June/Conference |
| Board | - Meets prior to conference
- Assists CPC in any way needed
- Writes formal thank you letters to assigned committee chairs and other volunteers as appropriate for service during past year
- Selects sites from Site Selection report for the Site Selection Coordinator to prepare full checklists and visit
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| President | - Chair Board meeting
- At Conference: 1) Preside at conference opening; 2) Chair annual business meeting; 3) Preside at award ceremony; 4) Officially turn over care of organization to Vice President at closing
- Writes letters of appreciation to outgoing committee chairs and outgoing Board members/officers
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| Past President | - Give copy of President's manual to new Vice President
- Provide CPC designee with finalized list of sponsors & wrap-up any signage & recognition plans
- Provide president with information necessary to
recognize sponsors at the opening ceremony
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| Vice President | - Close conference; is now the President!
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| Secretary | - Report selected business from June Board meeting at annual business meeting
- Take minutes at annual business meeting and send them and the Board meeting minutes to the Newsletter Editor-in-Chief after review process (Aug. 1 deadline)
- 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 | - Meet with D&D chair to go over plans for renewals
- Treasurer (or new Treasurer, if applicable) meets with Vice President
- Touch base with CPC chair(s) in regard to closing conference finances
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| COMMITTEES |
| All committees | - Meet at conference in open session
- All committee chairs, including Archivist, attend the ECC Training for Committees and the Committee Chairs Meeting.
- Chairs write thank you letters to committee members
- LSOC confirms if Ambassadors would like to continue their school assignments for the following year
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| CPC | - Set up schedule for registration/information desks
- Prepare conference packet
- Chair(s) meets with Board at Board meeting
- Coordinates all activities during conference
- Confirm Vendor Expo and Sponsorship logistics and final information with Past President and President
- Coordinate all logistics of conference, including Dine Arounds, Fun Run
- Confirm food and beverage orders, AV orders and special event logistics
- Attend board meeting for CPC report
- Monitor set up and resolve issues with Vendor Expo
- Staff conference information and registration desk
- Offer local and logistical guidance to attendees
- Monitor meeting room set ups and conference logistics
- Collect badges at end of closing session for final drawing
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| D&D | - Send out monthly invoices, process renewals and send out reports as appropriate.
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| ECC | - Provide assistance and/or upload conference handout
- Conduct chairs and web liaisons orientation session at the conference
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| EAC | - Work with PPC chair(s) to determine how speakers should request evaluation results so that this information can be included in thank you letters
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| Newsletter | - Prepare special committee reports issue if annual reports were not published in the May issue
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| Proceedings | - Attend speakers' meeting where you will address the group. See Proceedings Editors' Manual for talking points
- Attend the Business Meeting where you will be introduced
- Bring digital audio-recorders to conference and coordinate the recording of vision (and other) sessions
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| PPC | - Send thank you letters to speakers
- Send thank you letters to outgoing PPC members
- Main committee listserv is set up and tested with new members
- Chair(s) meets with Board at Board meeting
- Organize and co-chair speakers' meeting (Proceedings Editors should be invited to attend)
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