Chapter Event Coordination Policy

The Western Section of The Wildlife Society

The purpose of this document is to provide guidelines for coordination of workshops, seminars and symposia between recognized chapters and the TWS-West Section-level Professional Development Committee. These are guidelines, only, and there may be exceptions in some situations. We suggest that the costs detailed below be worked into the budget and registration cost for each event.

Workshop: Fewer than 50 paid participants(not including coordinators, instructors, guest speakers or volunteers)

Seminar: 50-99 paid participants

Symposium/Conference: 100 or more paid participants

Advance Notification

A minimum of 60 days advance coordination is required with the Professional Development Committee. In general, the more advance notice, the better--180 or more days being ideal. The objective is to ensure that events sponsored by Chapters, the Western Section or other professional societies do not conflict with each other. The Professional Development Committee will strive to ensure than there are not two events on the same weekend sponsored by adjoining chapters or events on the same weekend covering similar subject matter. In general, plans for any event should be commensurate with the number of participants:

  • Workshop: Minimum 60 days
  • Seminar: 60-90 days
  • Symposium: More than 90 days.

Budget: Before the Western Section agrees to perform duties as defined below, a detailed budget should be prepared by the Chapter for each event, and presented by the Chapter Representative to the Executive Board for review. Refer to the attached sample budget for an idea of what topics to consider.

Publicity

  • Mailings – Request the mailing list from the Membership Committee Chair (allow a minimum of 60 days). Publicity mailings are the responsibility of chapters, however under some circumstances, assistance from Section personnel may be requested, with costs to be determined/negotiated.
  • Web site - $50 plus $35 per hour of webmaster time, to cover administrative and hosting fees. Requires a minimum of 14 days advance notice, coordinate with Chapter Rep, President and Electronic Communications Committee. Contact the Professional Development Committee Chair for an estimate of webmaster costs (hours typically required to post information, create registration forms, etc.).
  • List Server – No cost. Requires a minimum of 7 days advance coordination with Chapter Representative to Section and Electronic Communications Committee.

Registration

Registration Coordinator

For a given event, chapters may request assistance from the Registration Coordinator under contract to the Section. Chapter event coordinators should not contact the Registration Coordinator without the advance knowledge and approval of the President and the PDC. Cost to Chapter, payable to the Section, is typically $5 per registration plus 5% of the event registration cost (to cover credit card charges and administrative expenses) but may fluctuate based on guaranteed number of registrations. Note: This 5% charge must be incorporated into the total registration fee, it cannot appear as a “surcharge” separate from the registration fees. Note: Additional fees for supplies may be assessed if chapters request that the registration coordinator provide nametags, receipts and associated materials.

Web site / Credit Card Payment

Chapters may request electronic, web-based registration via the Western Section web site to be processed by the Registration Coordinator. Considering the costs outlined below, one-day and other short, low-cost or limited-size events may not justify the cost of web site registration. This is entirely up to the Chapter. Web site registration must be coordinated with both the Section President and the Professional Development Committee. Cost to chapter: $50 for Webmaster, Cancellation fee for web site registration is $50, and then only if the cancellation is finalized more than 14 days prior to the start of the event. Less than 14 days advance notification, there will be no refund. There will be no exceptions to the cancellation policy, including personal or professional emergencies. The cancellation policy must be clearly stated on all registration forms utilizing Section resources.

Payment by Check

Participants may register for chapter level events and pay by check, but checks must be sent to and processed by the chapters. The Section will not accept check payment through the Section post office box for chapter level events. To ease preparation of materials (nametags, participant lists, etc.), it may be requested that the local chapter coordinator input registrant information via the Western Section web site, or with prior approval, fax registration information to the registration coordinator. Cancellations and waiting lists, if applicable, must be coordinated solely at the chapter level.

Liability Insurance

Chapters are strongly encouraged to request “umbrella” coverage under the Western Section’s liability insurance.Many facilities will require documented proof of liability insurance prior to allowing the use of their property, and this document can be provided if adequate advance notification is provided. Liability insurance is especially important for any event that includes field trips, driving or other activities including potential risk. It is less important for events taking place entirely indoors in a “lecture-only” format, however insurance may still be required by the host facility. This requires a minimum of 60 days advance notification. Event coordinators shall, via the Chapter Representative to Section or Chapter President, notify:

  • The Professional Development Committee
  • The Western Section President
  • The Section Treasurer

Cost to chapter:

Workshop: $75 per event day

  • Seminar: $150 per event day
  • Symposium/Conference: $300 per event day

For additional information, Chapter Representatives or Chapter Presidents are encouraged to contact the Western Section President or the Professional Development Committee.