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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 |
- 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)
- Attend UKSG conference (usually in April)
- Send call for parliamentarian to NASIG-L
- Work with Vice President to select PPC chair(s) for next conference
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| Vice President |
- Work with President to select PPC chair(s) for next conference
- 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 |
| 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.)
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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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| ECC |
- Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief
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| N&E |
- Ballot deadline Mar. 15
- Tabulate ballots, notify President and Vice President who notify Board in confidence
- Notify candidates
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| Proceedings |
- Discard audiotapes; discard permission to tape forms sent to you by PCC
- Send signed copyright forms to archivist or have Taylor & Francis send the copyright forms to the archivist
- Write the annual report for the June newsletter (submit to newsletter editor by May 1). See past newsletters for sample reports, and refer to the Committee Report Template online at http://www.nasig.org/resources_forms.cfm
- Outgoing editor(s) should notify Taylor & Francis of new Proceedings editorial team (giving contact information) and contact new editors about Taylor & Francis representatives
- Post call for recorders on NASIG-L. See Appendix A
- Contact Program Planning Committee co-chairs to request names, addresses, telephone and fax numbers, and email addresses for all speakers (vision session, strategy session, pre-conference, tactics session). Ask PPC to include the name of the PPC Liaison to each speaker. The Liaison generally has personal contact with the speaker and so can be a good source of information for the Editors if a problem arises
- Ask recorders to supply a list of their session preferences to aid in assigning recorders. If necessary, contact Conference Planning Committee co-chairs or Registrar for list of conference registrants for sessions still needing recorders. Sometimes, volunteers need to know if they have been granted an assignment in order to get funding for the conference; try to give these people a answer as to whether or not you want them to record a session--even if you?re not sure what session it will be
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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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