Roles and Responsibilities

DawnSignPress Coordinator

Agreements regarding Dr. Patrie's expenses must be determined and assigned before other details related to planning the Seminars can begin.

Expenses

DawnSignPress is the Contractor for all Effective Interpreting Series seminars, and will handle the booking of all travel for the presenter. DawnSignPress will submit an invoice to be reimbursed by hosting organization at the completion of the training, for any or all of the following charges incurred:

• Hotel
• Rental car
• Air Fare
• Mailing Charges
• Meals
• Ground Transportation & Parking Fees
• Honorarium for Carol Patrie
• Cost charing may be available to cover some of the expenses. Please send an email to joes@dawnsign.com for complete information

DawnSignPress coordinator - Serves as the first point of contact for all seminar requests. The responsibilites include:

• Send complete seminar information to the Host
• Once the seminar dates are set, DawnSignPres coordinator will work with the Host to advertise the seminar by sending out an informational email to our notification list
• Confirm facilities and equipment with the Host
• Email electronic copies of the handouts to the Host
• Email digital certificates to participants after the seminar
• Submit invoice to the Host for all expenses as listed above at the completion of the seminar

Host - Serves as the point of contact for the seminar site. The responsibilities include:

• Assist with advertising in teh areas surrounding the training site and other places as appropriate
• Plan for RID CMP CEUs (must be completed one month prior to seminar)
• Reserve hotel room for presenter (direct billing for hotel room, or advance payment is preferred), or provide presenter with hotel options near the training site before booking the accommodations
• Reserve training room and manage all set up including equipment and chairs and be available 45 minutes prior to the beginning of the first day of training to open the room and help with trouble shooting (The Host may designate a specific person to handle on-site issues)

Equipment and supplies include:

• Whiteboard with markers and dry eraser
• LCD projector and screen
• Power strips and extension cords for the presenter and participants
• Speakers for presenter's laptop
• Participants should bring laptops and a way to video record their own work

Room requirements include:

• Seating for each participant
• Seats should include writing surfaces for the participants
• Seating should be arranged for maximum visibility
• Lighting should ideally have variable control
• Break out rooms or spaces may be required for practice sessions
• A table with nearby access to an electrical outlet and chair for instructor
• The LCD projector should have its own table and include an extension cord to ensure that it can be connected to the presenters's Mac laptop and a remote control
• If it is a ceiling mount LCD, it shoudl still allow for a Mac connection via the presenter's adapter
• Two chairs for the instructor's table

Prior to seminar-

• Work with your business office to prepare appropriate paperwork for payment to DawnSignPress
• Make copies of handouts for participants and presenter
• Provide presenter and participants information regarding parking at the training site, including a map if necessary along with instructions from the parking area to the classroom
• Provide parking permits for presenter
• Host/Technical person to meet presenter before seminar begins on or before the first day of training to ensure all technical aspects are in working order
• One week in advance of the seminar, give the presenter a roster including the following information from participants
  • Name
  • Mailing address
  • Phone/text/VP
  • Email
• Provide the presenter with contact information where the Host can be reached the day of travel and during the seminar

During Seminar

• Provide a registration table, sign in sheets and a way to collect the admission fee
• The Host (or designee) is to be available during the entire training should any problems or emergencies arise pertaining to facilities, equipment or participants
• Make sure a tech person is available during the seminar for any problems that might arise
• Provide water (bottles) for presenter each day
• Arrange for refreshments to be provide outside the classroom (hallway, or separate room in the morning and mid-afternoon, i.e. coffee, tea, water and snacks
• Host designates someone to lock and unlock the rooms for participants and presenters during luchtime or breaks. If rooms can't be secured, someone needs to stay in rooms for safety of participants' and presenters' belongings
• Provide and monitor RID CMP CEU sign in sheets
• Provide interpreting services, if necessary

After the Seminar

• Retrieve the attendance rosters at the completion of the training as verfication of attendance and email them to DawnSignPress Coordinator along with the seminar feedback/evaluation results
• DawnSignPress Coordinator will share evaluation results with the presenter
• Complete the RID CMP CEU process for each eligible participant
• DawnSignPress completes and submits appropriate documents for payment of all expenses invoiced

Cancellation Policy

Once both parties have agreed upon a contract, the following cancellation policy is in effect

• All of presenter's out-of-pocket expenses to be refunded upon cancellation
• Cancellation 3 months in advance of booked date is to be paid at 40% of honorarium
• Cancellation 2 months in advance - 75% of honorarium
• Cancellation 1 month in advance - full honorarium

Presenter agrees to:

• Make flight arrangements, rental car reservation and share her travel schedule with Host 
• Send electronic copies of handouts to Host
• Deliver course content as advertised