Regional Conference
The Regional Conference provides the opportunity for the Region
Chair to share national issues and developments as well as ascertain
regional concerns and issues. While the major responsibilities
for the conference are undertaken by the Conference Committee,
the Region Chair maintains oversight and helps with programming
ideas based on national as well as regional topics. The Region
Chair conducts the Business Meeting during the Regional Conference
and normally recognizes members in the region for various accomplishments
or awards.
Planning Meetings
A complete Regional Conference Coordinators Handbook is available
on the web. Be sure each conference chair is aware of it. Planning
meetings may be conducted via conference call or face to face
with the Region Chair and local committee. Remember that travel
costs would be charged against the conference budget and thus,
raise the registration fee for each participant.
Budget
You are ultimately responsible for the success and financial
stability of your Regional Conferences. Although there are conference
chairs, you are responsible for their actions. Therefore, you
should be apprised of the planning. You must approve the proposed
budget before it is submitted for other reviews and insist on
a wrap-up final report within 30 days of the conference. The final
report should include all sources of income and all expenditures.
Contracts
The Executive Office must review and sign all contracts with
hotels, caterers, speakers, transportation, AV, etc. Rarely should
one agree to all of the terms of a hotel contract as they are
first presented by the hotel. Often additional concessions will
be made by a hotel if the Executive Office demands specific wording.
Speaker contracts need to be detailed regarding expectations and
reimbursements.
Chairperson
Regional Conference sites and chairpersons should be appointed
two or three years in advance. Future conference chairs should
serve on the previous year’s planning committee so they
can see what needs to be done. All conference chairs should review
the Regional Conference Coordinators Handbook at least a year
and one-half in advance so that they may begin the planning process.
Sites should be rotated among states within your region to stimulate
growth, involvement, and responsibility throughout your membership
and region.
Commercial Presenter Policy
As NACADA has grown, it has begun to attract the attention of
more commercial entities who are seeing the business value of
reaching NACADA members. NACADA has provided a means for commercial
entities to reach the participants at conferences through exhibit
options and attendant "Exhibitor presentations" whereby
exhibitors may demonstrate or explain their products to a group
of participants at one time. Yet, some persons Chair resenting
commercial entities are submitting presentation proposals through
the regular channels, being accepted, and then touting their products
to unknowing conference participants who have paid to attend these
sessions that they presumed were free from commercials. These
situations have initiated a policy regarding such proposals.
COMMERCIAL PRESENTERS POLICY
-
A statement regarding "commercial
products" be added to the Call for Proposals
- All proposals NOT from Chairs of higher education institutions
be compiled and reviewed separately by the National Program Committee
(or regional program committee).
- All proposals obviously focusing on a commercial product be
rejected and encouraged to become an exhibitor.
- All remaining proposals be carefully examined and the presenter
contacted concerning the exact nature of the proposal and then
required to sign an agreement NOT to promote any products during
the presentation.
- Presenter confirmation forms contain this policy and ask for
signature for acceptance.
- All presenters identified on their evaluations as having promoted
their commercial item be banned from future presentations and
this penalty be explicit in the acceptance letter.
- All presenters/companies not qualifying to present under the
above regulations be encouraged to exhibit and provide an Exhibitor
Presentation.
This policy is not intended to prevent product USERS from referring
to specific commercial products nor prevent the conduct of “user”
roundtable discussions regarding specific products.
Board of Directors/ Executive
Office Visit
A member of the NACADA Board of Directors or Executive Office
will attend each Regional Conference Their travel expenses are
covered by their budget. The region need only waive their conference
registration fee and offer lodging, if available on a complimentary
basis from the hotel.
In return, the person would be willing to present a NACADA orientation
session and will bring greetings and a report from the national
organization. Some may also be willing to keynote or do a concurrent
session. You must make arrangements with the designated person
regarding expectations and inform the program committee of time
and space allotments necessary.
NACADA Commercial
Allow 10 minutes during the General Session for the person to
review highlights of NACADA services, award winners from region,
upcoming conferences, etc.
Follow-Up
Region Chairs are responsible for being sure the Regional Conference
Chairs:
