GUIDELINES FOR ANNUAL CONFERENCES
A) With the oversight of the
Executive Board, the Program Chair shall make all necessary
financial and other arrangements for hosting the annual conference
of the association at the location approved by the Executive Board.
The Program Chair, who shall be formally appointed by the President,
shall collect all registration forms and fees for the annual
conference. Prior to and/or during the annual conference, the
Program Chair shall transfer all conference registration fees, and
all other revenues collected for the conference, to the
Secretary-Treasurer for deposit into the association's bank account.
B) The Program Chair shall provide receipts of
registration fees paid, including copies of the registration forms,
to the conference participants prior to or during the annual
conference. The original registration forms shall be
transferred by the Program Chair to the Secretary-Treasurer
following the annual conference.
C) The Program Chair shall prepare a preliminary budget
for the annual conference for review
by the Executive Board during its annual meeting on the first day of
the annual conference.
D) The association expects that the Executive Board will
attempt to balance its overall annual budget, and will deposit any
surplus funds from the annual conference into the association's bank
account. Any budget deficits from the annual conference or
other activities of the association shall be paid, with the approval
of the Executive Board, by the Secretary-Treasurer from the
association's bank account.
E) There shall be annual audit of the
Association's financial transactions. This document should be
included in the annual financial report given by the Secretary-Treasurer at the
Executive Board's annual meeting.
F) The Secretary-Treasurer shall advise the
incoming Program Chair about the preliminary budget for the annual
conference according to past conferences and anticipated revenues.
G) The following items necessary for
the planning and hosting of the annual conference shall be paid by the
Secretary-Treasurer, so long as the cost of the items falls within
the anticipated income from registration fees and other revenues
from the annual conference:
- Conference programs and other printed items;
- Mailings/announcements/postage for the annual
meeting (if necessary);
- Materials needed for the conduct of the meeting:
receipts, name tags, etc;
- Conference facilities, including meetings rooms;
- Meals provided for conference participants; and
- Meals, transportation and other accommodations
that are to be provided to association
guests, including guest speakers, who are on the conference program.
H) All honoraria,
travel costs, and other expenses which exceed the
anticipated income from registration fees and other revenues from
annual conference shall be subject to the approval of the Executive Board prior
to program chair/president making any financial commitments on the
behalf of the association.