____ 1.Convention headquarters: Prepare local arrangements for a host motel/hotel to serve as the convention headquarters. The rooms need to be at a fairly reasonable rate. Room rates have ranged from a low of $69 to a high of $89/90 depending on location. A small number of rooms are blocked for Thursday night and a large number of rooms for Friday night.
____ 2.Conference/meeting rooms for the convention: CTAM is usually held at the motel/hotel that serves as the convention headquarters. A total of approximately 7-9 meeting rooms are needed for program sessions. Some meeting rooms need to be large for various programs but accommodations can be made depending upon the programs selected for the convention. [CTAM has been held on a college campus for the program session, however, the practice has presented problems for parking and available classrooms. CTAM prefers to convention be held at motel/hotel.]
____ 3.Noon Luncheon on Friday: The number attending the luncheon has averaged about 200 persons. CTAM has a breakfast on Saturday morning--usually attended by approximately 100-150 people. [CTAM no longer has a Friday evening banquet.]
____ 4.Thursday evening business meeting and dinner of the CTAM Executive Council and the CTAM Board of Governors. A conference room suitable to hold 25 people for a business meeting/dinner.
____ 5.Host is obligated to provide all information concerning availability of hotel/motel space and any costs associated with using the space. CTAM may make a site visit to determine if the location will work for the convention.
Note: No formal arrangements or signed contracts should be made with a hotel or school until a bid is officially accepted by the CTAM Executive Council.
[CTAM recommends parties interested in hosting the convention look at a previous convention program. This will provide a good overview of the number of rooms needed and the time span of the convention.]