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Charge to the Host Committee

Charge:

The Host Committee is responsible to support the SACUBO Annual Meeting by handling all site arrangements, promotional activities, and social and hospitality aspects of the Annual Meeting. The Host Committee should promote the Annual Meeting, plan special, optional and spouse activities, and ensure a high quality of hospitality and convention services in order to attract as many members and spouses as possible.

Membership:

• The Chair recommends members to the Second Vice President.
• The Second Vice President reviews and forwards, with comments, the recommended members to the First Vice President for appointment in the normal committee appointment process.
• Members are appointed for one year terms by the First Vice President. Regular members of the Host Committee should be employees of institutions in the vicinity of the relevant Annual Meeting site unless the Chair, Host Committee, requests appointment of a distant member.
• The President and First Vice President serve as ex officio members of the Host Committee in its year of activity.
• The prior year and subsequent year Host Chairs serve as ex officio members of the Host Committee.
• A representative of the vendor holding the contract for providing member registration assistance, vendor registration assistance, sponsor assistance, and other meeting services should be included in the Host Committee communications and consulted as appropriate.

Meetings:

• The Host Committee meets as often as needed, at the discretion of the Chair.

Linkages:

• The First Vice President provides linkage to the SACUBO Board, and the Host Chair is generally invited to Board meetings before, during and after the Annual Meeting to report on plans, preparations, budget and other items as deemed appropriate by the Chair.
• The Host Chair serves as ex officio member of the Professional Development Committee for one year.

Tasks and Responsibilities:

• The Chair of the Host Committee, in consultation with the First Vice President and with the approval of the Board, establishes a budget for the Annual Meeting and approves all expenses. Funding is coordinated through advances from the SACUBO Treasurer.
• Coordinate all host city site arrangements including meeting space and menu arrangements with the conference hotel(s), room block management with the conference and overflow hotels, local transportation services, all special and optional event arrangements, appropriate entertainment and tourism services for attendees, and support for VIP guests and speakers.
• Publicize and promote the Annual Meeting by displays and materials at SACUBO and NACUBO events during the year leading up to the event, by information in the SACUBO Ledger and on the SACUBO Web site, and by distributing a program/agenda approximately three months in advance of the meeting. The Committee is encouraged to explore all mechanisms for promoting attendance in consultation with the Board.
• Provide for support of the Annual Meeting through sponsorships and exhibits in cooperation and coordination with the vendor under contract with SACUBO for that purpose.
• Provide registration services as needed for the Annual Meeting including tracking of payment, preparation of registration packets, provision of name badges with appropriate regular and special identification, and integration of registration information with the AIMS database in cooperation and coordination with the vendor under contract with SACUBO for that purpose.
• The Chair needs to account for all revenues and expenditures, reporting as requested to the SACUBO Board. (See format in the Business Policy Manual.)
• The Chair will receive a Host Committee Manual (paper and electronic) from the previous Chair. The Chair will update the manual/files during the planning, preparation and execution of the annual meeting. The Chair will pass the updated Host Committee Manual to the new Host Committee Chair by the Fall Board meeting.
• Provide for support of the summer Professional Development Committee, Host Committee and Constituent Committee meetings at the annual meeting property. Support includes arranging for room blocks, audiovisual needs, meeting room support, on- and off-site meal and break arrangements and entertainment (preview of Golf and other venues intended for use at the annual meeting) as coordinated with the First Vice President and President. Constituent Committees meet on the day prior to the joint Professional Development and Host Committee meeting. Meetings are normally held on Friday (Constituent) and Saturday (Professional Development and Host).