The UURMaPA Board thanks you for being involved with the planning of a local or regional Conference.  We hope the guidelines will be helpful and ease the way for you to plan an inspirational and successful conference.


AREA CONFERENCES
Conferences may be scheduled anywhere or anytime.  They may be multi-day meetings or one day gatherings.  The object is to bring people together.  Any member may attend any conference.


LIAISON
The UURMaPA Board appoints one of its members to serve as liaison to the Conference Chairperson, acting as a resource for the Conference Committee.


HOW TO BEGIN
Create a committee consisting of chair(s), registrar, site liaison, and program person.  (For small or short gatherings one or two persons can handle all the tasks.)  Try to include at least one person with experience from a previous conference on the committee.  Email and conference calls can facilitate committee business.  Ask your Board liaison for information about setting up conference calls.


SELECT A SITE
Work with one or more conference centers or a local U.U. church to arrange for the date and site.  If a deposit is necessary, contact your Board liaison.

Determine Registration Fee which needs to include room and board charges, meals (for one day meetings), hospitality costs and expenses for the program, including possible expenses for speakers.


PUBLICITY
Elderberries, our quarterly newsletter, has deadlines on the 15th of January, April, July and October, for publication on the first of the next month.  Be sure to include complete, concise information for the editor. Allow for at least two announcements.  A registration form may be included in the final conference announcement.

UURMaPA Website http://www.uurmapa.org  Ask your Board liaison how to get information placed on the website.

Direct Contact. Use your UURMaPA Directory to find e-mail addresses, phone numbers and home addresses for members in the conference area.

At the back of the Directory there is a geographic listing by district/region.  Mailing labels are available from our data base keeper, Rev. Andy Backus (andrewbackus@msn.com) if needed.  Our newest retirees are usually listed in the August Elderberries.


REGISTRATION FORM should include the following:

1. Dates, times, location and topic or theme (if there is one).
2. Amount to be sent with registration, when final payment is due, cancellation policies (if any) and to whom the check is written and where it is to be sent.
3. Scholarship Information for first time attendees:  $200 scholarships are available for those attending their first UURMaPA conference on a first come first served basis.  UURMaPA offers a total of 4 such scholarships each year.  Allow space for members to indicate if this is their first conference and if they would like to be considered for the scholarship.
4. Scholarship information for other attendees:  There is financial aid available to partially assist with expenses for UURMaPA members attending any of our conferences from special funds administered by the Director of Church Staff Finances (currently the Rev. Richard Nugent).  Individuals can contact Rev. Nugent directly to apply for these funds (rnugent@uua.org).  All communication with him will be handled in a confidential manner.  
5. Addresses, phone numbers and e-mails for the registrar and the chairperson.
6. Mail preference for further information: e-mail or snail mail.
7. Site information: mail and email addresses, as well as the phone number of the site.  Also include directions to the site and a map.
8. Further communication close to the conference date, may be sent to registrants with any reminders, program details or new information. 

NOTIFICATION OF LOCAL MINISTERS
If a Conference is held at a local UU congregation it is essential to notify the minister of that congregation as arrangements are being made.  It is gracious to invite the minister to bring greetings to the conference.  Local ministers can be helpful with information about the community, possible programs available or individuals who can contribute to the richness of the conference.


PROGRAM (See special notes for one day conferences on next page)

When people arrive have a packet of information ready for them that includes a name tag, schedule information, any helpful data about the local area, and  what do to in case of a medical emergency.

A program pattern has developed over the years.   Some elements include:

1. personal sharing the first evening;
2. regular worship services, one of which may include a reading of the names of deceased members (remember to include partners) in the preceding year; 
3. news from the UURMaPA Board;
4. the major program;
5. an Odyssey, from a couple, clergy or partner;
6. field trips to local museums or nature centers;
7. free time for conversation;
8. social time before dinner. 
   

END OF CONFERENCE
If possible, choose a committee for next year.  If returning to the same site, try to make arrangements for the next year’s dates before you leave the center.

Create a simple evaluation form for participants to fill in before they leave.

Immediately after the conference, prepare a written report on the conference, including a financial statement.  Send the report it to the UURMaPA Conference liaison as well as to the chairperson of the next planning committee. 


FINANCES
All Conferences are expected to be self-supporting, but advances for deposits, speakers, etc. may be arranged with the UURMaPA treasurer.

The conference chair may apply to the UURMaPA Board for small grants for speakers or other programs to enhance the conference if it is not feasible to include the cost in the registration fee.

The registrar should forward registration checks to the UURMaPA treasurer for deposit before the conference.  Receipts for copying and mailing, etc. will be paid promptly after being received by the UURMaPA treasurer.


ONE DAY CONFERENCES/GATHERINGS
For one day gatherings, one or two persons can often handle the planning and logistical tasks.

Local UU churches which may have pleasant, inexpensive restaurants nearby are often ideal locals for one day events.  Nearby conference or retreat centers are another possibility.

Registration forms may or may not be needed but you will need to request some form of RSVP (snail mail, e-mail, voice mail) from those planning to attend.  For some one day gatherings, advance registration fees may be needed (to make sure costs will be covered) and thus this would require a registration form.

Simple morning refreshments as folks arrive and lunch and dinner (if the meeting lasts until evening) will need to arranged, either brought in or by having the group go out to a nearby restaurant for meals.

“Fees” for one day conferences need to cover meal/food costs and any cost for the meeting space or special speaker.  Scholarship monies are not available for one day gatherings. 

“Program” can be very simple with personal sharing, connections and worship or can include a topic, speaker, presentation, etc.