Meeting Planning Guidelines
The purpose of this guideline is to provide structure for meeting arrangements with the understanding among membership that flexibility toward the setting of dates, accommodations, and planning is important; hence, these guidelines are to be considered when organizing said meetings but no recourse is imposed or demanded if the exact formats are not followed.
1. According to the bylaws, two meetings will be held each year:
- Meetings are usually one day in duration but can be expanded to one-and-a-half or two.
- Two meetings are held each year: One in early to mid-fall after the start of fall semester; typically late-October to mid-November and one in late spring, often in May following the completion of spring semester.
- Meetings can be held on either the Western Slope of Colorado or the Eastern part of the region (Colorado or Wyoming).
- No regular month or date is demanded when setting meetings; usually the host sites, weather, and campus events play a role for scheduling.
- The above meeting criteria can be changed with a majority vote of membership.
2. Members (usually all from one college) typically volunteer a year in advance to host one of the two meetings:
- When need be, host sites can change without a year's notice.
- Hosts will contact and utilize the CCSA President when organizing meetings. The President will provide guidance toward determining program format such as speakers, guests, and professional development and guidance in deciding meeting venues.
- Hosts are responsible for reserving meeting facilities, organizing catering, determining number of attendees, and providing technology if necessary. Meeting facilities can be flexible and may include utilizing a conference or convention site or a college campus.
- Hosts are responsible for determining if extra fees will be included for expenses such as gratuities, use of extra rooms, failure to release block of hotel/motel accommodations in a timely manner, etc.
- Membership majority-vote often will play a role when determining costs/fees related to speakers or presenters, food, facilities, etc.
3. Fees related to catering, facility usage, etc:
- To encourage as much membership attendance as possible for meetings, fees and accommodations should be kept as inexpensive as possible.
- Two to three meals could be catered during the meeting so costs should be held as close to $50 per person as possible. Hosts will decide if more than one choice for meals is necessary and should consider vegetarian and/or special dietary needs.
- Hotel/motel accommodations reserved by host should be nice but inexpensive; a price range may be around $100-120 per night/per room however, membership understands this is not always possible due to meeting locations.
- The use of audio/visual equipment could constitute extra fees from the facilities site. With this in mind Hosts should consider finding equipment with no, or limited, expenses.
- When arranging accommodations that require a monetary deposit, money can be obtained from CCSA secretary or reimbursed if paid out of own funds. If over a $100 deposit is required, approval must be obtained from president and in some cases, from the membership.
4. Meeting participants:
- Could include any CCSA member or invited guests from other associations.
- Hosts, or in some cases the CCSA President, will send out notice via email or any other appropriate means to obtain a count of members who anticipate attending. A deadline for attendance confirmation from members may be imposed due to food, and other accommodations.
- Once members indicate and confirm their attendance at the meetings, they will be REQUIRED to pay meeting fees upon arrival to the event. Exceptions to this will be if they have cancelled 48 hours in advance or according to criteria determined by Hosts based upon fees involved. In order to maintain professional and collegial relationships among members and institutions, meeting fees MUST STILL BE PAID if cancellations are not received by the Hosts as specified. The fees will be billed to the institution in question by the Secretary/Treasurer. Guests will be required to pay same fees as members unless otherwise determined by a membership majority vote.
- Membership majority-vote can play a role in determining any of these issues.
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