Exploritas : Hosting an LLI Regional Conference

Contents
Introduction
Conference Planning Timetable
Job Descriptions
Facilities Required
Facilities Survey Form
Meals/Breaks Survey Form
Presentation Proposal Form
Addendum

LLI conferences are a way of bringing LLIs together, to discuss the nature of their organizations, their missions, programs and practices; to share their troubles, find solutions, and to celebrate their many victories. An LLI conference is also a way of offering LLI members and staff a chance to meet and mingle with their counterparts from other LLIs.

A conference may be composed of LLIs, from just one state or perhaps several different states. It may even be made up of LLIs from many states who want to meet because they are similar in structure or have the same concerns. Once the decision to hold a conference has been made, however, there are several things that must be considered. The past locations of recent conferences should be considered. In an attempt to spread conferences around the country so all LLI members have a chance to attend, conferences should not be held back-to-back in the same geographic area. Although conferences do tend to be geographic in nature, all LLI members are always welcome to attend. For a conference held in your own geographic area however, LLIs in this area should be consulted in the planning process, invited to contribute presentations, and all your members should each individually receive a conference invitation.

Usually a conference site is selected in the vicinity of an established LLI which agrees to be the conference host. The following materials explain that role in detail.

Introduction
Hosting a conference is a bit of work, but it should be fun work! There are some special advantages for the host LLI. With the conference close to home, members will have no travel expenses, so more of them are likely to attend. This is a great opportunity to expand the horizons of the host LLI. Members who attend will get a larger perspective on the LLI movement and be exposed to many new ideas and different ways of approaching the operation of an LLI.

Also, hosting a conference brings a good deal of attention to the host LLI and to the sponsoring institution. Conference publicity should include direct mailing of brochures to LLIs, press releases, postings on the EIN web page, and in any EIN newsletters.

Most of all, an LLI conference gives everyone a huge boost of enthusiasm for their own LLIs, and most people leave charged with energy and pride in their own programs. Hosting a conference will be a new challenge for an LLI, requiring group effort and cooperation and calling on all members skills as motivators and mobilizers of people. A successful conference brings the satisfaction of a job well done and a sense of accomplishment and growth for the host LLI.

Factors in site selection
Location is of course of prime importance. The relative ease and expense of getting to the site by air, rail or car will affect attendance. Location relative to the other LLIs in the area is also important, but it may not be critical to be centrally located. Try not to select a site where past conferences have been held. Locations should attempt to move around, making it convenient for every LLI to attend a conference at least every few years. Assess a potential site in light of any other conferences which might be scheduled that same year...for example, it wouldn't make sense to have a conference in Columbus, Ohio in the same year that one was held in Pittsburgh.

Other factors should include climate, cost, facilities, the general appeal and attractions of a city or area, and, of course, the enthusiasm of a host Institute!

When and how are sites determined?
Try to confirm sites and dates about a year prior to the conference. It's a process which often requires several weeks of attention. The most efficient way is for the prospective host LLI to identify suitable facilities and solicit proposals from them. (It is advisable to solicit proposals from two or more facilities.) Written proposals should be sent to the designated LLI office and then reviewed by the Planning Committee.

At the same time, the host LLI needs to gather the relevant information concerning transportation arrangements
and costs, as well as a general idea of the offerings of your locale and ideas for a social event which could be worked into the conference program.

Facilities
Participants seem happiest when the lodgings and conference sessions are all under one roof, and they're especially happy when the food is good! Our experience in the past few years shows that hotels can be as economical, and sometimes more economical, than college campuses, because colleges are charging such high fees now for use of meeting space, A/V, custodial services, etc. The service and surroundings in a hotel are usually superior. The only thing missing is the "campus connection," so you might consider having the Day #2 evening event on campus if there's a facility that is "special" in some way.

Dates
Although conferences can be held at any time during the year, they seem to work out best if scheduled during
the latter part of the academic year, from February through April.

Sunday-Tuesday dates work well, although other configurations are possible if necessary.
By staying close to a Saturday night fliers can get supersaver rates.

Social Event
A special responsibility of the host Institute is to design and manage the "event" for the second evening of the conference. This does not need to be a fancy affair. The essential thing is to offer people a dinner opportunity that will be something different from the banquet-in-the-hotel which is the usual event on the first evening. If the location has much to offer in the way of restaurants and other attractions, it's usually better to give people a free evening "on their own." However, in this case, the host LLI organizes the formation of small dinner parties, arranges restaurant reservations, and addresses the logistics of transportation. If the location is more remote from nightlife, then it's wiser to plan some type of dinner event for all conference participants.

People who attend conferences appreciate opportunities to have an unusual or unique experience in a particular area. The conference is an exceptional opportunity to highlight and showcase an area. It is always good to take advantage of attractions such as a local museum, historic home, theater festival, concert hall or cultural center. Providing a meal in conjunction with a tour or performance makes for a very special evening.

CONFERENCE PLANNING TIMETABLE
(This timetable is an example, using a conference date in late March. You can adjust the timetable once actual dates are set.)
• July 1 Site and dates confirmed; hotel rooms blocked; meeting rooms reserved
• Sept 1 Mailing to all area Institutes with notice of date/site; survey of interests; press release;
   request for planning committee participation
• Oct 1 Mailing to planning committee - outline plan of action
• October 30 Program Draft I completed
• Mailing to all LLIs in area, requesting nominations of presenters.
• Nov 22-24 Progress report from planners; Draft II developed.
• Dec 10 All topics & speakers confirmed.
• January 4-15 Program printed and mailed
• Jan - Mar Preparations for host Institute include recruiting volunteers, local publicity,
   planning a social event, arranging logistics, etc.
• March 21-23 - LLI Conference

"Job" Descriptions
Planning Committee (The committee should be chaired by the host LLI or by co-hosting LLIs.)
• The planning committee is made up of representatives of several affiliate LLIs within the area. The aim is to have
  representatives from diverse LLIs, large vs. small, urban vs. rural, new vs. mature, etc.
• The essential role of the planning committee is to develop the conference program, that is: identifies topics and recruits
  and confirm speakers, panelists, presenters, and moderators, and promotes the involvement of many LLIs.
• Guides the planning process and the overall development of the conference.
• Produces and distributes promotional materials and the conference program.
• Develops and administers the conference budget, including processing of all registration checks
  and payment of all invoices.
• Attendance fees should be set high enough to cover all conference expenses.
• The individual committee members serve as liaisons to their own Institutes, bringing back to their Institutes information about plans for the conference, generating enthusiasm for the conference, soliciting and relaying ideas and suggestions from Institute members.

Host LLI – Local Arrangements Committee (The Chair and committee members should be from the host LLI.)
• Designates one person to serve as liaison with the planning committee for purposes of conference   planning and logistics.
• Identifies facilities for meeting and lodging; assembles information on costs of rooms and food service.
• Serves as liaison with campus if campus facilities are used.
• Designs and manages one evening social event (possibly including dinner) for all conference participants.
• Provides volunteers to conduct the on-site registration process, greet participants and acquaints
  them with facilities; and handles all on-site logistics.
• Provides information about local restaurants, historical sites, and other places of interest.
• In general, extends hospitality and "personalizes" the conference experience for participants.
• Contracts with vendors.
• Creates registration database in order to process registrations, respond to information requests and
   send out conference confirmations.
• Provides on-site management.

Elderhostel Institute Network Staff
• Provides Hosting an LLI Conference Guidelines, a "how-to" package of information.
• Provides free consultation as needed by email and phone.
• Posts conference information and updates on Elderhostel website.
• Sends a "Save the Date" email announcement to all LLIs in the Network as soon as a date has been set.
• Updates and reminds all LLIs in the Network on a regular basis about the upcoming conference.
• May attend the conference and/or serve on panels and lead workshops

Registration & Reception – Greeters: Sample Timeframe
• Volunteers needed: 6 people from 2:30-5:45 on Day 1
• 1 or 2 people from 8-9:30 on Day 2
• 1 or 2 people from 8-9:30 on Day 3

LLI CONFERENCE - FACILITIES REQUIRED
The following needs are based on anticipated conference attendance of 150 people.
This estimate will vary depending on your region, so adjust accordingly.

Meeting Rooms Auditorium (or large classroom) to seat 150, theatre style. Breakout session rooms:
5 or 6 rooms to seat 25-50 each, either theatre, classroom or conference style.

Dining Areas Reception area – you can offer a wine & cheese (or punch & pretzels) reception during the registration period on Sunday evening; this area might also be used for breakfast a buffet each morning.
People appreciate a place to put their coats, and they also appreciate having chairs and tables to use during the breakfast.

Luncheons & Dinners - Seat 150 banquet style

Lodgings 80-100 guest rooms (figure on half single rooms, half double rooms)

SURVEY OF LOCAL FACILITIES for meetings and lodging Please use a separate form for each facility.

Name of facility contact person & phone:
location:
Access to transportation:

Closest major airport:

(note distance and drive time)

Amtrak:

Bus:

Distance/drive time from interstate highway:

Meeting space:

Estimated total cost:

Comments on quality & convenience of meeting space:

Lodgings cost per guest room: $_____single/$______double

Comments on quality of guest rooms & other amenities of hotel:

Conference planning survey
MEALS/REFRESHMENT BREAKS
Sunday reception ____________________________________________________________
Sunday dinner_______________________________________________________________
Monday breakfast *___________________________________________________________
Monday a.m. break___________________________________________________________
Monday lunch_______________________________________________________________
Tuesday breakfast____________________________________________________________
Tuesday lunch_______________________________________________________________ other?__________
TOTAL MEALS ________________

Breakfast need not be a full cooked breakfast, but should be more substantial than "continental."
An agreeable menu would include: cold cereal with milk, fresh fruit or juice, pastries, coffee and tea.

PROPOSAL FORM
Organization: _________________________________________________________
Name: _______________________________________________________________
Street Address: ________________________________________________________
City, State, Zip: ________________________________________________________
Telephone: ___________________ fax: ___________________ email: __________

This is a proposal for a complete session (75-90 minutes)
Or a single presentation (please indicate your preference for a time slot of 20, 30, or 45 minutes)

Proposed name of session or title of presentation:
Format: __________________________________________________________________
Summary of ideas to be presented: ____________________________________________ Moderator: __________________________
Speaker: ______________________ Time allocated: ____________________________
Speaker: ______________________ Time allocated: ____________________________
Speaker: ______________________ Time allocated: ____________________________
Speaker: ______________________ Time allocated: ____________________________
Time allocated for questions and answers, discussion: __________________________
What questions for discussion could be raised? ________________________________
What will be provided as handouts to participants in this session? (strongly encouraged) ________________
Will audio visual aids be used? What equipment will be required? ____________________ ______________
IMPORTANT: Please attach a typed sheet with a list of proposed moderator’s and speakers’ addresses, phone numbers and email, if available.
I understand and agree that all moderators and presenters are required to register for the conference and pay the applicable fee.
Each of the people involved in this proposed presentation has agreed to honor this policy.
Signed: _________________________________________________________________

Addendum to Regional Conference Planning Booklet

1. Try to send out a call for proposals at least six (6), if not seven (7) months in advance of the conference.
2. The conference brochure should be mailed out at least three (3) if not four (4) months in advance of the conference.
3. A member of the Conference Planning Committee should be put in charge of contacting all the media in the area with announcements about the conference.
4. For LLIs in cold climates, conferences should be held between late March and early June. After early June people disburse for the summer. Those LLIs in warm climates can hold a conference anytime from late October until early June. Early fall is not good since LLIs are just getting organized for the new year.
5. Try to centralize all sleeping rooms, meals and workshop accommodations as much as possible. There are several reasons for this. People may have heavy presentation materials to carry. They may have trouble walking or climbing stairs. They may not have a car. They may want to go back to their room during the day. It makes it much easier for all participants if all facilities are within easy walking distance.
6. Give conference attendees a good description of all the facilities. Tell them about the room, stairs, walking distances, etc. Describe everything fully. Are there hangers in the room? Will I have to share a bath? Do I need a car?
7. Have a locked room near the area where the workshops are being held that is available to hold all materials, handouts, etc.
8. End workshops by 4:30 p.m. so attendees will have time to go back to their rooms to rest and clean-up before dinner. All after-dinner activities should be over by 8:30 p.m. at the latest.
9. Select a site that is willing to be very flexible in negotiating prices for everything. Try to stay away from unionized facilities. There is very little negotiating room with unions. Try to avoid having to give a minimum commitment of attendees. Many things can affect attendance, especially at the last minute. Especially avoid sites that will penalize you if the minimum number is not met. 10. If possible, ask speakers to speak for free (conference pays expenses only). In all cases avoid highly priced speakers. A $100 honorarium should be the outside limit.
11.Always have back-up workshop presenters. Last-minute emergencies always arise and can leave holes in the workshop schedules. Avoid last minute scrambling to cover the gaps. You can always ask some of your above-average LLI presenters who have very interesting topics to stand by in case they are needed.
12. Be sure to include a list of attendees, names and addresses, in the conference packet.

	Contents Introduction Conference Planning Timetable Job Descriptions Facilities Required Facilities Survey Form Meals/Breaks Survey Form Presentation Proposal Form Addendum LLI conferences are a way of bringing LLIs together, to discuss the nature of their organizations, their missions, programs and practices; to share their troubles, find solutions, and to celebrate their many victories. An LLI conference is also a way of offering LLI members and staff a chance to meet and mingle with their counterparts from other LLIs. A conference may be composed of LLIs, from just one state or perhaps several different states. It may even be made up of LLIs from many states who want to meet because they are similar in structure or have the same concerns. Once the decision to hold a conference has been made, however, there are several things that must be considered. The past locations of recent conferences should be considered. In an attempt to spread conferences around the country so all LLI members have a chance to attend, conferences should not be held back-to-back in the same geographic area. Although conferences do tend to be geographic in nature, all LLI members are always welcome to attend. For a conference held in your own geographic area however, LLIs in this area should be consulted in the planning process, invited to contribute presentations, and all your members should each individually receive a conference invitation. Usually a conference site is selected in the vicinity of an established LLI which agrees to be the conference host. The following materials explain that role in detail. Introduction Hosting a conference is a bit of work, but it should be fun work! There are some special advantages for the host LLI. With the conference close to home, members will have no travel expenses, so more of them are likely to attend. This is a great opportunity to expand the horizons of the host LLI. Members who attend will get a larger perspective on the LLI movement and be exposed to many new ideas and different ways of approaching the operation of an LLI. Also, hosting a conference brings a good deal of attention to the host LLI and to the sponsoring institution. Conference publicity should include direct mailing of brochures to LLIs, press releases, postings on the EIN web page, and in any EIN newsletters. Most of all, an LLI conference gives everyone a huge boost of enthusiasm for their own LLIs, and most people leave charged with energy and pride in their own programs. Hosting a conference will be a new challenge for an LLI, requiring group effort and cooperation and calling on all members skills as motivators and mobilizers of people. A successful conference brings the satisfaction of a job well done and a sense of accomplishment and growth for the host LLI. Factors in site selection Location is of course of prime importance. The relative ease and expense of getting to the site by air, rail or car will affect attendance. Location relative to the other LLIs in the area is also important, but it may not be critical to be centrally located. Try not to select a site where past conferences have been held. Locations should attempt to move around, making it convenient for every LLI to attend a conference at least every few years. Assess a potential site in light of any other conferences which might be scheduled that same year...for example, it wouldn't make sense to have a conference in Columbus, Ohio in the same year that one was held in Pittsburgh. Other factors should include climate, cost, facilities, the general appeal and attractions of a city or area, and, of course, the enthusiasm of a host Institute! When and how are sites determined? Try to confirm sites and dates about a year prior to the conference. It's a process which often requires several weeks of attention. The most efficient way is for the prospective host LLI to identify suitable facilities and solicit proposals from them. (It is advisable to solicit proposals from two or more facilities.) Written proposals should be sent to the designated LLI office and then reviewed by the Planning Committee. At the same time, the host LLI needs to gather the relevant information concerning transportation arrangements and costs, as well as a general idea of the offerings of your locale and ideas for a social event which could be worked into the conference program. Facilities Participants seem happiest when the lodgings and conference sessions are all under one roof, and they're especially happy when the food is good! Our experience in the past few years shows that hotels can be as economical, and sometimes more economical, than college campuses, because colleges are charging such high fees now for use of meeting space, A/V, custodial services, etc. The service and surroundings in a hotel are usually superior. The only thing missing is the "campus connection," so you might consider having the Day #2 evening event on campus if there's a facility that is "special" in some way. Dates Although conferences can be held at any time during the year, they seem to work out best if scheduled during the latter part of the academic year, from February through April. Sunday-Tuesday dates work well, although other configurations are possible if necessary. By staying close to a Saturday night fliers can get supersaver rates. Social Event A special responsibility of the host Institute is to design and manage the "event" for the second evening of the conference. This does not need to be a fancy affair. The essential thing is to offer people a dinner opportunity that will be something different from the banquet-in-the-hotel which is the usual event on the first evening. If the location has much to offer in the way of restaurants and other attractions, it's usually better to give people a free evening "on their own." However, in this case, the host LLI organizes the formation of small dinner parties, arranges restaurant reservations, and addresses the logistics of transportation. If the location is more remote from nightlife, then it's wiser to plan some type of dinner event for all conference participants. People who attend conferences appreciate opportunities to have an unusual or unique experience in a particular area. The conference is an exceptional opportunity to highlight and showcase an area. It is always good to take advantage of attractions such as a local museum, historic home, theater festival, concert hall or cultural center. Providing a meal in conjunction with a tour or performance makes for a very special evening. CONFERENCE PLANNING TIMETABLE (This timetable is an example, using a conference date in late March. You can adjust the timetable once actual dates are set.) • July 1 Site and dates confirmed; hotel rooms blocked; meeting rooms reserved • Sept 1 Mailing to all area Institutes with notice of date/site; survey of interests; press release; request for planning committee participation • Oct 1 Mailing to planning committee - outline plan of action • October 30 Program Draft I completed • Mailing to all LLIs in area, requesting nominations of presenters. • Nov 22-24 Progress report from planners; Draft II developed. • Dec 10 All topics & speakers confirmed. • January 4-15 Program printed and mailed • Jan - Mar Preparations for host Institute include recruiting volunteers, local publicity, planning a social event, arranging logistics, etc. • March 21-23 - LLI Conference "Job" Descriptions Planning Committee (The committee should be chaired by the host LLI or by co-hosting LLIs.) • The planning committee is made up of representatives of several affiliate LLIs within the area. The aim is to have representatives from diverse LLIs, large vs. small, urban vs. rural, new vs. mature, etc. • The essential role of the planning committee is to develop the conference program, that is: identifies topics and recruits and confirm speakers, panelists, presenters, and moderators, and promotes the involvement of many LLIs. • Guides the planning process and the overall development of the conference. • Produces and distributes promotional materials and the conference program. • Develops and administers the conference budget, including processing of all registration checks and payment of all invoices. • Attendance fees should be set high enough to cover all conference expenses. • The individual committee members serve as liaisons to their own Institutes, bringing back to their Institutes information about plans for the conference, generating enthusiasm for the conference, soliciting and relaying ideas and suggestions from Institute members. Host LLI – Local Arrangements Committee (The Chair and committee members should be from the host LLI.) • Designates one person to serve as liaison with the planning committee for purposes of conference planning and logistics. • Identifies facilities for meeting and lodging; assembles information on costs of rooms and food service. • Serves as liaison with campus if campus facilities are used. • Designs and manages one evening social event (possibly including dinner) for all conference participants. • Provides volunteers to conduct the on-site registration process, greet participants and acquaints them with facilities; and handles all on-site logistics. • Provides information about local restaurants, historical sites, and other places of interest. • In general, extends hospitality and "personalizes" the conference experience for participants. • Contracts with vendors. • Creates registration database in order to process registrations, respond to information requests and send out conference confirmations. • Provides on-site management. Elderhostel Institute Network Staff • Provides Hosting an LLI Conference Guidelines, a "how-to" package of information. • Provides free consultation as needed by email and phone. • Posts conference information and updates on Elderhostel website. • Sends a "Save the Date" email announcement to all LLIs in the Network as soon as a date has been set. • Updates and reminds all LLIs in the Network on a regular basis about the upcoming conference. • May attend the conference and/or serve on panels and lead workshops Registration & Reception – Greeters: Sample Timeframe • Volunteers needed: 6 people from 2:30-5:45 on Day 1 • 1 or 2 people from 8-9:30 on Day 2 • 1 or 2 people from 8-9:30 on Day 3 LLI CONFERENCE - FACILITIES REQUIRED The following needs are based on anticipated conference attendance of 150 people. This estimate will vary depending on your region, so adjust accordingly. Meeting Rooms Auditorium (or large classroom) to seat 150, theatre style. Breakout session rooms: 5 or 6 rooms to seat 25-50 each, either theatre, classroom or conference style. Dining Areas Reception area – you can offer a wine & cheese (or punch & pretzels) reception during the registration period on Sunday evening; this area might also be used for breakfast a buffet each morning. People appreciate a place to put their coats, and they also appreciate having chairs and tables to use during the breakfast. Luncheons & Dinners - Seat 150 banquet style Lodgings 80-100 guest rooms (figure on half single rooms, half double rooms) SURVEY OF LOCAL FACILITIES for meetings and lodging Please use a separate form for each facility. Name of facility contact person & phone: location: Access to transportation: Closest major airport: (note distance and drive time) Amtrak: Bus: Distance/drive time from interstate highway: Meeting space: Estimated total cost: Comments on quality & convenience of meeting space: Lodgings cost per guest room: $_____single/$______double Comments on quality of guest rooms & other amenities of hotel: Conference planning survey MEALS/REFRESHMENT BREAKS Sunday reception ____________________________________________________________ Sunday dinner_______________________________________________________________ Monday breakfast ___________________________________________________________ Monday a.m. break___________________________________________________________ Monday lunch_______________________________________________________________ Tuesday breakfast____________________________________________________________ Tuesday lunch_______________________________________________________________ other?__________ TOTAL MEALS ________________ Breakfast need not be a full cooked breakfast, but should be more substantial than "continental." An agreeable menu would include: cold cereal with milk, fresh fruit or juice, pastries, coffee and tea. PROPOSAL FORM* Organization: _________________________________________________________ Name: _______________________________________________________________ Street Address: ________________________________________________________ City, State, Zip: ________________________________________________________ Telephone: ___________________ fax: ___________________ email: __________ This is a proposal for a complete session (75-90 minutes) Or a single presentation (please indicate your preference for a time slot of 20, 30, or 45 minutes) Proposed name of session or title of presentation: Format: __________________________________________________________________ Summary of ideas to be presented: ____________________________________________ Moderator: __________________________ Speaker: ______________________ Time allocated: ____________________________ Speaker: ______________________ Time allocated: ____________________________ Speaker: ______________________ Time allocated: ____________________________ Speaker: ______________________ Time allocated: ____________________________ Time allocated for questions and answers, discussion: __________________________ What questions for discussion could be raised? ________________________________ What will be provided as handouts to participants in this session? (strongly encouraged) ________________ Will audio visual aids be used? What equipment will be required? ____________________ ______________ IMPORTANT: Please attach a typed sheet with a list of proposed moderator’s and speakers’ addresses, phone numbers and email, if available. I understand and agree that all moderators and presenters are required to register for the conference and pay the applicable fee. Each of the people involved in this proposed presentation has agreed to honor this policy. Signed: _________________________________________________________________ Addendum to Regional Conference Planning Booklet 1. Try to send out a call for proposals at least six (6), if not seven (7) months in advance of the conference. 2. The conference brochure should be mailed out at least three (3) if not four (4) months in advance of the conference. 3. A member of the Conference Planning Committee should be put in charge of contacting all the media in the area with announcements about the conference. 4. For LLIs in cold climates, conferences should be held between late March and early June. After early June people disburse for the summer. Those LLIs in warm climates can hold a conference anytime from late October until early June. Early fall is not good since LLIs are just getting organized for the new year. 5. Try to centralize all sleeping rooms, meals and workshop accommodations as much as possible. There are several reasons for this. People may have heavy presentation materials to carry. They may have trouble walking or climbing stairs. They may not have a car. They may want to go back to their room during the day. It makes it much easier for all participants if all facilities are within easy walking distance. 6. Give conference attendees a good description of all the facilities. Tell them about the room, stairs, walking distances, etc. Describe everything fully. Are there hangers in the room? Will I have to share a bath? Do I need a car? 7. Have a locked room near the area where the workshops are being held that is available to hold all materials, handouts, etc. 8. End workshops by 4:30 p.m. so attendees will have time to go back to their rooms to rest and clean-up before dinner. All after-dinner activities should be over by 8:30 p.m. at the latest. 9. Select a site that is willing to be very flexible in negotiating prices for everything. Try to stay away from unionized facilities. There is very little negotiating room with unions. Try to avoid having to give a minimum commitment of attendees. Many things can affect attendance, especially at the last minute. Especially avoid sites that will penalize you if the minimum number is not met. 10. If possible, ask speakers to speak for free (conference pays expenses only). In all cases avoid highly priced speakers. A $100 honorarium should be the outside limit. 11.Always have back-up workshop presenters. Last-minute emergencies always arise and can leave holes in the workshop schedules. Avoid last minute scrambling to cover the gaps. You can always ask some of your above-average LLI presenters who have very interesting topics to stand by in case they are needed. 12. Be sure to include a list of attendees, names and addresses, in the conference packet.		Important Message From President James Moses Our hearts and sympathies go out to those involved in the tragic accident in Florida. (read more) Welcome to Exploritas Explore + Veritas = Exploritas Learn more about our new program name Why Exploritas What Makes Exploritas the World's Best Not-For-Profit Educational Travel Organization U.S. & Canada Through March 2010 International Through June 2010 Adventures Afloat Through December 2010 The Exploritas Connection Our Newest Feature Meet fellow participants, share ideas and discuss common interests. 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