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ABA Job Description
CONVENTION HOTEL COORDINATOR
BASIC FUNCTION
To perform site inspections at various hotels in host city to determine which hotels fulfill the criteria of location, space, and safety factors. To negotiate guest room rates, meal costs, and other items. Assign and arrange schedules for all meeting/function spaces. To sign contract.
CONVENTION HOTEL COORDINATOR QUALIFICATIONS
1. Minimum two years membership in ABA and attendance at two conventions
2. Experience in negotiating contracts for lease/rental/hotel agreements or similar
CURRENT BYLAWS AFFECTING CONVENTION HOTEL COORDINATOR
Article IV - Officers and District Representatives
Article X - Duties of Officers and District Representatives
Article XII - Duties of Appointees
Article XIV - Rotating Committees
F. Convention Guidelines Committee
Article XV - Non-rotating Committees
Article XVIII - Standing Committees
B. Convention Standing Committee
Article XXII - The Convention Emergency Reserve Fund
Current Procedures
Convention Hotel Coordinator
1. Make contact with hotels in the area.
2. Request written proposals from each hotel.
3. Travel to the host city for site inspection of each hotel.
4. Determine which hotels meet ABA requirements for meeting space, functions, and availability of guest rooms.
5. Negotiate with each hotel to determine which offers the best package for ABA convention. The package should include:
a. Reasonable guest room rates to include two days before and after convention.
b. Reasonable meal costs and associated gratuity (lower youth rate).
c. Ample meeting and function spaces at no charge.
d. Complimentary suite for ABA President.
e. Complimentary room for Bell Tower Editor.
f. Complimentary room for Convention Chairman.
g. Complimentary punch served for one hour during welcome reception.
h. Complimentary master account credit for each 50 rooms sold.
i. Allow ABA to furnish cookies for welcome reception.
j. Piano
k. Sandwich and soft drink bar during bell auction
l. Banquet cash bar.
m. Storage room near registration.
n. Provide needed tables, chairs, podiums, riser, microphones, audio and/or video equipment, etc.
o. Free parking
p. Monetary damages if hotel cancels or cannot provide contractual items.
6. Obtain a written commitment confirming a percentage limit that food prices can be increased, or agree upon a maximum fixed dollar amount ABA will spend for meals not to include taxed or gratuity. Determine over/under guarantee for each meal.
7. All agreements, no matters how small, shall be included in the contract.
8. With the approval of the convention chairman, select a hotel.
9. Request computer generated table layouts of sales room, plenary meeting room, and dining room.
10. Provide hotel with a complete Schedule of Events including room assignments for plenary meetings, executive and committee meetings, sales, BEHOLD, youth, gathering, registration, lunches, dinners, programs, president's luncheon, welcome reception, past president's breakfast, and auction. Convention Chairman may later adjust schedules/room assignments to better fit the events.