Tips on Hosting a COC Traveling Course

Note: For 2023 virtual courses some information may not apply

Settle on Date, Time, and Location
Set the Registration Fee
Course Information Web Page
Course Handouts
Course Evaluations
Sending the COC Fee Check

Settle on Date, Time, and Location

Coordinate with the course instructor to settle on a date and times for the course presentation. As the instructor is a volunteer and not staff of the ASA, s/he will have to work around her/his other academic obligations to accommodate the travel schedule. Contact the instructor within three weeks of learning that your chapter is to receive a Traveling Course to initiate scheduling plans, as the instructors have multiple trips to coordinate.  The instructor may also contact you directly. Make sure you have access to a room where the course can be presented. Usually the courses are held at a local university where one of the chapter members teaches and can procure a room or at the facilities of a company where one of the chapter members works. In some instances space is rented from a hotel. Room rental, food and beverages, and audio visual equipment rental tend to be pricey when hosting the course at a hotel.

Set the Registration Fee

Chapters are free to charge whatever they wish for course registration fees. Be aware of the costs associated with hosting the course before setting the registration fee. The chapter is responsible for:

  • $25 per attendee (or $500 if there are fewer than 20 attendees) is due back to the Council of Chapters
  • Cost of producing course handouts
  • Food and beverage/catering costs
  • Local travel expenses for the instructor (hotel stay, taxis, meals, etc.)
  • Room rental (if any)
  • Audio visual equipment rental (if any)

The chapter may charge a single registration fee for everyone or you can use a tiered registration structure. For example, the chapter can charge different rates for chapter members, students, ASA members who are not members of the chapter, and nonmembers. Each attendee is expected to register.

It’s always a good idea to make the difference between the chapter member registration rate and the nonmember registration rate greater than the amount of joining the chapter as a member and then registering at the chapter member rate. This is a good tool to attract more chapter members.

The ASA will cover the cost associated with the instructor’s travel to and from your chapter location as well as cover the instructor honorarium.

Create a Course Information Page on the Chapter’s Website

Post information about the course somewhere on the chapter’s website. All communications regarding the course should contain a link to this web page. The information should include:

  • Course title and abstract
  • Instructor name and affiliation
  • Date and time of the course
  • Location
  • Registration fees
  • Registration deadline
  • Information on how to register

Additionally, the web page could also include

  • Map and directions to course location
  • Course outline, including start and end times and lunch break
  • Instructor bio


The easiest method for the chapter to collect registration fees is to have people mail a check along with the registration form to the chapter treasurer. A roster of the registrants should be kept by the treasurer. For online registration with the option of paying with a credit card many chapters use the 123Signup service. Information on using this service can be found on the COC website here.


Announcements for the course should not only be sent to chapter members, but also to ASA members living in the region who are not chapter members and to the entire ASA membership if possible. Information on how to do this can be found on the COC website here.

Producing Course Handouts

Prior to the course presentation date ask the instructor to email the presentation slides. Make enough copies so that everyone who has registered has a set of the course material. Make a few extra copies in case the instructor would like one and if you expect any on site registrations. Generally two slides per page, printed on both sides, in black and white works best and is the most economical. Although it is tempting to have the presentation slides printed in full color, especially if there are a lot of graphics, it can be very expensive (sometimes four to five times the cost of copies in black and white depending on the quantity of copies made). An alternative is to email a PDF file of the presentation slides to the persons registered and have them make their own copies in color. ALWAYS ASK THE PRESENTER’S PERMISSION FIRST before doing this.

Course Evaluations

In addition to distributing a set of the course handouts to the attendees prior to the course, it is always a good idea to give them an evaluation form. Ask that they fill out the evaluation form and return it when the course is over. Here is an evaluation form template that the chapter can customize.

Sending the COC Fee Check

The greater of $25 per attendee or $500 is due back to the Council of Chapters. Please send check made payable to 'ASA' to:

732 North Washington Street
Alexandria, VA 22314

Please include 'COC Traveling Course' in the memo line.