ANNUAL CONFERENCE PROCEDURES A. PURPOSE The Annual Conference Committee shall oversee all aspects of the Georgia Conference on Recreation and Parks. It shall have specific responsibilities for planning, organizing and conducting all programmatic aspects of the conference. B. STRUCTURE The committee shall be comprised of a chairperson(s), a chairperson(s) elect who is appointed by the President-elect, immediate past-chairperson(s), a representative from each district, up to three (3) representatives from each network, up to three (3) persons appointed by the President and a representative from the host agency(ies) who will serve in an advisory capacity. C. FUNCTION The Annual Conference Committee shall be responsible for planning organizing and conducting the Georgia Conference on Recreation and Parks, including coordinating all aspects of the program. The committee shall use the resources available to identify and select the best and most qualified persons available within the approved budget to conduct training that meets the diverse professionals in the Association. Efforts shall occur in close coordination with the Executive Director. The committee shall work in conjunction with the President, Executive Director and host agency(ies) to plan and develop a theme, format, and program of the highest standards to make the Annual Conference the focal point of the professional year. The Annual Conference Committee is charged with providing educational, exhibit and social functions that enhance professional development and encourage professionalism by the Association s members. The Annual Conference Chairperson(s) shall be charged with the responsibility of ensuring adequate support to plan and conduct the conference. Discretion shall be given to replace committee members who can t/won t meet the obligations to ensure the conference is conducted professionally and smoothly (i.e., absences from two meetings result in replacement.) It is strongly recommended that the chairperson(s) elect be responsible for coordinating the educational session schedule for the conference. The past conference chairperson(s) shall be responsible for preparing the conference evaluation report from the previous conference and presenting that report at the Annual Conference Committee meeting at the President s Assembly as well as being responsible for any changes or additions that should be recommended for the Annual Conference Committee Procedures. H-2.1 -- Annual Conference (revised 03/2015)
D. PROCEDURES I. Budget The Budget and Finance procedures require that the budget for the current year be set by the prior year s activities. Therefore it is imperative that the chairperson(s)-elect be familiar with the requirements for the annual conference. The Annual Conference Committee shall work within the budget approved by the Board of trustees. Any amendments necessitated by location or changes in revenue or expenses shall be approved by the Board after a request and justification presented by the Conference Committee chairperson(s). In accordance with budget procedures, the Annual Conference Committee chairperson(s)-elect shall meet with the Executive Director to draft a budget prior to the presentation to the Budget and Finance Committee. Projected income shall be determined for the following: Exhibits - based on the capacity of the site (number of spaces) times the projected exhibit fee. Registration- based on history of full delegates, daily registration, spouse registration, etc. Sponsorships - based on history and projection EXHIBITS Projected expenses shall be determined for the following: Exhibits -- booth set-ups and rentals Printing -- program, promotions, etc. Speakers -- general and concurrent sessions Meals -- banquets, breakfasts, luncheons Rent -- Facility and AV Equipment Supplies -- badges, ribbons, posters, decorations, printing, and on-site costs, etc. Entertainment - for general sessions and socials The budget shall be presented to the Budget and Finance Committee as part of the process and approved by the Board of trustees. Final copies of the budget shall be forwarded to the chairperson(s)-elect upon approval for use in planning. Exhibitors are an integral part of the conference, both as part of the operating revenue and for their contributions that ensure professionals have up-to-date information about programs and products. H-2.2 -- Annual Conference (revised 03/2015)
The number of exhibitors shall be determined by space available at the conference site. Care must be taken to ensure that exhibitors have accessible and adequate space to display the products and services. An exhibitor package shall be developed by the Executive Director, the exhibitor sub-committee chairperson(s), and other appropriate members of the Committee detailing the following: Dates for conference Location Exhibit space available Amenities (copy of membership directory, registration lists, etc.) Set-up/take down times Deadlines How determination made for booth assignments Door prize/give away restrictions and needs Fees Add on fees for special accommodations Diagram of exhibit space Any restrictions imposed by facility Number of conference attendees expected Functions available to exhibitors (i.e., banquets, socials, etc., and number of admissions per booth and costs for extra tickets) Refund and cancellation information Any other pertinent information Waiting List Exhibitor packages complete -- June 15 Mailed -- July 1 Advance Deadline -- September 1 Late fee Added -- After September 1 Quality of exhibits for space available and access determine the number of exhibitors in a given area. Once exhibit space is committed, a waiting list shall be instituted on a first-come basis. In event of a cancellation, the list shall be used in order that an exhibitor is placed to fill the vacancy. Diversity As GRPA grows and diversifies, interest level may demand that exhibits from a variety of areas be included to meet the goal of education and upto-date information for attendees. The annual conference committee in conjunction with the Executive Director shall work to ensure space for exhibitors who appeal/support all aspects of the profession (athletics, turf management, crafts, special events, technology, etc.,) Targets in each area needed may be required. H-2.3 -- Annual Conference (revised 03/2015)
Recognition Exhibitors who have exhibited consecutive years shall have a marker -- such as a ribbon -- provided at the booth denoting the number of consecutive years they have exhibited at the conference. Educational exhibits Not-for-profit agencies and educational institutions may exhibit at the conference at a reduced fee determined as part of the budget process. These exhibits shall be placed in accessible areas but must not conflict with functions in the exhibit area. Educational exhibitor packages shall be determined as stated above. Time to display and location must be planned into the Annual Conference schedule. CONFERENCE SCHEDULE The conference committee shall determine a schedule of activities for the conference, taking into consideration the events required -- such as an annual business meeting and a time to install officers -- and other factors necessitated by location or other forces. In order to ensure all aspects of the conference are met, the chairperson(s) shall delegate functions to sub-committees formed to manage certain aspects of the event. These sub-committees may include educational sessions, social events, registration, exhibits, evaluations, sponsorships and ad sales, and others deemed necessary by the chairperson(s). Each sub-committee shall be headed by a chairperson(s) who will take responsibility for the duties outlined for that group. It is suggested that the chairperson-elect head the educational sessions sub-committee in order to become familiar with the over-all conference planning process. The host agency should be delegated the task of decorations for the banquets and general functions. The budget should establish an amount for materials and supplies. SPONSORSHIPS Certain plans or events may require funds to be raised outside of normal conference revenue. For these items, sponsors shall be identified. The committee shall determine at the time the schedule is set what needs or events may require sponsors. A subcommittee shall be established to identify and solicit sponsorships for specific events. Funds generated shall be come part of the annual conference budget, A visible banner or sign at the function shall be used to recognize sponsors as well as recognition at the function and in the conference program. H-2.4 -- Annual Conference (revised 03/2015)
PROGRAM A program shall be printed that highlights all events and functions of the conference. The format and layout shall be arranged so that all events are easily determined, locations clear, and times designated. Maps or other means may be needed for certain sites. Deadlines shall be established by the chairperson(s) and Executive Director. Care should be take to allow time for proofing and correcting errors prior to printing. Ads may be sold to offset the costs of printing. Ad rates should be established by the committee based on the estimated costs of the printing and budget. BUSINESS MEETING The Annual Business meeting for the Association is held in conjunction with the conference. The President shall work with the Chairperson(s) to establish an agenda and ensure adequate time and space is allowed. An agenda shall be made availableat the meeting. Entertainment, presentation of colors, invocation and other items shall be arranged by the Executive Director and communicated to the chairperson(s) so that local arrangements will be insured. GENERAL SESSIONS General sessions may be included in schedule to set the tone for the conference (Opening Session) or to challenge the state association. The annual conference committee shall select the speaker according to budget and other needs. In conjunction with the Executive Director, a contract for services shall be completed detailing all elements of the agreement fees, travel expenses, time, date, etc. Entertainment at the general sessions is at the discretion of the committee based on schedule of the session and needs and budget. SILENT AUCTION A silent auction shall be held at the conference for the purpose of raising funds for the LEADERSHIP GRPA program. That committee shall take responsibility for soliciting items, display of the items, monitoring the area, etc., according to their procedures. The Annual Conference Committee shall work with this group to set times, area available, and coordinate all functions of the silent auction. It is desirable that a representative from the Leadership GRPA Committee serve also on the Annual Conference Committee H-2.5 -- Annual Conference (revised 03/2015)
CONFERENCE EVALUATION Education Sessions The GRPA Office shall compile a moderators packet for each session. The moderator shall pick up the package prior to the session and return it immediately after the end of the session. The packet shall include all the information necessary to evaluate each session as required by credentialing agencies. The Professional Development Committee should communicate any requirements needed to ensure that the CEU process is not jeopardized. The moderator shall distribute the forms, collect them at the end of the session and return them in the envelope to the GRPA desk for processing. Conference Evaluation A Conference evaluation tool shall be developed by the committee with the assistance of the GRPA office. The Annual Conference Committee Chairperson(s) elect shall be given this information to assist in planning for the following conference. Continuing Education Units SPOUSE ACTIVITIES The Professional Development Committee is charged with approving CEU s according to standards set by credentialing organizations. Approved forms for conference sessions shall be part of the registration packet. It is the responsibility of the delegate to have these completed at the end of each session and return the original to the GRPA desk or office for the individual file to be maintained. The GRPA secretary designated to work on professional development matters shall enter the information according to procedures outlined for the PDC. Any pre-conference programs approved for CEU s shall be included in the conference fees as part of the whole conference program. Activities specifically planned for spouses of delegates may be planned depending on the location of the conference and wishes of delegates. If desired, these shall be planned by the conference committee or sub-committee and included as part of the overall package. Costs of spouse events shall be covered with a fee set to meet the expenses of the event. SPECIAL OUTINGS Certain settings or conferences may provide opportunity to have special tours or events. These shall be included in the program offerings and be planned so as not to take away from the educational component. Additional expenses, such as transportation or special meals, shall be added as a fee for the event and collected prior to the conference as part of registration. H-2.6 -- Annual Conference (revised 03/2015)
SOCIALS Social events are an integral part of conference planning. A sub-committee to make arrangements may be utilized. Social events should be planned to complement the program, not to detract from the professional nature of the Annual Conference. Settings and facilities vary from site to site. The committee shall develop this aspect of the conference in conjunction with the local department to ensure that all necessary arrangements are made. Care should be taken to ensure that delegate safety is not jeopardized. Limited alcohol, alternative beverages for non-drinkers, designated drivers, or transportation must be considered in planning social events. Duffer s Delight Banquets A golf tournament may be held prior to or during the conference for the purpose of raising funds for the Leisure Careers Foundation. That Board shall take the responsibility for planning and implementing the event. Meals for non-golfers shall be budgeted and included in the preregistration information. The Annual Conference Committee shall work with this group to determine times, courses available and coordination of activities surrounding the event. It is desirable that a representative from the LCF Board serve on the Annual Conference Committee. Annual Banquet An annual banquet for the purpose of closing a year and installing new leadership shall be included in the conference program. The Annual Conference Committee is responsible for planning this event to ensure the highest level of professionalism. This event is generally the last function of the conference, though some settings may require adjustments to the schedule. Program content, design and distribution is the responsibility of the committee. The menu shall be planned in concert with the Executive Director who shall enter into the appropriate contracts when decisions are reached. Whether buffet lines or table service is used shall be determined based on the location and costs. The committee shall designate individuals to collect tickets at the doors and turn these to the GRPA Office at the end of the evening. Decorations for the banquet should be the responsibility of the host agency and shall be agreed on by the committee to remain within a given budget or should be included as a specific item in the bid package. H-2.7 -- Annual Conference (revised 03/2015)
Awards Awards may be presented at meal functions, including the annual banquet, or at an event designated for Association Awards. This is an important decision for the Annual Conference Committee and The Awards Committee to make together. Awards Committee procedures state that all awards shall be given at times when the entire membership is present. As the Association grows, coordination becomes most important. The same general procedures outlined for the annual banquet shall be used when planning awards banquets, luncheons, or other functions. Special and Designated Functions. AUDIO-VISUAL NEEDS The Leisure Careers Foundation has sponsored an optional dinner as a fund raiser, certain schools and colleges plan breakfasts or other functions, and sections have planned specific meal functions. These types of events must be closely coordinated with the committee to ensure space, to have proper information printed in the program, etc. Announcements at District and Section meetings encouraging early identification of events must be made. A contact person for each event must be designated to work with the Annual Conference Committee and Executive Director to make any and all arrangements regarding location, time and expenses. Pre-payment to ensure a count shall be part of the registration package when possible. Overhead Projectors and screens, TV and VCR players, and other items that may be available shall be included in the speakers confirmation form. Any special equipment required by a speaker must be arranged for in advance or provided by the speaker. PROMOTIONS REPORTS A sub-committee to ensure that newsletter and Magazine articles are submitted accurately and timely may be utilized. District and Section representatives on the committee shall be expected to communicate with the groups they represent any information as it becomes available. The Executive Director shall prepare a report by January of each year of the expenses and income by line item for the Annual Conference. The conference is a major source of revenue for the Association and this information is vital to evaluating various aspects of the conference and to better plan for future conferences. By the February Committee meeting, the Executive Director shall have a report for the committee of the number registered by category, the numbers served at H-2.8 -- Annual Conference (revised 03/2015)
POLICY meals, and other functions and the number of single tickets sold. These figures will be used for planning events appropriate to the location and facilities for the next conference The immediate past conference chairperson(s) shall compile and present a report on the conference evaluations from the previous conference for the Annual Conference Committee meeting at the President s Assembly. Speaker reimbursements No GRPA member shall be reimbursed for speaking for the Annual Conference. Certain outside speakers may be reimbursed according to the budget and only with a prior memo of agreement detailing what will be reimbursed and how payment will be made. These arrangements must be signed by the Executive Director prior to the conference. Certain hotels and cities provide complimentary rooms based on the number of registered guests. These shall be used to house speakers and other outside participants as a priority. Rooms remaining after speakers are taken care of shall be made available to the conference committee to offset expenses for their many trips. Special needs Delegates who have special needs should be given the opportunity to advise of these at the time of pre-registration. The Committee shall attempt to accommodate reasonable needs such as meal requirements with the delegate. Responsible drinking REGISTRATION The responsibility of the Association to comply with local and state laws regarding drinking is implicit within the profession. Monitoring of these laws is the responsibility of the agency, college or university. However, a reminder shall be included in the program that the local and state laws are to be adhered to as a reminder of the importance of ensuring the integrity of the professionals within the Association. Fees - Shall be determined by the committee in conjunction with the Executive Director as part of the budget process Deadlines - for payment of fees and late fees shall be established and included in registration information. Cancellation - A deadline for cancellation with full refund shall be established and adhered to. After a set cut-off date, refunds shall not be granted except in emergency situations. H-2.9 -- Annual Conference (revised 03/2015)
Delegate Packages - shall include meal tickets, name badges, programs, and any information pertinent to the conference. These shall be assembled by the committee at a time and place established by the committee and the Executive Director -- usually the afternoon prior to the first event. Accountability Data entry for registration shall be the responsibility of the GRPA Office Audit controls shall be in place to ensure that funds collected on site are accounted for and safe guarded. Receipts shall be issued for all monies collected on site. Tickets for meal functions shall be collected by the annual conference committee at the door and turned over to the Executive Director to use in payment of the bills and establishing reports, including estimates for future functions. Disbursements -- requests for payment shall be used for all payments and reimbursements which shall be approved prior to expenditure by the Executive Director and Conference Committee Chairperson(s). Times for registration area to be open shall be established with the committee and the Executive Director. Committee members shall be assigned specific times and duties to ensure that the process runs smoothly. Identification - The following may be identified by a special ribbon or identification for their name badge: Host Agency Staff Board of Trustees Certified Park and Recreation Professionals Certified Park and Recreation Executive Speakers Past Presidents Committee Members H-2.10 -- Annual Conference (revised 03/2015)