March |
| Board | | - Liaisons review committee charges with committee chairs and submit revised charges to Vice President/President Elect by Mar. 1
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| President | | - Attend UKSG conference (usually in April)
- Send call for parliamentarian to Membership
- Consult with Conference Coordinator to revise the conference room block & sign any site contract addendum needed to make necessary changes
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| Vice President | | - Review proceedings contract; if contract is up for rebidding, work with Board to select a publisher for next proceedings (usually done approximately every 3 years)
- Confirm committee reappointments with chairs/liaisons
- Send committee rosters and chairs list to D&D (May 1 deadline)
- Appoint committee chairs for next year
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| Secretary | | - Keep track of any Board decisions made via board-l; these will be added to next minutes
- Update NASIG Working Calendar
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| Treasurer | | - Begin collecting registration monies and forwarding registration forms to conference registrar
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| COMMITTEES |
All Committees
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| A&R | | - Deadline for applications is Mar. 1 (some years has been Feb. 15)
- Chair copies applications and mails to committee members
- Committee members review applications and make preliminary selection; then final selection
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| CPC | | - Deal with registration
- Begin to finalize certain arrangements (food, entertainment, etc.)
- Confirm with PPC and Proceedings Editors any logistical needs
- Determine volunteer needs and start solicitation for volunteers
- Determine needs for NASIG office during conference and start compiling information
- Review needs of Fun Run
- Consult with Pub/PR on conference PR needs
- Confirm logistical needs with A&R
- Check with President on distribution of special concessions
- Confirm local information needs with Convention and Visitors Bureau
- Supply weekly reports to board on conference registrations and hotel registrations
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| D&D | | - Update membership information for directory and be prepared to dump and edit membership database and indexes Apr. 15
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| Newsletter | | |
| N&E | | - Ballot deadline March 18
Online voting ends March 19
Tabulate ballots, notify President and Vice President who notify Board in confidence - Notify candidates
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| Proceedings | | - Review proofs when sent from publisher (dates may vary). Compile list of corrections for publisher
- After conference program is published, send call for recorders via blast message, the What's New page, the NASIG blog, and NASIG-L
- PPC should send spreadsheet with conference programs, presenters, contact information, and information on whether a recorder is needed and if the content has been published or is planned for publication
- Review NASIG Working Calendar
- Review NASIG Committee Chairs Manual
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| PPC | | - Send out a reminder on Call for Posters
- Select poster sessions and send rejection letters
- Send out call for Informal Discussion Groups and User Group Lunches
- Send out registration instructions to speakers
- Send out handout instructions to speakers
- Ask for volunteers to introduce sessions
- Finalize Focused Vendor Demo handouts and specifications
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| Site Selection | | - Review potential sites in assigned region
- Collect information on those sites and begin preliminary site selection checklists
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