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Procedures and Rules Contents

 

 

Procedures and Rules

CONFERENCE COMMITTEE

  1. Function:

     

    1. The Conference Committee is responsible for all phases of planning and implementation for a biennial program conference of the Network, following the selection of the conference site and approval of any co-sponsorship agreement, in accordance with policies and guidelines developed by the Council (usain.org/Conferences/confcriteria.html).

    2.  

  2. Preferred Qualifications and Appointment:

     

    1. The Chair should have prior conference planning experience.

     

    2. The Committee is appointed at least 24 months before the Conference dates and serves until all post-Conference reports have been completed.

     

    3. Every effort should be made to include a representative from a previous Network Conference Committee.

    3.  

  3. Duties and Responsibilities: Subject to the approval of the Council, the Committee:

     

    1. Chooses a conference theme, determines the content and speakers for the general sessions, and plans other appropriate conference-wide events.

     

    2. Prepares for Council approval a budget containing estimates of Conference income and expenses
    a) Estimates of income should include registration fees, exhibit rentals, and other sponsor support.
    b) Estimates of expenses should include:
    i. preparation and distribution of conference announcement;
    ii. complimentary registrations, meals, honoraria and other speaker costs;
    iii. identification badges and ribbons;
    iv. registration packets;
    v. postage, telephone, copying and other office expenses not covered by the Committee members' organizations;
    vi. travel costs for the Chair or designee to make required reports at Council meetings.
    c) Costs of meals to be included in announced Conference registration fees should be budgeted to ensure that registration fees and charges for accompanying persons are set high enough to recover all outlays.

     

    3. Appoints subcommittees as needed to assume responsibility for specific segments of Conference planning activities. These may include, but are not limited to:
    a) Conference program
    b) Contributed papers
    c) Equipment needs and trouble-shooting
    d) Exhibits and vendor support
    e) Hospitality
    f) Local arrangements
    g) Meals and catering
    h) Printed program
    i) Publication of proceedings.
    j) Registration
    k) Session monitoring and evaluation
    l) Social events
    m) Speaker introductions
    4. Prepares a final report to the EC documenting conference attendance, program, committees, and budget; also comments on problems and recommendations to assist future conference planning.

     

    5. Deposits electronic files related to conference with archivist and shares with next conference chair.