LAC Co-Chairs
Two LAC Co-Chairs are appointed: Larry Dominguez and Cleve Steward. Dominguez and Steward will have joint and individual responsibilities.
Joint LAC Responsibilities
- Plan, implement, and evaluate the conference with the assistance of the conference Local Arrangements Committee (LAC) and subcommittees.
- Participate equally in general conference planning activities and have equal say in all decisions.
- Appoint Committee Chairs and approve chair-appointed members of all subcommittees, outline their functions, and orient the members as to what is expected before, during, and after the conference.
- Serve as ex-officio members of all committees and subcommittees.
- Report directly to the AFS President and Executive Director on activities concerning the planning and implementation of the meeting.
- Submit financial budget to Executive Director in July 2010, and then to Governing Board for their approval at 2010 Annual Meeting.
- Produce financial status reports for LAC planning at 6 month intervals up until September, 2010 and at monthly intervals thereafter until all financial obligations have been met.
- Oversee and coordinate with the activities of the Program Committee, but will generally defer to the Program Co-Chairs in matters related to the functioning of that committee.
- Communicate with representatives of AFS organizations, notably co-hosts Washington-British Columbia Chapter, the Western Division, and the parent Society.
- Assure that AFS Conference Manual policies, procedures and responsibilities are reviewed and adapted to the conference needs (i.e., this document), and are followed by all subcommittee members.
- Establish timelines and agendas, and chair meetings of the LAC Planning committee.
- Develop a time-line for all planning activities with milestones and deadlines – delegated to Master Scheduler (below).
- Assure that contractual obligations are met and that the AFS Executive Director approves and signs all legally binding documents.
- Review and approve any and all payments, contributions, waivers, or exemptions before they are transacted.
- Open an account in one of the local banks under the name of “American fisheries Society 2011 Meeting.” All deposits and disbursements will be made through this account.
- Engage a bookkeeper to keep the formal records of all transactions using a financial software package.
- Submit receipts and records of expenditures to the bookkeeper in a prompt manner.
- Sign checks and correspondence.
- Compile and submit post-conference evaluation report.
- Coordinate with AFS President and Governing Board on registration fee structure and disbursement of meeting proceeds.
Individual Responsibilities (described in more detail below)
Co-Chair Larry Dominguez:
Accommodations –
Master Scheduler
Meeting room arrangements
Refreshment Breaks
Coordination with hotels
Hospitality
Child care
Coordination with Continuing Ed
International Guests
Socials & Entertainment –
Sunday Night Social
Monday Trade and Poster Social
Wednesday Night Off-Site Social
Thursday Night Closing Social
Spawning run
Tours & transportation
Information Management –
AV & On-site Communication
Computer Support
Registration liaison
Information booth
Social Responsibility –
Co-Chair Cleve Steward:
Budget & Finance –
Fundraising –
Raffle
Trade show liaison
Student Activities –
Student Social
Student/Mentor Lunch
Student Colloquium
Career Fair
Promotions –
Conference ambassadors
Publicity
Media
Web liaison
Logo and artwork
Printing
Signs
Photos
Volunteer Coordination –
Program Chair, Craig Busack:
Program –
Abstract management
Symposia
Poster Session
Contributed Sessions
AFS staff will be primarily responsible for:
(see http://www.npic-afs.org/wp-content/uploads/2008/06/parent-afs-responsibilities-for-annl-meetings.pdf, for more details)
Hotel/Convention Center Contracts.
Registration.
Web-Site.
Abstract Processing.
Trade Show.
National Fundraising.
Pre-Meeting Governing Board Arrangements.
Continuing Education.