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Society of Georgia Archivists Preserving the past and the present for the future...

Annual Meeting Committee
  1. Purpose: The Annual Meeting Committee is a standing committee of the Society of Georgia Archivists. The Committee shall plan all aspects of annual meeting of the Society in the fall of each year.
  2. Composition and Membership:
    1. The second-year director serves as Chair of the Annual Meeting Committee, responsible for oversight of all components of the annual meeting and primarily for the content of the program; the first-year director serves as Assistant Chair primarily responsible for the local arrangements.
    2. The Committee is administered by the Chair and composed of as many additional members as needed to assist in the work of the Committee. The Chair is encouraged to take proper advantage of local resources and to include several members from the host city to help with local arrangement.
    3. The members of the committee shall serve a one-year term.
  3. Reporting Procedure:
    1. The Chair reports directly to the Executive Board.
  4. Responsibilities

      5. General

    1. Schedules the annual meeting for a two-day period (generally Thursday morning through Friday noon) in the fall (generally November) of each year. The dates of the meeting should be approved by the Executive Board at the January Board meeting.
    2. The Committee is provided an operating budget, established by the Executive Board, which may be used to cover such costs as printing and mailing of the meeting announcement, meeting space, equipment rental, catered breaks and events, supplies, and speaker expenses. Ordinarily speakers for the program are not paid honoraria (the keynote speaker could be an exception). Travel expenses of non-members may be reimbursed if these expenses are factored into the budget for the meeting. Once the meeting is over, the Chair and Assistant Chair should carefully review all expenditures associated with the meeting to ensure their accuracy.

      Chair

    1. Provides general oversight for all facets of the annual meeting to ensure that deadlines are being met and that the planning process is going smoothly.
    2. At the first meeting of the Annual Meeting Committee establishes the overall meeting timetable and establishes required deadlines (i.e. program development, meeting mail out, hotel registration, meeting registration, catering, etc.)
    3. Recommends registration fee for approval by the Executive Board.

      Assistant Chair

    1. Primarily responsible for the local arrangements associated with the meeting including arrangements with the meeting site and/or hotel, and transportation, if necessary.
    2. Communicates on a regular basis with the Chair of the Committee.
  5. Procedures:

      6. Program Group

    1. Develops program ideas into sessions and selects speakers and moderators as early in the year as possible. Normally the program consists of a plenary session at the beginning of the meeting, followed by concurrent sessions on Thursday and Friday.
    2. Coordinates all activities relating to the speakers/moderators including sending confirmation letters to the speakers and moderators, obtaining bios and audio-visual equipment needs, negotiating speaker expenses. Forwards audio-visual needs to the Co-Chair by the deadline established.
    3. During the annual meeting, appoints a liaison among the Committee’s members to each program session to greet the speakers and to ensure that things run smoothly in the session.
    4. Prepares and distributes the annual meeting mailing to the members of the Society at least a month before the meeting. Sends meeting information to the SGA Website Editor for posting on the SGA Website.
    5. Develops publicity material regarding the material for distribution in the SGA Newsletter and other appropriate vehicles including the SGA listserve, SAA newsletter, and other regional archival organizations.
    6. Coordinates with the Administrative Assistant the preparation of annual meeting packets and nametags to be distributed to the attending members.

      Local Arrangement Group:

    1. Selects meeting site and/or hotel for the meeting. The Committee will survey hotels, select a headquarters hotel, reserve an appropriate block of rooms, negotiate room rate, arrange for meeting rooms, transportation, and contract for all necessary services.
    2. Reserves locations and arrange for catering for receptions, lunches, breaks, etc. In the past meetings have included two breaks on Thursday, a reception on Thursday night, breaks on Friday morning and a luncheon/business meeting on Friday.
    3. Arranges for optional tours of attractions, historic sites, etc.
    4. Solicits and coordinates sponsors and vendors for the annual meeting.
    5. Manages the registration table at the annual meeting and assists in other duties as assigned by the Chair.
    6. Assistant chair maintains close contact with the hotel events coordinator during the meeting to ensure that things run smoothly.
  • Approved by the Executive Board: November 7, 2001
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