General
The annual convention is the largest event which the Association
sponsors. It is, therefore, important to keep the Board of
Directors apprised of the progress of organizing efforts.
In addition, it
is important for future organizers to have information from
previous conventions to help them plan and budget for their
meetings.
General
Chair
The Executive Director serves a General Chair of the annual
convention.
Program
Chair(s) and Local Arrangements Chair(s)
The Executive Committee chooses Program Chairs and Local
Arrangements Chairs, three years in advance, if possible.
Progress
Reports
The General Chair (Executive Director) reports progress on
the upcoming annual convention and on future annual conventions
to the Board of Directors at the annual meeting and to the
Executive Committee at the mid-year meeting.
The General Chair's (Executive Director's)
reports cover such items as hotel selection and arrangements,
budget (including registration fee), and convention mailings,
including mailings to exhibitors.
The Program Chair(s) reports progress
on the upcoming annual convention to the Board of Directors
the year before the convention and again at the mid-year meeting
of the Executive committee before the convention.
The report of the
Program Chair(s) covers such items as the timetable for
convention organization (i.e., dates for call for papers,
acceptance letters to speakers), and on-site convention
plans (i.e., a timetable for registration, presentations,
coffee breaks, luncheon, and receptions).
Financial
Reports
Budget Projections. The Executive Director
makes budget projections at least three years before each
annual convention, using the categories set out below.
Actual Revenue and Expenses. The General Chair (Executive Director) prepares a statement
of actual income and expenses within 90 days of the conclusion
of the annual convention. The report uses the categories set
out below.
The Executive Director
mails copies of the statement of income and expenses to
members of the Board.
Income/Expense
Income.
The income categories
are
- Advertising.
- Exhibitors.
- Registration.
- Other (specify source).
Expenses.
The expense categories
are
- Audiovisual rental.
- Board meeting.
- Call for Papers--preparation and printing.
- Call for Papers--postage and handling.
- Coffee breaks.
- Convention mailing--preparation and printing.
- Convention mailing--postage and handling.
- Convention program--preparation and printing.
- Executive Director (travel, accommodation, and meals).
- Honoraria (specify).
- Luncheon.
- President (hospitality and accommodation).
- Program (preparation and printing).
- Receptions (specify).
- Security.
- Shipping.
- Signs.
- Telephone.
- Other expenses (specify).
Convention
File
The Executive Director maintains a convention file that contains
all reports submitted by convention organizers, including
the actual room "pick-up" (i.e., the number of rooms occupied
by ABCers on each night of the convention).
Purpose
In addition to expenses normally associated with annual
conventions, the Board wishes to specify certain expenditures
and how they will be accounted for.
Authorized
The Board of Directors specifically authorizes the Executive
Director to charge the following expenses to the annual
convention:
Board
of Directors Meeting
President
- Hospitality supplies for the president's suite.
- Accommodation expenses for the President.
General
Chair (Executive Director)
- Travel, meal, and accommodation expenses related to
organizing the convention.
- Accommodation expenses at the annual convention.
Headquarters
Staff
The Executive Director budgets for travel, meal, and accommodation
expenses for other headquarters staff and reports these
as headquarters' expenses.
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