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Convention / Conference Planning Guide - April 2024 - Quick Steps","","Department of Florida Marine Corps League Convention / Conference Planning Guide（Revised/Updated: April 2024）提供主办单位在筹备年度会议与年会时的快速执行清单。内容涵盖提交Bid Request与RFP模板、酒店与会场空间及无障碍条件核查、提案提交与现场考察要求、合同与法律审阅流程、会议包与表单制作、日程协调与委员会需求确认、人员与报到区域管理、宾客接待与礼品安排，以及会后15天内财务与保险相关资料的提交要求。",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/department-of-florida-marine-corps-league-convention-conference-planning-guide-april-2024-quick-steps/244850/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/department-of-florida-marine-corps-league-convention-conference-planning-guide-april-2024-quick-steps/244850.png","ImageObject",442,249,{"name":88,"@type":89},"Stanley","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-21","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":15},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"主办单位在考虑承办会议前需要先做哪些申请？","Question",{"text":108,"@type":109},"由DOF Convention Chair向所有分队、MCL Auxiliary和Florida Pack发布“Bid Request”，有意承办者向DOF Convention Chair申请RFP模板并据此准备。","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"酒店或场地需要满足哪些基本条件？",{"text":113,"@type":109},"场地需具备足够的会议空间、较大的宴会厅以及足够的注册区域，并提供多间ADA无障碍客房；同时要便于高速通达并有附近餐饮资源。",{"name":115,"@type":106,"acceptedAnswer":116},"合同签署前及会后需要完成哪些关键流程？",{"text":117,"@type":109},"在签署前将合同副本邮件给DOF Convention Chair与DOF Commandant审核；若获批准再转交Judge Advocate审查并获得DOF Commandant与JA批准后，由主办单位人员签约锁定日期安排。会议结束后15天内提交After-Action Financial Report，并按规定推进保险等材料与费用流程。","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},244850,1791716015,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":8,"category_name":11,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":15,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":135,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":141},2336477405376,"https://ap-avatar.wpscdn.com/davatar_29158cc5080c5b710cf443261637dec0","DEPARTMENT OF FLORIDA MARINE CORPS LEAGUE  \nCONVENTION / CONFERENCE PLANNING GUIDE  \nEstablished: 11 June 2005  \nAmended:  \n17 Oct 2006, 19 June 2010, 6 July 2010, Oct 2010, March 2011, June 2011, Oct 10, 2012, August 2018  \nRevised/Updated: APRIL 2024  \nUPDATE: APRIL 2024 Page 1 of 28  \nQUICK STEPS TO FOLLOW WHEN CONTEMPLATING HOSTING A DEPARTMENT OF FLORIDA MARINE CORPS LEAGUE CONFERENCE  \nDOF Convention Chair will publish a “Bid Request” to all  \nDetachments, MCL Auxiliary and Florida Pack.  \n will include deadlines and other details  \nBid Request will go out in January for the Fall Conference  \n~Bid Request will go out in July for the Spring Conference  \n1 Detachment/Pound/Unit, who is thinking about hosting a Conference should request “RFP [Request for Proposal] template”  \nfrom DOF Convention Chair.  \nIt will assist in understanding what is needed for a Conference Use the RFP when contacting Hotels  \n2 When considering a property, it must have adequate Meeting Room space for numerous meeting, large Banquet Room and adaquate Registration area and several ADA [handicap accessable] guestrooms. Easily accessable from the highway with nearby restaurants  \n3 When a location has met all the criteria to hold a Conference,  that the Hotel submit a proposal for the appropriate dates  \nSpring Conference is typically held early April [not Easter weekend]~Fall Confrerence is typically held early October  \n4 Prepare and submit [email] a Conference Bid to the DOF Adjutant, DOF Commandant and DOF Convention Chair by the published deadline  \n5 If the property has not been used for a Conference or Convention  \nrecently or ever, or has undergone major renovations, a “Site Inspection” is required by DOF Convention Chair, DOF Commandant and/or other designee  \n6 Bid Request will be reviewed by DOF Convention Chair & DOF  \nCommandant and if after a “Site Inspection”, the property is  acceptable, the Bid will be presented at:  \nDOF Spring Conference for a vote by the Membership on the  for the Fall Conference  \nDOF Fall Conference for a vote by the Membership on the location for the Spring Conference  \n7 After the vote/approval of the Bid, obtain the Contract from the selected Hotel.  \nUPDATE: APRIL 2024 Page 2 of 28  \n8 BEFORE signing the contract, email copy to DOF Convention Chair  \n& DOF Commandant for review. IF approved by Commandant, the contract will be emailed to Judge Advocate for review. The contract must be approved by the DOF Commandant and the DOF Judge  \nAdvocate. Hosting Det/Unit/Pound will be so notified by DOF Commandant  \nNote: The Department Commandant’s Name will appear on the Hotel contract to receive any “Meeting Planner/Rewards” points  \n9 After approval has been received from DOF Commandant & JA, Detachment Officers/FL Pack Officers or MCLA Officers sign the contract with the Hotel to secure the dates and arrangements  \n10 Prepare a Conference Packet to contain a Welcome Letter from  \nDOF Commandant, Hotel & Reservation information, MCL Registration Form, MCLA Registration Form, Banquet RSVP Form, Book Ad Form, Schedule of Meeting/events  \n[see examples of various Forms contained in this Guideline] When creating the schedule, be sure to check with all the various MCL Committees to determine if they need meeting space PDP typically holds training sessions at the [2] Conferences MODD does NOT hold “Advancement” at Conferences  \n11 The Schedule must be approved by the DOF Commandant, the Florida Pack Leader and MCLA President & reviewed by DOF  \nConvention Chair  \nBEFORE publishing  \n12 Send complete Conference Packet to DOF Commandant for approval  \n13 Once Conference Packet has been approved, send to DOF Adjutant for distribution to DOF Officers/Staff, District Vice Commandants for distribution to respective Detachments, Florida Pack for distribution to Pounds and MCLA for distribution to Units.  \nConvention Chair will send Conference Packet to DOF Webmaster for posting on DOF website.  \n14 Request copy of Certificate o","cbCaieHImTNb36jQ","https://ap.wps.com/l/cbCaieHImTNb36jQ","pdf",1160849,28,"English","# Quick steps to follow when contemplating hosting a Department of Florida Marine Corps League conference\n## Bid Request and RFP process\n## Hotel/site requirements and proposal submission\n## Bid review, voting, contracts, and approvals\n## Conference packet, schedule, and distribution","[{\"question\":\"主办单位在考虑承办会议前需要先做哪些申请？\",\"answer\":\"由DOF Convention Chair向所有分队、MCL Auxiliary和Florida Pack发布“Bid Request”，有意承办者向DOF Convention Chair申请RFP模板并据此准备。\"},{\"question\":\"酒店或场地需要满足哪些基本条件？\",\"answer\":\"场地需具备足够的会议空间、较大的宴会厅以及足够的注册区域，并提供多间ADA无障碍客房；同时要便于高速通达并有附近餐饮资源。\"},{\"question\":\"合同签署前及会后需要完成哪些关键流程？\",\"answer\":\"在签署前将合同副本邮件给DOF Convention Chair与DOF Commandant审核；若获批准再转交Judge Advocate审查并获得DOF Commandant与JA批准后，由主办单位人员签约锁定日期安排。会议结束后15天内提交After-Action Financial Report，并按规定推进保险等材料与费用流程。\"}]","Department of Florida Marine Corps League - Convention / Conference Planning Guide - April 2024 - Quick Steps | PDF",1789222426,10]