GUIDELINES FOR DIVISION SPONSORED EVENTS

Activity

Completion Date

ISA Staff Responsibility

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