BP-8.4 Convention Committee Terms of Reference

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Policy Section: Board Process		Policy Number: BP-8.4
Policy: Convention Committee Terms of Reference		Date Approved: September 17, 2003
		Last Date Reviewed: Nov 2007
		Last Date Revised:
		Number of Pages: 2

1. Purpose

This is a standing committee, accountable to the Board, whose purpose is to plan, coordinate, and conduct the annual AWNA convention.

2. Key Duties and Responsibilities

Committee Responsibilities

The committee:

•

Committee Responsibilities with the Support of the AWNA staff

• Investigates potential sites for the AWNA fall convention

• Recommends a budget to the Board

• Recommends a registration fee to the Board

• Recommends convention themes to the Board

• Provides input to the conference program

AWNA Staff Responsibilities with the Support of the Committee

AWNA staff, with the support of the committee:

• Makes the necessary arrangements with the host facility

• Arranges for advance and post convention publicity

• Works closely with convention sponsors to ensure all functions are arranged

• Ensures that all invitations and registration forms are sent to members, sponsors, trade show exhibitors, and special guests of AWNA

• Arranges for special door prize and grab bag contributions

• Arranges for special presentations that have been reviewed with the President and Executive Director

• Arranges for the printing of programs, committee reports, meal tickets, and registration material

3. Membership

This committee consists of a minimum of five (5) members, including one AWNA Board member.

The Executive Director and the Communication and Professional Development Coordinator are non-voting members of the committee.

4. Term of Appointment The President, with the Board’s approval, appoints the Committee Chair for one year. The Committee Chair appoints members for one year. The Committee Chair delegates duties to function Chairs, and other co-chairs as required.

5. Meetings

The committee meets at the call of the Chair. Committee business may be conducted face-to-face, by teleconference, or other electronic means.

A quorum consists of at least one-half of the committee members. Committee meetings may proceed in the absence of a quorum. However, a quorum is required in order to forward any recommendations or other committee business to the Board. After a committee meeting where a quorum was not present, committee members who were absent may approve, by electronic means, recommendations and business that need to be submitted to the Board.

6. Resources

The committee has a Board-approved budget that covers the costs provided for in point 9 of Board Committee Principles: BP-9. The committee also has project-related expenses as approved by the Board.

7. Annual Goals and Objectives The committee meets as soon as possible after the Annual General Meeting to update the goals and objectives. The committee submits the updated goals and objectives to the Board for approval.

8. Reports

The committee prepares:

• Updated goals and objectives for Board approval

• A progress report to Board meetings

• A written annual report for the year that assesses the outcomes of the goals and objectives, and makes recommendations for the next year. The Chair submits the annual report to the President at least one month prior to the Annual General Meeting.

• Recommended changes to the committee terms of reference for Board approval