Autscape is run by its management committee, which is elected by the members at the AGM. If you want to join the committee, you must find two people - one to nominate you and the other to second you, and must notify the committee in time for the membership to be notified, 14 days before the AGM. The AGM takes place at the end of the conference.
The committee have a lot of work to do to make Autscape happen. Broadly speaking, the following tasks must be done.
Venue
- Find and agree on a suitable venue
- Make a provisional booking
- Investigate transport issues
- Get map of the venue environs and a plan of room layout
- Get a formal quote
- Visit the venue to check the facilities are what we expect, confirm accuracy of the maps etc
- Subject to the venue visit being okay, formally book the venue
- As required, book local transport
Presentations
- Choose a theme for the presentations
- Invite proposals from speakers
- Agree on a set of proposals
- Formally invite the selected presenters
Advertising
- Design, check and print the Autscape brochure
- Design, check and publish adverts for the magazines
Registration
- Decide fees, single-room supplements and any other supplements
- Design room booking, childcare, diet and transport surveys
- Open registration
- Allocate people to rooms
- Chase up missing information on surveys
- Chase up late payments
Food
- Notify venue of likelihood of special diets
- Collect dietary requirements from participants
- Pass information to venue
Childcare
- Find childcare suppliers
- Collect childcare requirements from participants
- Pass information to suppliers
Info pack
- Prepare maps and literature for the information pack
- Send key parts of the information pack off to be printed
Merchandise
- Decide what goods to produce, if any
- Estimate sale prices
- Find suitable suppliers
- Send artwork to suppliers