CONFERENCE PLANNING COMMITTEE
Task of Committee: Responsible for planning the program and making all the necessary arrangements in conducting the Annual Meeting.
Duties of Committee:
· Vice-President works with host state/province and responsible agency to confirm ability to host and appoint committee chair approximately 18 months prior to the meeting.
· Host state/province and responsible agency solicits local volunteers to participate in committee, with others appointed as needed.
· Provides Board of Directors with options for specific meeting dates and location (city/hotel) approximately14 months prior to the proposed meeting date. Upon Board review, forwards hotel contract to NCAFDO President, Treasurer, or duly authorized individual for signature.
· Conference chair consults with NCAFDO Treasurer regarding budgetary guidelines.
· By the May Board meeting, committee develops proposal for the Board, taking into consideration different sources of funding to include registration fees for the conference and workshops, and corporate sponsorships. Goal is to break even or net a modest reserve.
· Utilizes Education and Training Committee as a resource to help identify suitable topics and speakers.
· With input from the Board of Directors and the Education and Training Committee, contacts potential speakers and confirms availability, audiovisual needs, etc.
· Works with sections and committees ( e.g., Laboratory Section, Drug Committee) to coordinate potential pre- or post-conference workshops.
· Mails meeting materials to membership approximately 10 weeks prior to meeting and coordinates publicity with Media and Public Relations Committee and Newsletter Editor.
· Coordinates receipts and payments with NCAFDO Treasurer.
· Assembles meeting packets, registers participants, and attends to speakers needs.
· Provides post-conference report to the Board, including financial summary; forwards report to the next annual conference planning committee chair.
