Conference Team Description:

The Conference Committee will plan and deliver ALDE’s annual international educational conference.

Committee Structure:

The Committee will have six - 10 members. The Chairperson will be appointed by the Board two years in advance of the conference. Committee members will be appointed at least 18 months in advance by the Chairperson. The Executive Director, in consultation with the Executive Committee, will serve as Liaison to the committee.

Responsibilities:

1. Establish goals, objectives, and theme for the conference.

2. Establish a conference planning calendar.

3. Enlist chairpersons for conference sub-committees and ensure regular reports from committee leadership.

4. Establish a conference schedule; prepare and coordinate plans for each session.

5. Make on-site inspection of the conference facilities and review hotel meeting room arrangements.

6. Work within approved budget for conference and submit detailed budget to the Board for their information at least 6 months prior to conference.

7. Oversee and execute conference print communications.

8. Collaborate with other leadership in those areas of their work that relate to the conference, including, but not limited to, the:

• Education Team to coordinate the conference curriculum and presenters,
• Marketing Team to establish a promotional plan,
• Mentoring Task Force to enhance conference mentoring opportunities for newcomers to the profession,
• Finance and Resource Team to ensure fiscal success of conference.

9. Further develop and implement the objectives and strategies related to the conference as defined in ALDE’s strategic plan.

Meetings/Reports:

The committee will meet regularly both in person and by conference call convened by the Conference Chairperson. Minutes of the meetings will be recorded by one of the members and submitted to the Chairperson, Executive Director and the Executive Committee. Reports will be submitted to the Board and the Conference Chairperson serves as part of the Conference Team. The Conference Chairperson becomes the Conference Team Leader the year following the conference.

Budget:

Reimbursement for committee expenses will normally be limited to postage, printing and telephone. On-site visit costs – travel, lodging and meals – will also be covered.The committee will be given an annual budget for these expenses.