Program/Site Chair Duties:
The Program/Site Chair is the person responsible for the conference to be held during their term as President. Their Committee should be active a minimum of two years before their meeting. The Program Chair may work closely with the Meeting Planner to plan the Annual Meeting. A separate Site Chair is not recommended unless a Program Chair cannot be found in the region where the conference will be held. A Site Chair is appointed by IAA Board upon the recommendation of the President of the year in which the meeting will take place.
Meeting Planning Details For 1st Mailing/Call for Papers:
For Registration Brochure Mailing:
For Meeting Program:
At the IAA Meeting:
1st Mailing/Announcement of the Annual Conference/Call for Papers. This should be a rough guide to the program. Provides location, dates, theme, list of topics to be covered in general session, panel discussion titles, and workshop titles. While speaker names do not need to be included, it is advisable to have some rough commitments from potential speakers for the various topics/titles.
Call for Papers. This is an announcement for members and non-members to submit abstracts for review and to be selected for oral presentations and poster sessions. Request that a biography, no more than 200 words, should be submitted along with the abstract. Should that paper be selected and the presenter confirmed to attend the conference, the biography will then be used for the Meeting Program. Also the 1st mailing includes any preliminary sponsors for the conference.
IAA Newsletter Announcement. Provides general information about location, travel information, hotel site, and theme of meeting. You can list a general set of topics to be addressed via presentations, panel discussions, and workshops.
Registration Brochure. Provides agenda listing all oral and poster presentations, panel discussions, and workshops. Speaker names and titles are provided for all of listed events. Includes breaks, lunch, and banquet times (ask Meeting Planner for these or refer to previous years Brochure). At this point, agenda should be final. Any changes occurring after this point need to be announced at the beginning of the meeting and should be listed in your “Announcements” document. Also includes conference sponsors.
Announcements Document. Tracks all changes made since the distribution of the Registration Brochure. Used for making announcements at the beginning of the meeting. Hopefully any changes can be included in the Meeting Program. If they are, they should be marked as such so appropriate announcements can be made. Document should be divided into 2 parts (Changes in Program and Changes Not in Program).
Meeting Program. Provides final conference agenda along with breaks, lunch, and banquet times. Includes welcome address by President along with all submitted abstract information. See other internal board documents for meeting logistics.