Conference Site

Purpose

The Conference Site Committee is charged with planning, implementation and evaluation of site facilities and usage during the Association’s annual conferences. The committee will work closely with the Site Selection and Conference Program Committees to assure coordination of all Conference related activities, functions and venues. The Committee is further charged with development and implementation of social and registration functions during the Conferences.

Duties

1. The chair(s) shall select and supervise Conference Site committee members for each conference. The chair(s) shall schedule committee meetings to plan and coordinate facility usage, social activities and conference support for the Winter and Summer Conferences.
   
2. The Site Selection, Conference Site, Program and Vendor Support Chairs will attend the pre-conference site visit.
   
3. The chair(s) shall coordinate Association Board meetings held in conjunction with the Conferences.
   
4. The chair(s) shall be responsible for coordination and implementation of all meal and social functions for the annual Conferences. Responsibilities shall also include the selection of menus for all conference meal functions and oversight of the Hospitality Suite.
   
5. The chair(s) shall work in conjunction with the Conference Program Committee to publish and promote all Conference-related activities, to include social functions and local charity-support activities.
   
6. The chair(s) shall develop a Conference Site budget and provide to the President recommended conference registration fees and vendor support revenue. The chair(s) shall provide to the Vendor Support Chair a list of Conference-related activities and functions available for sponsorship.
   
7. The chair(s) shall be responsible for conference support, to include on-site registration, signage and transportation for speakers and/or guests.
   
8. In conjunction with the Conference Program chair(s), the chair(s) shall identify and request audiovisual equipment and assist in the assignment and coordination of meeting space for conference activities.
   
9. The chair(s) shall schedule and attend a post-conference meeting with hotel staff and the Conference Program chair(s) to evaluate the conference activities and facilities. An evaluation shall be provided to the President and Site Selection Chair.
   
10. In conjunction with the Treasurer, the chair(s) shall verify all billing and financial activity resulting from the Conference activities and provide final approval to the Treasurer for payment.
    
11. The chair shall prepare an annual budget for the committee.
    

Membership

The President will appoint a Chair (or Co-Chairs) for the Committee from the MSFAA membership. The Chair(s) will be responsible for selecting additional members, if needed, from MSFAA member institutions.