|
Activity
|
Completion Date
|
ISA Staff Responsibility
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Action By
|
|
Submit proposed location, date and plan to ISA Staff for review
|
24 Months
|
Assist with proposal
|
Division Director
|
|
Submit Event Request Form including location, date and plan to Department Vice President
|
18 months(minimum)
|
Assist with completion of Event Request Form
|
Division Director
|
|
Notification to Division Director
|
30 days after receipt
|
Assist with notification
|
Department Vice President
|
|
Present Event Request Form to C&E Global Oversight Board
|
At next scheduled C&E Global Oversight Board Meeting
|
Assist with scheduling on C&E Oversight Board Agenda
|
Division Director
|
|
Site Selection Process
|
16 Months
|
Conduct site search including preparation of specification sheet and proposal comparison table. Make recommendations for final selection.
|
Division Director/ Program Chairman
|
|
Hotel Contract Negotiation and Execution
|
15 Months
|
Issue contract to selected hotel
|
None (Division Leaders are not authorized to execute contracts)
|
|
Draft Budget for ISA Staff Review
|
14 Months
|
Assist with budget history and preparation
|
Division Director/
Program Chairman
|
|
Submit Budget to Finance Committee and Executive Board for approval
|
12 Months
|
Finalize budget and prepare Action Item Form
|
Division Director/ Department Vice President
|
|
Promotion of Event
|
12 Months (on going)
|
Design of Web site, send global e-mails, design and mail Call for Papers, Registration Form, Promotion Brochures, Etc.
|
Program Chairman
|
|
Publication of Proceedings
|
12 Months (on going)
|
Collect Intent to Present Application Form, maintain paper database, correspond with authors, coordinate review process, collect final papers and copyright authorization, publish proceedings.
|
Program Chairman
|
|
Financial Services
|
11 Months (on going)
|
Collect Registration Fees (including badge preparation), monitor and track expenses, reconcile income and expenses, provide final financial statement.
|
Program Chairman
|
|
On-Site Coordination
|
During Event
|
Oversee on-site registration (including credit card processing), coordinate logistics with hotel, monitor catering and approve charges, troubleshoot with hotel, review and approve hotel invoice.
|
Program Chairman
|
|
Wrap-Up
|
45 Days After Conclusion of Event
|
Reconcile income and expenses, provide final financial statement, transfer surplus from Symposia Account to Division Fund (any deficit would be transferred from Division Fund to Symposia Account)
|
Program Chairman/
Division Director
|
