Conference Committee Report

Brad Barnett

July 19, 2007

Summary of Activities

GAP28-32, 39, LRP12.2, 12.3, 12.7, PP 6.67 & PP 6.68: The professional growth and competencies of members are addressed by offering workshops, seminars, meetings and other training opportunities.

Activity: Planning has begun for the 2008 annual conference, with the first committee meeting taking place July 28^th – 30^th. The SASFAA 2009 Conference Chair is part of the 2008 committee, which will help with the transition. A transition meeting will also take place on the last day of the 2008 conference.

A meeting with Hyatt staff and 2008 Conference Chair, President, Site Selection Chair, and Local Arrangements Co-Chairs was held on March 7^th to begin discussions and planning for the conference. Meeting this early allowed us to develop a tentative daily agenda and work out many logistical issues with the hotel that are normally not addressed until the later date. This information was communicated with the rest of the conference committee and early planning around those items has taken place.

Pre-conference seminars will be a part of the 2008 conference. The committee will review possibilities for these at the July meeting; although, tentative topics for these seminars have been informally discussed among some of the committee.

LRP4.2 & PP 6.61: Committees should be of sufficient size and number and represent the diversity of the membership to accomplish the goals of the Association and to develop future leadership while being fiscally responsible.

Activity: This has been accomplished and the committee members were submitted to the President for approval. Due to the location of the 2008 conference and the current federal issues within our industry, the SASFAA Legislative Relations Chair has been added as an ex-officio member of the 2008 Conference Committee.

LRP5.5: Members who possess leadership aspirations and capabilities will be identified and developed for significant involvement within the Association.

Activity: The configuration of the Conference Committee meets these standards.

LRP14.1: The future financial stability of the Association is provided through careful and regular planning and evaluation.

Activity: Conversations between with the President and Treasurer have taken place about possibly raising the conference fee for 2008. It has not been raised in several years, yet conferences are becoming more expensive and vendor/sponsor income may be reduced in 2007-08 due to current industry issues.

PP 6.60 & 6.601: Review evaluations from the prior year conference to assess interest and need for appropriate adjustments for current conference plans and prepare a conference evaluation for use by the next conference chair.

Activity: The 2007 conference evaluation has been given to the 2008 committee to review and discussions have taken place about the results. An committee member has been assigned to develop an evaluation for 2008 event.

PP 6.62 & PP 6.64: Disseminate quality information to enhance communications among members in a timely and cost-efficient manner.

Activity: Tentative plans are in place for conference information to be disseminated to the membership in a timely fashion. These plans will be confirmed as the committee meets and throughout the conference planning process, keeping in mind the need to keep the membership up-to-date on the conference. Two “Call for Sessions” e-mails were sent to the SASFAA listserv requesting session ideas for the 2008 conference.

PP 6.65: Fiscal integrity will be ensured.

Activity: The Conference Committee Chair is aware of staying within budget and has communicated to the committee members that finances for the 2008 conference may work a little differently than in prior years due to the current industry issues.

PP 6.66: Maintain the records of the Association.

Activity: Records are being maintained throughout the conference planning process.

PP 6.69: Coordinate conference activities with the sponsorship, professional development, finance and audit, membership and local arrangements committees.

Activity: Conversation and planning have taken place with the President, Vendor/Sponsor Chair, and Hotel Liaison regarding finances as they pertain to the conference. These communication channels will remain open and active. Conference subcommittee assignments have been made to each committee member and a description of the tasks associated with each assignment has been disseminated to them so they can begin working on their activities.

Discussion

The first 2008 Conference Committee meeting will take place July 28^th - 30^th in conjunction with the Board Meeting. More information and plans regarding the conference planning will be solidified at that time.

Recommendations: None