Annual Meeting Committee


Objective:

To provide planning continuity for the annual meeting. The committee serves as a steering committee and coordinates with the Local Arrangements, Program, and Exhibits Sub-Committees for the development and coordination of all activities at the annual meeting.

Membership:

The committee shall consist of a chair who is appointed by the Board of Trustees. The Chair is appointed for a three-year term at or before the winter Board of Trustees meeting in the year preceding the first annual meeting for which he/she is responsible. The Conference and Awards Council Trustee shall also serve on the committee. Chairs of the Local Arrangements, Program, and Exhibits Sub-Committees shall be recommended by the Chair and appointed by the Virginia Section Chair. The Exhibits Sub-Committee Chair shall be the AWWA Chair or Vice Chair of the Manufacturers and Representatives Committee. The Annual Meeting Committee Chair may recommend additional committee members, subject to approval by the Virginia Section Chair.

Member of:

Annual Meeting Council

Duties:

Annual Meeting Committee

     Committee Chair:

a.   Select VA Section members to work on the committee.

b.   Personally contact each committee member to confirm that he/she will   serve on the committee.

c.   Coordinate all activities with the Virginia Section Chair, Secretary, Section Administrator Secretary, Treasurer, and the Conference and Awards Council Trustee.

d.   Coordinate the tasks of each subcommittee chair, including preparing and managing the budget and scheduling committee meetings.

e.   Assist or assign designee to assist Secretary in negotiating future annual meeting contracts with host hotels.

f.   Adhere to guidelines set forth in the general policies for committees.

     Committee:

a.   Coordinate activities of the Local Arrangements, Program, and Exhibits Sub-committees.

b.   Review and maintain an accounting of budgeted revenues and expenditures to be certain that budget expectations are met.

c.   Meet with hotel conference manager to review executed contract.

d.   Review facilities available for conference to determine adequacy; if not, take appropriate action with hotel, Conference and Awards Council Trustee, and Secretary.

e. Coordinate complimentary lodging and related hotel activities with Section Administrator.

Subcommittees

Local Arrangements     

Objective:

To plan and coordinate activities at the annual meeting in conjunction with the Annual Meeting Committee.

Membership:

The sub-committee chair and members are recommended by the Annual Meeting Chair and approved by the Board of Trustees. The Chair is appointed for a one-year term at or before the winter Board of Trustees meeting in the year preceding the annual meeting for which he/she is responsible.

Duties:

     Sub-Committee Chair:

a.   Serve as member of the Annual Meeting Committee.

b.   Serve as Local Arrangements Sub-Committee liaison during coordination with the Annual Meeting Committee and other sub-committees.

c.   Select Virginia Section members to serve on the sub-committee.

d.   Personally contact each sub-committee member to confirm that he/she will serve on the sub-committee.

e.   Report the names addresses, email addresses, telephone and fax of sub-committee members to the Annual Meeting Chair.

f.   Prepare a detailed budget for inclusion in the Annual Meeting Committee proposed budget.

g.   Develop time-line for sub-committee to finalize local arrangements-related activities.

     Sub-Committee:

a.   Track expenses to be certain that budget expectations are met.

b.   Coordinate with the Section Administrator on annual meeting mailings.

c.   Develop signs for the annual meeting.

d.   Identify (to hotel) specific conference needs, including:

      Pre-conference reception
      Trustee's dinner, luncheon, and banquet
      Opening session and Technical sessions
      Audio-visual needs
      Special events and other hotel conference needs as may be identified
      Conference registration
      Exhibit space

e.   Plan and implement "local activities" associated with the annual meeting, including:

     Golf tournament
     Guest program
     Fun Night
     Tours

NOTE: Not all local activities are conducted each year. The Board of Trustees shall determine if these local activities are to be held and notify the Annual Meeting Chair.

Program

Objective:

To develop and submit the annual meeting technical program for approval by the Board of Trustees.

Membership:

The sub-committee chair and members are recommended by the Annual Meeting Committee Chair and approved by the Board of Trustees. The Chair is appointed for a three-year term at or before the winter Board of Trustees meeting in the year preceding the first annual meeting for which he/she is responsible.

Duties:

     Sub-Committee Chair:

a.   Serve as member of the Annual Meeting Committee.

b.   Serve as Program Sub-Committee liaison during coordination with the Annual Meeting Committee and other sub-committees.

c.   Select Virginia Section members to serve on the sub-committee.

  d.   Personally contact each sub-committee member to confirm that he/she will serve on the sub-committee.

e.   Report the names, addresses, email addresses, telephone and fax of sub-committee members to the Annual Meeting Chair.

f.   Develop a time-line to finalize Program Sub-Committee related activities.

g.   Provide oversight for the Sub-committee in the selection of papers for   the program. The Sub-Committee Chair shall insure that all committee members who review abstracts for selection in the program must have relevant qualifications (experience or education) for the topic under consideration. The Sub-Committee Chair shall also insure that all review team members shall offer fair and unbiased reviews of abstracts.

h.   Prepare a detailed budget for inclusion in the Annual Meeting Committee proposed budget.

     Sub-Committee:

a.   Track expenses to be certain that budget expectations are met.

b.   Receive, log and review all abstracts.

c.   Advise individuals of whether their abstract was selected for presentation. Send formal invitations to all selected program participants and obtain resume for each speaker and confirm their availability.

d.   Obtain copies of papers, including a copy for the Section Administrator to include in the report to Denver following the annual meeting.

e.   Provide a draft program to the Annual Meeting Committee for presentation, discussion and revision at the spring Board of Trustees meeting. The draft program shall be developed with the emphasis that Virginia project-specific papers be given priority over non-Virginia projects.

f.   Coordinate printing of the registration brochure and annual meeting program with the Section Administrator, Annual Meeting Chair and Local Arrangements Sub-Committee Chair.

g.   Encourage members to prepare papers for presentation and publication at the section and national level.

h.   Serve as Session Coordinators at the annual meeting.

i.   Provide Certificates of Appreciation to each speaker; coordinate this activity with the Section Administrator.

j.   Send letters of appreciation to all speakers immediately after the annual meeting.

k.   Provide information on Program Committee activities and the meeting program for the Newsletter.

Exhibits

Objective:

To arrange and coordinate the exhibits program at the annual meeting.

Membership:

The sub-committee chair shall be the AWWA Chair or Vice-Chair of the Manufacturers and Representatives Committee. The Chair is appointed for a three-year term at or before the winter Board of Trustees meeting in the first year preceding the annual meeting for which he/she is responsible.

Duties:

     Sub-Committee Chair:

a.   Serve as member of the Annual Meeting Committee.

b.   Serve as Exhibits Sub-Committee liaison during coordination with the Annual Meeting Committee and other sub-committees.

c.   Select Virginia Section members to serve on the sub-committee.

d.   Personally contact each sub-committee member to confirm that he/she will serve on the sub-committee.

e.   Report the names, addresses, email addresses, telephone and fax of sub-committee members to the Annual Meeting Chair.

f.   Prepare a detailed budget to submit to the Annual Meeting Chair for inclusion in the annual meeting budget.

g. Develop a time-line for sub-committee to finalize exhibits-related activities.   

     Sub-Committee:

a.   Track expenses to be certain that budget expectations are met.

b.   Solicit potential exhibitors for the annual meeting.

c.   Plan the location and number of exhibits at the annual meeting.   

d.   Solicit and procure proposals from firms to set-up and dismantle the exhibit booth area.

e.   Handle the exhibits drawing(s).

f.   Assign exhibit spaces.

g.   Coordinate preparing signs for the exhibit area.

h.   Coordinate electrical needs for each exhibit area.