REQUEST TO HOST A CONFERENCE OR STATEWIDE MEETING/EVENT
CJW is always looking for local clubs to volunteer to host a Conference or statewide event like President’s Dinner. If your club would like to host an event like this, the information below contains a brief outline of the proposal process, planning process and expectations. For more information please reference the Meeting Planner Section in the CJW BLUE BOOK.
NOTE: The hosting Club will work with the CJW Meeting Planner who will bring the proposal to the CJW Board, answer any questions and assist where necessary or requested.
TO HOST AN EVENT:
Reach out to the CJW Meeting Planner to inform her that you would like to host an event.
Submit a completed, written proposal form (found in the Blue Book) 3 months prior to the event to the Meeting Planner so that it can be discussed at a CJW Board Meeting. Include proposals for plans including speakers, programs, menus, prices, etc.
The contract must be reviewed by the CJW Director, CJW Meeting Planner and Conference Co-Chairs. The Director is the authorized signatory for the contract.
If approved the planning process can begin.
Itemized Checklist
Essentials - Microphone, podium, American flag, CJW Banner, podium sign with CJW logo and directional signs
Registration table with name tags, Registration list of clubs, Ballots for elections/voting, First time attendee stickers – check with CJW Assistant Director
Name placards for head tables and sub-head tables (CJW Board Members and guests)
Flowers for CJW Director and Assistant Director (optional)
Printed programs at all tables
Centerpieces (can use hotel centerpieces)
Credentials report & gifts
Entertainment for the day - notify CJW Treasurer of check amount needed.
Planning Guidelines & Information
Room should accommodate approximately 100 people.
Financial expenses must be submitted in 30 days after conference. The CJW Treasurer will prepare the Profit and Loss statement within 60 days and forward copies to CJW Director, Meeting Planner and host club.
Invite special guests. SUGGESTION: Plan for a guest speaker and/or fun activity to attract attendance. The idea will be up to the club.
Supply information for the Call - The Call must be emailed to the CJW Corresponding Secretary at least 10 weeks before the conference. Please include GOOD driving instructions from all parts of the state.
Prepare a Program
The Director sets the agenda.
Create a seating plan- Past Honorary Directors should be seated together at a special table.
Create a guest list.
Have good communication with the Meeting Planner and Director.
Connecticut Junior Women, Inc.
