Conference Committee Report

Brad Barnett

November 5, 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 is well underway for the 2008 annual conference, which will be SASFAA’s 45th annual conference.  The theme of the conference is “SASFAA – 45 Monumental Years of Helping Students.” 

 

Two Conference Committee meetings have taken place, each committee member has their assignments, subcommittees have been developed, and the committee is right on schedule with accomplishing the tasks necessary to have a great conference.  Additionally, the conference website is live, hotel reservations may be made, and new content is being added to the website as it becomes available.

 

There are 56 concurrent sessions planned for the conference and the committee has taken great care to provide the attendees with sessions discussing The College Cost Reduction Access Act.  The Department of Education has agreed to send several individuals to conduct sessions and be available for questions.  We will also have four pre-conference workshops.  The first is the traditional New Aid Officer’s Workshop.  The second is a workshop focusing on legislative issues.  The third is a workshop for treasurers and/or aspiring treasurers.   The fourth is the state president-elects.

 

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 approved by the Board.  Due to the location of the 2008 conference and the current issues within our industry, the SASFAA Legislative Relations Chair has been added as an ex-officio member of the 2008 Conference Committee.

 

Additionally, a zero-based budget was created to assist in planning and monitoring of the conference committee expenses.  Sub-committee chairs were allocated specific amounts from this budget and informed they must keep their expenses within that amount.  The Conference Chair is to be notified if it appears the actual expenses will exceed the budgeted amount so the overall budget can be adjusted to account for the revised amounts.

 

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 Board to raise the conference fee for 2008 were unsuccessful and revenue stream for this year’s conference will be very different than in prior years due to changes within the industry and the SASFAA Sponsorship Policy.   Members of the Board (e.g., President, Budget/Finance Chair, Vendor/Sponsor Chair, etc.) have been hard at work reviewing the anticipated revenue for the association as it relates to the conference  

 

A zero-based budget was created to assist in planning and monitoring of the conference committee expenses.  Sub-committee chairs were allocated specific amounts from this budget and informed they must keep their expenses within that amount.  The Conference Chair is to be notified if it appears the actual expenses will exceed the budgeted amount so the overall budget can be adjusted to account for the revised amounts.

 

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 was given to the 2008 committee and taken into consideration when planning for the 2008 event.  An evaluation of the 2008 conference will take place and the results will be made available to the 2009 Conference Chair. 

 

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

 

Activity:  Keeping the membership up-to-date about the conference is extremely important.  The Conference Chair and Publicity/Signage Liaison will maintain primary responsibility for all listserv postings.  The first listserv posting has already been sent.  The Conference Chair will submit articles to the SASFAA Newsletter and the Publications & Printing Liaison is developing a postcard that will be mailed to the SASFAA membership.  Additionally, responses to the two “Call for Sessions” e-mails that were sent to the SASFAA listserv requesting session ideas for the 2008 conference were considered when developing the tentative agenda for the event. 

 

PP 6.65:  Fiscal integrity will be ensured.

 

Activity:  A zero-based budget was created to assist in planning and monitoring of the conference committee expenses.  Sub-committee chairs were allocated specific amounts from this budget and informed they must keep their expenses within that amount.  The Conference Chair is to be notified if it appears the actual expenses will exceed the budgeted amount so the overall budget can be adjusted to account for the revised amounts.

 

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, and Conference Committee members regarding the various aspects of 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 and they are working on their activities.

 

Discussion

 

Overall, conference planning is going very well and the committee members are doing a great job following through with their assignments.  I am very impressed with everyone’s work.  I would also like to say that I sincerely appreciate the Board understanding the unique financial circumstances associated with this year’s conference and for approving an increase in the conference budget as a result of those.  We will do our best to make SASFAA proud!

 

Recommendations:  None