Host Committee
I. Purpose
Working closely
with the SAA Executive Director and staff, the Host Committee, is responsible
for making all necessary local arrangements for the SAA annual meeting.
II. Committee
Selection, Size, and Length of Terms
The SAA Vice-President
appoints the Chair of the Host Committee for the meeting over which he/she presides
as President. The Chair appoints members of the Host Committee from the geographic
area in which the annual meeting is being held. The Chair may wish to designate
one or more co- or deputy chairs. The Host Committee is appointed a year or
more before the annual meeting and serves through that meeting. Members of the
Host Committee must be individual members of SAA, although non-SAA members may
be asked to advise or assist the committee.
Host Committees
generally establish sub-committees to facilitate their work. The number and
responsibilities of these sub-committees is left up to the needs and wishes
of each Host Committee, but past Host Committees usually have designated subcommittees
for entertainment, tours, and repository visits, public relations and publicity,
registration, sponsorship/exhibitions, and overall program coordination.
III. Reporting
Procedures
The Host Committee
works closely with the SAA Executive Director and staff throughout the year
prior to and during the annual meeting. The Committee also submits articles
for the SAA Newsletter and other means to
keep SAA members informed of plans for the annual meeting. The Host Committee
chair submits a report to the SAA Council (at its Annual Meeting session) that
addresses the extent to which the local arrangements activities addressed diversity
issues.
IV.
Duties and Responsibilities
The Host Committee
has a number of important duties and responsibilities, including
A. EVENING
AND SPECIAL NON-PROGRAMMATIC ACTIVITIES. Investigating the possibilities and
costs of such activities and recommending which activities should be scheduled.
B. POTENTIAL
EXHIBITORS, SPONSORS, AND ADVERTISERS. Recommending to the SAA Executive Office
staff potential local exhibitors, sponsors, and advertisers.
C. PROGRAM.
Preparing a written description of the host city and providing photographs
or illustrations in time for inclusion in the annual program booklet.
D. PROMOTION.
Promoting the forthcoming meeting by making a brief presentation at the previous
year's closing luncheon, providing illustrations and promotional materials
on the host city, and alerting local archivists and others about the SAA meeting.
E. REGISTRATION.
Assisting in the registration process by collecting materials for registration
packets, assembling the packets, and assisting at the registration desk during
the meeting.
F. REPOSITORIES.
Providing information to SAA annual meeting attendees about local archival
repositories. This requires contacting local repositories about the hosting
of open houses and preparing lists of repositories with their addresses, hours
of operation, and directions for reaching them.
G. LOCAL INFORMATION.
Help secure from the local convention bureau such information as lists of
nearby restaurants, with price ranges; theatrical, cultural, and sporting
events and recreational activities; and other services such as photocopy facilities
and drug stores. The Host Committee is responsible for suggesting the ANight
on the Town events and restaurants, arranging reservations at participating
restaurants, and securing group leaders for activities.
H. TOURS. Recommending
to SAA Executive Office staff meeting and post-meeting tours of architectural
and historic sites, conservation and other facilities. The Host Committee
is responsible for preparing copy for the program about these tours and assigning
committee members to accompany tours.
I. TRANSPORTATION.
Assisting the SAA staff by writing copy on this for the annual program, collecting
maps for the registration desk, and gathering information on local transportation.
J. PUBLIC INFORMATION.
Cooperating with and assisting the Committee on Public Information in its
publicity and public relations work for the annual meeting.
V. Meetings
The Host Committee
meets at least once before and during the previous year's annual meeting and
as many times as is necessary during the time between the annual meetings. SAA
staff members attend some of these meetings.
Approved by
Council: September 1988
Revised: June 1992
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