any questions if needed

*     Each meeting needs to have approximately 1-1 1⁄2 hour scheduled for the Area business meeting. An additional 1 – 1 1⁄2  hour time slot is required if a National meeting is also scheduled

*     Meetings are not scheduled not to run into the weekends.

*     A dinner banquet has become the standard and many meeting have also included group lunches and breakfasts. Try and arrange meals on site to simplify transportation needs

*     Some dinners have had entertainment but it is not required

*     Meeting size ranges from 30-60 people depending on location

*     Tables for a registration area,  vendor information, and for the sale of merchandise should be supplied

*     Many hotels will offer free meeting rooms if you guarantee them a certain number of rooms and/ or food dollars.

*     Please take into consideration that several meeting attendee’s pay there own way to these meetings so keeping costs down is great for them

*     Have a room available for after the meeting socialization. Normally open till 11 pm

*     Sponsors may help pay for the things your company will not. Be nice to them and they will gladly help you out

Dispatchers like free things. Any free give always your company,  your sponsor, or your host city,  have to offer are appreciated.