Event Coordination

The Conference event planner is responsible for the scheduling and use of the Conference Center facility as well as serving as a liaison with outside vendors and groups in the planning and operation of the annual conference session.

Staff
Nancy Patton, Events Coordinator

Michele Willson, Assistant Events Coordinator

Conference Center Meetings Procedure

The Conference Center provides meeting space for IGRC-related committees and groups.

Scheduling an Event

A meeting held at the Conference Center needs one point person representing the group to communicate to the Conference staff. An event is scheduled through Nancy Patton, IGRC United Methodist Center and Annual Conference Event Planner, at: njpatton@igrc.org

Room Setup

The room will be setup according to the instruction provided by the group point person. Last minute room changes will need to be accomplished by the meeting group.

Media Needs

For media needs, the meeting group point person will need to contact Bob Schafer, IGRC Communication Ministries Video Production Manager, at: bschafer@igrc.org  Please allow time for Bob to know what is needed; any last-minute requests may not be accommodated.

Beverages and Snacks

Individual serving coffee makers are in each meeting room and bottled water is available. The Conference will not provide snacks; it is up to the group meeting to provide snacks.

Meals

If a meal is needed for the group, meal ordering for the group and payment will be coordinated by the meeting group point person. Meeting groups are expected to receive the delivered meal, set up the meal and clean up after the meal. Box lunches are the best way to provide specific individual meal requirements with the lowest amount of serving time involved for the group to provide a meal.

Conference Center Entry

Due to the Conference Center doors always being locked due to safety protocols, meeting participants will need to plan for access to the building prior to their meeting with their meeting group point person. Having a person stationed at the doors prior to the meeting will ensure safe entry. Meeting participants are required to sign in and out of the building at the front desk.

Overnight Lodging

The meeting group or individuals are responsible for all aspects of coordinating, reserving and paying for lodging if an overnight stay is needed.

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