Meetings Sign Management, Ordering & Sign Off

To ensure Meetings sign design and production process is streamlined and the unnecessary expense of manufacturing late fees is prevented the follow in process to order or confirmed sign needs is to be followed by all staff:
Definitions:

a. Sign Owner: The ALTA Staff member responsible for the sign including, the quantity, sign name, the estimated cost, and the Account and Cost Center codes for billing purposes.

b. Sign Owner Sign Off: This is the act of the Sign Owner confirming all of the above in SharePoint.

Call for Signs.

a. Vendor Relations will issue a “Call for Signs” via email approximately 12 weeks prior to the start of respective meetings.

Deadline.

a. The Call for Signs email will include a deadline for Sign Owners to “Sign Off” on their sign needs in SharePoint.

b. Typically, the deadline will be set approximately 6 weeks prior to the meeting to allow for enough time for design and approval, and to prevent late fees. Additionally, it will allow the design staff to schedule their work in an efficient manner.

c. The expectation is that Sign Owners will adhere to the deadline.

Sign Off. To Sign Off on a sign the Sign Owner should access the Sign Roster in SharePoint:

a. Owner Sign Off Roster

b. Once in the roster, Sign Owners can filter the list to limit their view to only their signs. This is achieved by hovering over the following column heading and then selecting this own name. Selecting the down arrow over the following column heading.

c. To complete a Sign Off review, Sign Owners should review the list for accuracy and if all in order Change the Sign Owner Sign Off Column from No to Yes

Once the Sign owner has “Signed Off” the sign will be designed, manufactured and ordered in accordance with the specifications laid out in the sign roster.
Where Sign Owners have left the Quantity field as a zero or have not changed the Sign Off field from No to Yes by the expiration of the deadline it will be assumed that the signs in question are not required and as such will not be design or manufactured.

Term	Who / What
Sign Owner	The ALTA staff member responsible for a sign's quantity, name, estimated cost, and Account & Cost Center billing codes
Sign Owner Sign Off	The act of the Sign Owner formally confirming all sign details in SharePoint

Condition	Outcome
Quantity field is left as zero	Sign assumed not required — not produced
Sign Off column remains No	Sign assumed not required — not produced

Meetings Sign Management, Ordering & Sign Off

Definitions

Call for Signs

Deadline

Sign Off

After Sign Off — Design and Production

Signs Not Required — What Happens if You Miss the Deadline

Documents