Conference Committee

Mandate & Objectives

The purpose of this committee is to engage members at large to participate in events, as sponsors and in the trade show.  Identify key topics and areas of interest to members at large.  Provide support and act as a primary resource for the CHBA - Alberta Event Manager in planning, publicizing, staffing and staging events.

Mandate:

• Assist in the planning and execution of CHBA – Alberta’s Annual Conference to ensure the events incorporate and adhere to the goals of the Association’s business plan to promote professionalism;
• Identify and execute ways to solicit and increase funds raised through sponsorship of the events;
• Recognize areas of interest of the members at large and provide suggestions for educational, motivational and networking opportunities for members.

Term

• Two year alternating terms except in the first year when some committee members serve one year;
• Committee members may be re-appointed for an additional term.

Responsibilities

• Coordinate, plan and stage events (golf and Theme Night);
• Recruit volunteers for on-site events (i.e. trade show, registration, set up);
• Recruit event sponsors;
• Solicit trade show participants;
• Collect donations (door prizes, etc.) for events;
• Works within a predetermined budget;
• At the end of the year of activity, assist to provide a report to the Executive Officer on the year’s activities.  The report is to include recommendations for the future operation of the Committee.

Expenses

CHBA - Alberta provides budget expenditure reports at each Board of Director meeting.  Event Committee events are planned to generate a profit.

Membership

• A minimum five committee members to a maximum seven members will make up the Event Committee.
• Membership will consist of appointed committee members from the CHBA – Alberta membership that represent the smaller and larger locals.

Task Teams

Task Teams are established as identified by the committee.  Each team consists of a minimum of two committee members as required. 

Meetings

• A minimum of three meetings will be held each year.
• Discussion Notes will be distributed following each meeting.
• Task Team meetings will be held on an as-needed basis.
• Minimum three committee members are required for a quorum.

Confidentiality Clause

Committee members must adhere to strict confidentiality throughout the planning and execution and wrap up of the event.

Facilitation

• Committee is facilitated by the Chair who is selected by the committee.
• Manager, Events and Awards, for CHBA – Alberta provides administrative support including:
• Setting up meetings,
• Preparing agendas,
• Circulating meeting notes,
• Preparing draft budget,
• Bringing relevant information forward to the committee for discussion, and
• Assisting in the preparation of reports to the Board of Directors of CHBA – Alberta.