Foreward

This set of hints for upcoming Ohio-Region Section / American Physical Society (OS/APS) meeting hosts has been modified and edited many times over the past 20 years. The present form represents a many-times-updated version of an excellent compilation by Dr. Glenn Julian of Miami University in 1980. Dr. Julian's list was based on the "worry list" for the local committees for his 1977 meeting at Miami, and on previously distributed suggestions compiled by Dr. Perry Yaney of the University of Dayton in the 1970's ("How to Prepare for an OS/APS Meeting or How to Plan 24 Hours of High Entropy"). Not all comments will apply in every case and the list of hints is meant to be neither all inclusive nor restrictive. The list is meant to suggest several items to be considered as you prepare to host a meeting at your institution. This document was thoroughly edited and updated by James Schneider, and reviewed and approved by the OS/APS Executive Committee members at their meeting in Cleveland on October 12, 1984; subsequent additions and editorial changes have been made annually by the OS/APS Executive Committee to reflect changes in policy or to incorporate suggestions from recent local committee chairs.

Ron Stoner, (OS/APS Chair 1986-87)
Bob Boughton, (OS/APS Chair 1992-93)
Bowling Green State University

Summary Checklist

	Two - Four Years in Advance of the Meeting   — more information
		Schedule the Meeting
	18 Months - 1 Year In Advance   — more information
		Have Dates Approved
		Appoint Local Meeting Chairperson
		Consider Financial Matters
		Arrange Meeting Rooms
	One Year - Six Months In Advance   — more information
		Refine Symposium Topic and Confirm Invited Speakers
		Have Announcement Published In The APS Bulletin
	Six Months To Three Months In Advance   — more information
		Prepare Advanced Registration Form
		Prepare Preliminary Announcements
		Appoint Local Committees: Printing and Mailing Final Program / Contributed Paper Abstracts Session Chairpersons Speaker Hosts Publicity Invitation Secretarial Assistance Executive Committee Meeting and Luncheon Refreshments Social Hour Co-Sponsors Banquet Clean Up Student Activities Open House Registration Motels Parking Signs and Maps Audio-Visual Equipment Building Maintenance
	Three - Four Months In Advance   — more information
		Mail Preliminary Announcements
		Check Progress of Local Committee Tasks
	Two Months In Advance   — more information
		Mail Program Summary and Call For Contributed Papers
		Make Certain Committees Are Functioning Well
	Two Weeks In Advance   — more information
		(Optional) Final Mailing (First Class Only)
	After The Meeting   — more information
		Submit Data and Abstracts of Papers
		Submit Final Report
		Relax -- It's Over