Table of Contents

Annual Meeting Overview

Purpose of Conference
Location and Site Selection
Time Requirements

Authority Relationships

Prospective Conference Chair-Designate
Conference Chair-Designate
Conference Chair

Responsibilities Conference Chair
Budget: Conference Chair-Designate
Budget: Conference Chair
Duties: Prospective Conference Chair-Designate
Duties: Conference Chair-Designate
Duties: Conference Chair
Approvals and Authorizations 
Conference Host Memorandum of Agreement


Presentations/printed materials promoting the programs of any specific institution.

The NCAA Annual Meeting is primarily concerned with featuring a wide variety of programs tailored to the needs of art administrators and which reflect current concerns on issues of substance. The Annual Meeting is controlled solely by the NCAA Board of Directors and ultimately the membership. The NCAA does not provide commercial exhibit space, schedule presentations or other public activities promoting programs of any specific institution, nor approve of other activities which might reduce the autonomous character of the meeting. The NCAA welcomes with appreciation the interest of institutions and industry representatives who wish to communicate with attendees by hosting social functions consistent with the Annual Meeting policies of the Council. Interested parties should contact the President of NCAA.

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.


In order to accomplish the principles above, the following guidelines apply to annual meeting speakers and panel participants.

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.
2.  Speakers and panel participants who are from business (vendors, exhibit designers, marketing consultants, etc.) that stand to profit in any way, monetarily or in terms of public relations, will not be compensated with honoraria or expenses. The registration fee may be waived but attendance at the business meeting and concluding banquet is not included.
3.  Keynote or special speakers may receive travel, meals, and lodging (normally one night) expenses. The registration fee will not be required. Honoraria may be paid, within the scope of the budget.
4. Speakers and panel participants from outside the arts and museum professions who do not stand to gain from the exposure may be paid honoraria if the budget allows. The registration fee will be waived but attendance at the business meeting and concluding banquet is not included.
5.  Arts and museum professionals from outside the host state who are NCAA members will not receive honoraria. Travel, meals and lodging (normally one night) expenses may be offered but should be handled on an individual basis. The registration fee will be waived but attendance at the business meeting and concluding banquet is not included.
6.  Academics, fine artists, and persons not working in the arts or museum professions may expect honoraria. These should be contracted on an individual basis. Travel expenses may be paid. Lodging (normally one night) and meal expenses may be offered. The registration fee will be waived but attendance at the business meeting and concluding banquet is not included.
7.  Designated representatives of professional service organizations, including the National Association of Schools of Art and Design, American Association of Museums, Institute of Museum Services, National Endowment for the Humanities, National Endowment for the Arts, typically will not receive honoraria, travel, meals or lodging expenses. The conference host may contract on an individual basis.
8.  Local VIPs and legislators will not receive compensation of any sort. The registration fee will be waived.
9.  Speakers, panel participants, and special guests falling outside the categories outlined above will be addressed on an individual basis.


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
The energetic exchange of ideas for problem solving is the function of the NCAA Annual Conference.  Council members are encouraged to participate in a wide variety of programs tailored to the needs of administrators and which reflect current concerns on issues of substance.  The annual conference sessions revolve around professional relevant issues designated to stimulate discussion intermixed with special cultural events and activities along with time for informal exchange.  An important part of the annual conference is the presentation of Awards of Distinction to honor individuals who have made significant contributions to the arts in a national context.

Location and Site Selection
The Site Selection Committee is charged with the responsibility of evaluating and recommending appropriate locations to the NCAA Board for consideration as future annual conference sites. The following issues should be considered:

1.  Necessary facilities:

  • a pleasant hotel with a large meeting room that will seat 100-140 people for general sessions and meals.| 
  • “break out” meeting rooms that will each seat 50-75 participants theater style.
  • space in a heavy traffic flow area to accommodate registration and coffee breaks.
  • 80-120 sleeping rooms, Wednesday through Saturday.
  • good food service at a reasonable price.

2.  Capabilities and interest of host institution(s) to:

  • provide assistance with local arrangements.
  • help to secure funding for the conference.
  • ensure the support of the director, dean, chairperson of each host institution including willingness to host some of the social activities.
  • gain commitment(s) of key administrative personnel of host institution(s) to assure support for the annual conference.

3.  Site selection:

  • alternate among regions of the United States (when possible) 
  • good accessibility by air is mandatory.
  • a community with a number of local and regional attractions (may include university or college arts departments, galleries or museums, private or public galleries, museums or arts centers, and unique institutions, facilities or activities which support the concept of local, state, regional, national or international cultural heritage.)
  • sites should be selected at least 3 years in advance, but no less than 2 years in order to secure the best prices for hotels and to allow host institution(s) to incorporate the annual conference into their scheduling and budgeting.

4.  Method of selecting the site and issuing invitation:

  • Site Selection Committee should contact potential host institutions informing them of the requirements for hosting the annual conference and requesting invitations.
  • Site Selection Committee Chair should compile a list of institutions interested in and capable of hosting the annual conference.
  • the list of interested institutions should be submitted to the President of the NCAA and the Executive Director of the NCAA prior to the November business meeting.
  • at the November business meeting, the Board of the NCAA shall review those institutions expressing an interest in hosting the annual conference.
  • based on the recommendation of the Board, the President of the NCAA shall issue an invitation to the selected institution to serve as host of the annual conference.
  • at the time the invitation is issued, the President shall also provide a letter of agreement that commits the host institution to complete all host related activities and services within the conditions established by the NCAA.
  • the letter of agreement must be signed by the appropriate administrator of the inviting institution, and returned to the President of the NCAA with a copy to the Executive Director.

(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.)

Time Requirements for Conference
The regular annual conference of the membership of the NCAA is normally held during the fall.


To plan, organize and execute local arrangements for the NCAA Annual Conference. 

Authority Relationships:
The local arrangements are under the direction of the host institution within the limitations imposed by the President of the NCAA, Board of NCAA, and ultimately the NCAA membership.  Local arrangements are to be closely coordinated with the NCAA Executive Director.

The local host institution(s) shall sign a letter of agreement affirming their commitment to provide the services associated with the annual conference of the NCAA. The local host is responsible for developing the local arrangements for the annual conference.  The host should consult knowledgeable, effective, efficient members of local art community.  Involvement and support of the local art leadership is essential.  Host institutions shall provide and absorb the cost of all special events in excess of the conference budget authorized by the NCAA Board.

As part of the local arrangements, the host shall:

  • Suggest local attractions and hotels.
  • Recommend potential program resources within the region to the program committee (speakers, workshops, attractions, et cetera.)
  • Help secure underwriting support for the annual conference special events from foundations, corporations, individuals and related sources.                                                   
  • Secure the necessary assistance to:
    • help with registration.
    • locate and secure accommodation.
    • plan and execute special events.
    • plan and secure transportation.
    • assist with annual conference related publications.
    • provide hospitality for VIPs
    • assist NCAA President in activities related to the annual conference.
    • arrange for catering for receptions, breaks, continental breakfasts, lunches, and banquet.


A.  Prospective Conference Chair-Designate:
At least one year before being appointed conference chair-designate, an individual must write a proposal to host an NCAA national conference.  It shall be presented to the Board at the annual conference.

B.  Conference Chair-Designate (beginning in November after the site proposal has been accepted two years before the conference):           

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.
February—Attend the pre-conference planning session at the Winter Board Meeting, make the conference hotel proposal to the Board, assist the chairman in any way possible.
June-October—Begin preliminary planning of the program.
November—Finalize general plans and overview of conference; announce to membership at business meeting

 C.  Conference Chair (beginning in November, one year before hosting conference):

November-February—Seek commitments from speakers (with the NCAA President’s approval). 
        Plan the February pre-conference planning session for the Winter Board Meeting.
        Have a preliminary draft of the program prepared to present to the Board of Directors.
February-June—Finalize the program as early as possible.
        Get publicity copy finalized, designed, and approved.
        Negotiate printing and get production started.
May-June—Get the publicity package printed, collated, and shipped to the national office, ready to mail by the first week of June.
June—Tie up loose ends, attend to last-minute details/problems: finalize catering arrangements, line up reliable help for the conference, double check speakers’         
        scheduling and audio-visual requirements, order award certificates, etc. 

D.  Organization: The conference shall be held in early to mid-November.

Responsibilities of the Conference Chair

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:

  • Site inspection charges (transportation, meals, etc.)
  • Pre-conference lodging and transportation.
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:
  • Transportation, lodging, meals, and honoraria, as appropriate, for speakers and award recipients
  • Award Certificates
  • Hotel charges:  meeting space, chairs, rooms, catering, etc.
  • Printing, postage and office supplies.
  • Audio visual rentals.
  • Staff rental car for conference if necessary.
  • Special events (entertainment, group social activity, etc.)
The budget should also include all sources of income, which include conference registration fees. 

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. 

4. Duties, Conference Chair-Designate:  The conference chair-designate is responsible for preparing a hotel/site proposal for the Board of Directors and for attending the February Winter Board Meeting the year preceding the annual conference.

The Hotel:

    • This includes surveying and inspecting several hotel properties in the designated conference area, presenting each with a carefully structured proposal of what the conference will be, collecting bids based on the proposal, and preparing a report for the Board of Directors which includes this information and the conference chair-designate’s personal recommendation.
    • Once the Board has made a decision, a contract will be signed with the selected hotel property.  The conference chair-designate and conference chair do not have the authority to sign any agreement, contract, or commitment on behalf of NCAA.  Only the official designate of the Board of Directors has the authority to do so.
    • The conference chair shall then stay in close touch with the hotel sales representative regarding all aspects of the conference.

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

The Program:

  • It is the responsibility of the conference chair to initiate contact with and finalize all details of commitments to speakers and award recipients and to stay in close contact with them thereafter.
  • Said details include scheduling times for speaking, coordinating travel arrangements, and hotel reservations, negotiating honoraria, taking care of all audio visual needs, etc.
  • The conference chair must also create and produce the conference programs, name tags, certificates, and related materials. 
  • At the conference, the chair must be available to attend to last-minute details regarding the administration of the program.  The chair should arrange to have people on hand to check meeting rooms for audio-visual needs, introduce speakers, etc.

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.


  • Reimbursement:  All legitimate expenses incurred by the Conference Chair shall be reimbursed by the Treasurer, with the approval of the President.  Such expenses should, however, be anticipated and included in the conference chair’s budget.

Reimbursement Procedures

  • An accurate accounting of expenditures, (including receipts) is to be presented to the Executive Director.
  • At some point, a cash advance may be necessary.  This will be provided by the Treasurer with the consent of the President.  Upon expenditure of such advanced funds, an accounting must be made as per the procedures for reimbursement presented above.
  • All bills must be submitted as soon as possible after the conference, but in no case should bills be delayed until the following calendar year.

Honoraria for Major Speakers 

  • Honoraria and related expenses are to be worked out with the NCAA President
  • Nomination for lifetime honorary NCAA membership is possible, but must be approved by the Board of Directors.


NCAA Host Form Download