ANNUAL CONFERENCE HOST WORKBOOK
Table of Contents
GUIDELINES AND PROCEDURES
CONFERENCE PROCEDURE CALENDAR
Expenses and Honoraria for Annual Meeting Speakers, Panel Participants and Special Guests:
1. Every effort should be made to produce a high caliber meeting for the most reasonable expense.
2. Annual meeting registration fees established by the Board should be reasonable but not at the expense of the program or the host institution.
3. Ideally, the conference fees should cover most of the conference expenses. The host institution is reimbursed on a per conference registration basis. The President, upon consultation with the Board, holds the authority to set the amount reimbursed to the host institution up to $175 per conference registration.
4. The balance is assumed by the host institution. Outside funds should be raised by the host to help underwrite the cost of the annual meeting, particularly in regard to special program needs.
1. Speakers and panel participants who are members of the National Council of Art Administrators or who are the representative of a member institution will not be compensated in any manner, to include honoraria, travel, food and lodging expenses. They will be required to pay the usual annual meeting registration and member fees.
1. The conference host may negotiate with proposed speakers, panel participants, and special guests within the stated guidelines.
2. Speakers, panel participants, and special guests are not to be promised any consideration until final approval is received.
3. The NCAA President, in consultation with the local conference chair and other board members as deemed appropriate by the President, will make the final decision regarding speakers’ compensation, as the budget allows.
Purpose of the Annual Conference
1. Necessary facilities:
2. Capabilities and interest of host institution(s) to:
3. Site selection:
4. Method of selecting the site and issuing invitation:
(Invitations to host the annual conference are normally issued at the time of the annual fall meeting. However, in years when an adequate number of institutions have not been selected to ensure advance notice of forthcoming conferences, the President may request Board approval at the Winter Board Meeting.)
As part of the local arrangements, the host shall:
A. Prospective Conference Chair-Designate:
November-February—Research and prepare proposals for hotels, submit proposals to several qualified properties, narrow the list and make a proposal to the NCAA Board of Directors.
November-February—Seek commitments from speakers (with the NCAA President’s approval).
1. Budget, Conference Chair-Designate: The Chair-Designate must submit a budget for approval at the Winter Board Meeting in February (21 months before conference date). The budget is to be prepared in advance by the conference chair-designate and the NCAA President, and is presented to the Board as an item of the president’s overall operating budget. The budget should include all anticipated expenses necessary for the successful functioning of the conference chair-designate. These expenses should include:
2. Budget, Conference Chair: The Conference Chair should submit a budget for approval at the Winter Board Meeting in February, the year of the NCAA Conference.
The budget should include all anticipated expenses necessary for the successful functioning of the conference, including:
3. Duties, prospective Chair-Designate: Any qualified person wishing to be considered for conference chair should prepare a location proposal, in conjunction with the Board member in charge of site selection, to be presented to the Board of Directors for consideration.
5. Duties, Conference Chair: The conference chair is responsible for finalizing all the details of planning the national conference, and presents an overview of the upcoming conference at the Winter Board Meeting. In general terms, this includes setting up the program and scheduling and coordinating events with the hotel
6. Approvals and Authorizations Any verbal commitment made by the conference chair is not valid without the approval of the NCAA President or, in his/her absence, and approved designate. Any written commitment must likewise by approved and signed by the designate of the Board of Directors.
Honoraria for Major Speakers