Duties of the Conference Committee

Approved: March 19, 2016

To appoint the Subcommittee Chairs, and review the responsibilities of the subcommittee with the appointee. Suggested subcommittees are, but not limited to:

Business Meeting
Credentials
Decorations
Education/Program
Entertainment
Exhibitors
Hospitality
Hotel Coordination
Registration
Sponsors
Ways and Means

To assign other job duties as needed, review the responsibilities of the tasks with the individual(s) assigned. Suggested job duties are, but not limited to:

Excursions
Fund Raising
Officer Awards
Photography
Protocol
Public Relations
Sergeant-At-Arms
Speaker Gifts
Setup/Strike Crews
VIP Letters

To coordinate the activities of the subcommittees, maintaining established timelines for the conference.
To act as the Conference Treasurer, approving all expense payments, receipting income, keeping sub-account ledgers and a running total of income and expenses. To prepare the conference budget for review by THE BOARD. To prepare an Income/Expense Voucher and distribute same to anyone who will be turning in or requesting payment of conference income/expenses.
To receive subcommittee reports and trouble-shoot wherever necessary.
To make sure articles, registration information, and education/program outlines are provided to HQ Services for publication, e-news and website.
To oversee preparation of a script outlining all functions and responsible parties for the entire conference. Copies of the script to be provided to THE BOARD and others as determined by the committee chair.
To attend all board meetings as scheduled by the President and to review with THE BOARD, the progress of the Conference Committee.
Conference Workbook/Printing

Determine layout and design of the front cover of the workbook after the conference theme has been chosen. Obtain appropriate graphics to place throughout the workbook to continue theme.
If producing hard copy workbooks, decide on paper type and color, and ink colors at least three (3) months prior to the conference date to make sure materials are ready to meet budgetary guidelines. Make sure that the decision for the number of sections has been made, so that there is time to order the dividers.
If producing hard copy workbooks, coordinate with printer for workable printing schedule with delivery date no later than five (5) days prior to the conference.
If producing hard copy workbooks, coordinate setup and proofing with the printer of the workbook, preferably making arrangements to proof BY SECTION, so that the construction of the workbook can begin as whole sections are received.
Set workbook deadlines to receive materials which should include but not be limited to:
Table of Contents
Welcome letters from THE ASSOCIATION President, President of United States, State Governor, Mayor and Conference Committee Chair
Disclaimer
Creed, History, Mission Statement, current year list of Officers, State Directors, Past Presidents, Committee Chairs, Conference Subcommittee Chairs, and Contractor bios.
Program Schedule
Thank you section containing information on all advertisers, exhibitors and sponsors.
Business meeting materials including Officer bios, agenda, credentials report, Standing Rules for the Annual Business Meeting, Duties of the Delegate to the Annual Business Meeting, caucus information, minutes from the previous Annual Business Meeting, other business meeting discussion items such as proposed changes to THE ASSOCIATION Bylaws, candidate profiles and final election report.
THE ASSOCIATION Bylaws
THE ASSOCIATION Policies and Procedures, if needed (Because of cost to print, may elect to print only enough copies for each Officer, Director, and Affiliate and/or Associate Members attending. These copies should be left at Registration Desk to be picked up as requested and proper notification of the manual’s availability placed in the Conference Workbook).
Director profiles
Speaker profiles and materials for each presentation
Wherever possible, obtain photo for each Officer, Director, and speaker.
If necessary, a “memoriam” in the event of any former Officer’s death during the year.
Make provisions for those sections of the workbook which will generally have material coming in close to the printing deadline such as late breaking regulatory or legislative items.
Have committee members ready at conference site to complete insertion of materials into workbook. Coordinate with Registration Subcommittee Chair to have workbooks at registration site and easily accessible to those working the registration desk.
Determine most efficient, convenient, cost-effective method to provide conference workbook materials to all conference registrants.

Conference Procedure Manual

Responsible for updating Conference Procedure Manual with the current conference materials and have manual and/or CD completed at the conclusion of the current conference. Manual and/or CD to be delivered to the new Conference Committee Chair immediately upon their appointment by the incoming President.

Duties of the Subcommittees:

Credentials

To distribute to all State Directors, STATE ASSOCIATION Presidents and Associate Members information, in accordance with THE ASSOCIATION Bylaws, as to the authorized number of Delegates and Alternate Delegates allowed and credential forms.
To ensure credential form instructions contain a specific deadline in which the completed credential form is to be returned. Credential form should be filled in with names of the Delegates and Alternate Delegates, designated by each STATE ASSOCIATION/REGIONAL and signed by the President or Secretary of that STATE ASSOCIATION/REGIONAL.
To examine all forms returned, verifying the eligibility of each member listed and notification to the proper STATE ASSOCIATION/REGIONAL whenever an elected Delegate or Alternate Delegate is found to be ineligible. STATE ASSOCIATION/REGIONAL to be advised they have a right to designate one of the elected Alternate Delegates named on its credentials form to take the place of any ineligible Delegate.
To compile the list of Delegates entitled to register at the credential table. The list should be arranged for quick reference -- i.e. alphabetically by STATE ASSOCIATION, REGIONAL, or as may be suitable.
Registration during annual conference:

To verify submission, by the Delegate intending to register, of evidence that the member is entitled to do so.
To verify that the Delegate’s credentials are correct.
To verify that each Delegate has signed the official credential list.
To issue credential badge to which the Delegate is entitled.

To act as Caucus Chair for Associate Members when the number of Associate Members attending the Annual Business Meeting exceeds five (5) individual registrants. Prior to meeting, Subcommittee Chair should review the information contained in THE ASSOCIATION Bylaws under Associate Membership. During Caucus meeting, Associate Members will choose five (5) Delegates and five (5) Alternate Delegates. Subcommittee Chair will sign certification prior to the Annual Business Meeting.
To provide on-site credential registration for all Delegates on Annual Business Meeting day, count all Delegates registered to vote, and report the number of credentialed Delegates for the purpose of voting at the Annual Business Meeting.
To provide Annual Business Meeting agenda as well as any other information contained in the conference manual which pertains to the Annual Business Meeting to any Delegates who are attending only the Annual Business Meeting and who will not be receiving the conference workbook.

Decorations

To develop and implement decoration plan for each specific function in conjunction with annual conference theme.
To make arrangements for the flowers for the Officer Installation.

Education/Program

To develop educational programs to be presented at annual conference in conjunction with Conference Committee Chair and committee. To solicit ideas and suggested speakers from all State Directors.
To contact suggested speakers, issue invitations to speakers, confirm speakers, confirm STATE ASSOCIATION sponsorship of speaker, if applicable, negotiate and confirm speaker fees.
To arrange with Hotel Coordinator for speaker accommodations being provided by THE ASSOCIATION, as needed.
To send confirmation letter to each speaker. Confirmation letter to provide speaker with slotted time on program, invite them to join THE ASSOCIATION for any meal/function nearest to their speaking time, and confirm room accommodations that are a part of the speaker’s fees.
To confirm arrival time for each speaker and make sure they are met at the hotel upon arrival.
To obtain all speaker materials, bios and a black and white photograph for publication in annual conference workbook.
To assist Hotel Coordinator with meeting room arrangements for each speaker; address visual aid needs, and provide information to Conference Committee Chair for budgetary consideration.
To coordinate the Speaker Gifts for each speaker.
During conference:

To make arrangements for all speakers to be met and shown to meeting room.
To make sure speaker gifts are in place.
To prepare introduction and introduce each speaker or arrange for introduction to be done by someone else.
To thank speaker and present gift upon completion of the program.
To make sure speaker has a place to sit during meals and introduce them as needed.

Entertainment:

To develop entertainment plan and contact individual/group for desired entertainment for lunches, dinners, or separate functions, as requested.
To coordinate with the Conference Committee Chair as to the budget for entertainment and type of entertainment wanted. To negotiate and obtain contract for desired entertainment for President to sign.
To work with Hotel Coordinator for any special setup that may be necessary for planned entertainment.
To provide music for opening ceremonies for the entry of the Officers, as needed.
To arrange for the color guard and flag ceremony for opening ceremonies.

Exhibitors

To compile a list of companies, in conjunction with Sponsors Subcommittee, who should be offered the opportunity to participate in the conference, making special note of those who have participated in the past. To compose a letter which contains exhibitor rates, advertising rates, and combined rates.
To contact prospective exhibitors and advise them of the conference dates and provide an Exhibitor Package which should include but not be limited to:
Contract
Schematic of hotel exhibitor space
Fee Schedule
To send out confirmation letter upon receipt of signed agreement and fees that will include the registration form, information about meals, when space will be available and what the arrangements are for security of the exhibitor’s equipment.
To coordinate with Conference Committee Chair for securing the exhibit area. If outside security is needed, obtain fee schedule and provide contract for President to sign.
To confirm that all money has been collected from the exhibitors, obtain camera ready advertising material, send an itemized accounting of money received to the Conference Committee Chair and forward advertising material to the Conference Committee Chair. Money due from exhibitors will be remitted per the contract.
President shall sign all contracts as required and as pre-approved by the Conference Committee Chair.

Hotel Coordinator

Shall have a composite of duties relating to many other subcommittees.
To arrange set-up of all rooms to be used, audio-visual equipment needed, seating arrangements or any other special needs of the speakers and/or function.
To coordinate menu selection with Conference Committee Chair and handle all of the meal guarantees with the hotel.
To coordinate with hotel for THE ASSOCIATION’s payment policy which requires a closing bill for the annual conference and a separate bill for board meetings to be available on the morning after the conference, or as soon thereafter as hotel policy allows. To obtain bill from hotel and review for accuracy with Conference Committee Chair.
To determine what services the hotel will have available during the conference, i.e. copier, fax machines, computers, etc. and any additional cost for the use of these services.
To apprise hotel of authorized signers on the master account.
To coordinate with Entertainment Subcommittee Chair in providing information on what equipment the hotel has available and what equipment would need to be provided by the entertainers.
To make arrangements for special dietary needs of any attendees; work closely with hotel and Conference Committee Chair in the management of costs in connection with meals, breaks and other cost items for which the hotel charges.
To provide on-site management of all arrangements of the conference and work closely with all Subcommittee Chairs for smooth flow of conference.

Registration

To determine THE ASSOCIATION contact information to be placed on registration form to field questions.
To order conference ribbons, as needed.
To confirm all registrations, keep accurate account of the number of full registrations, partial registrations and extra meal tickets, etc. To confirm all funds received with the Treasurer and send Conference Committee Chair detailed account of all monies received.
To design and produce meal tickets and name badges for all attendees in conjunction with annual conference theme unless Conference Committee Chair budgets for outside service to handle.
To prepare registration area and have available the conference workbook, registration packets containing name badge, meal tickets, ribbons, information pertaining to conference city, information pertaining to the next conference site, and any other materials as may have been provided.
To staff the registration area as needed during the conference and at direction of Conference Committee Chair.
To keep track of all additional meal tickets purchased at the conference site, submit all funds received to the Treasurer for deposit, and send Conference Committee Chair detailed account of all monies received.
To coordinate with HQ Services should any or all of the Registration Subcommittee duties be delegated to HQ Services.

Sponsors

To compile a list of companies, in conjunction with Exhibitors Subcommittee, who should be offered the opportunity to participate in the conference, making special note of those who have participated in the past. To compose a letter which contains sponsorship levels, sponsorship categories, and sponsorship options.
To contact prospective sponsors, advise them of the conference dates, and give them all options of how they can participate.
To determine sponsorship levels for conference workbook and provide to Conference Committee Chair as required.
To confirm money for sponsorships has been collected and forward an itemized accounting of money received with names of all sponsors to the Conference Committee Chair.

Ways and Means

To operate the AEA Store, obtain merchandise, price merchandise, schedule volunteers to sell merchandise, and all other related duties.
To forward money received to the Treasurer for deposit and send an itemized accounting of money received to the Conference Committee Chair.

Duties of other job functions:

Excursions

To develop excursion plan in conjunction with annual conference theme, contact providers and gather information as to costs, inclusions of excursion, etc.
To coordinate with the Conference Committee Chair as to the budget for the excursions and type of excursions wanted. To negotiate and obtain contract for desired excursions for President to sign.
To work with Hotel Coordinator for any special setup or meeting place that may be necessary for those going on excursions.
To act as “host” for excursions and make sure arrangements are handled according to plan.
To arrange appropriate transportation as needed.

Fund Raising:

To send letters to STATE ASSOCIATIONS/REGIONALS requesting donation of raffle items.
To coordinate the collection and organization of all donated raffle items for the annual conference.
To purchase raffle tickets, if needed.
To arrange for ticket sellers at annual conference site, collect and account for all money received on site, and turn funds over to Conference Committee Chair for delivery to the Treasurer.
To arrange for thank you cards to be attached to all donated items.
To coordinate with Conference Committee Chair for distribution times, make sure items are ready and in place, and make sure committee members are available to assist.
To verify with host state whether a fund raising license will be needed.

Officer Awards

To purchase, at the direction of the President and Conference Committee Chair, Officer Awards to be given to each outgoing Officer during the installation of incoming Officers.
To purchase a President’s Pin to be given to the incoming President during the installation of incoming Officers.
To purchase a President’s Plaque to be given to the outgoing President during the installation of incoming Officers.
To make sure the cost for Officer Awards, President’s Pin and President’s Plaque does not exceed the amount provided for in the annual budget.
To assist the outgoing President with the presentation of the Officer gifts as requested. Officer gifts shall be at the discretion of the outgoing President, taking into account budgetary constraints.

Photography

To arrange for a photographer to capture annual conference highlights.
To obtain a CD of all annual conference photographs for THE ASSOCIATION.
To provide Publications/Newsletter Committee and Website Committee pictures for possible inclusion in future publications and/or posting to THE ASSOCIATION website.

Protocol

To assist Conference Committee Chair in the preparation and direction of all ceremonies, and special needs, if any, for each function.
To assist the President at the head table as needed.
To line up Officers for entry during opening ceremonies.
To assist in the arrangement of all head tables and placement of name cards.
To coordinate the State Flag Ceremony with HQ Services.

Public Relations

To coordinate the promotion of the next year’s Annual Business Meeting and Conference.
To provide information and/or brochures on the hotel site and tourist information for the next year’s annual conference location to be inserted in the current year’s annual conference registration information.
To provide additional information and arrange for coverage at the hospitality/information booth for promotion of the next year’s annual conference.
To arrange for any giveaways or other promotional items for the next year’s annual conference.

Sergeant-At-Arms

Cannot be a voting member at the Annual Business Meeting.
Those who assist the Sergeant-At-Arms, hereinafter referred to as Tellers, cannot be voting members at the Annual Business Meeting.