ANNUAL MEETING COMMITTEES

The annual meeting committees shall be composed of a General Chair and a minimum of four subcommittees:  Exhibits, Program, Finance and Registration.  The duties of these committees shall be at least the following:

GENERAL CHAIR:
1. Appoint subcommittees as needed, maintain close contact with these individuals to monitor their progress.
2. Appoint an individual to be responsible for the banquet and any entertainment.
3. Appoint an individual to obtain sponsors for speakers, coffee breaks and social functions.
4. Maintain close liaison with the hotel manager to assure contractual agreements are carried out and the meeting runs smoothly.
5. Submit regular reports to the ASCLS-PA Board of Directors.

EXHIBIT CHAIR:
1. Invite exhibitors, giving details of the annual meeting.
2. Maintain an updated list of companies invited, those who accept and those who pay.
3. Contact paid exhibitors and send them information on exhibit set-up, registration, etc.
4. Work closely with exhibitors and be on hand during exhibit hours to help, if needed.

FINANCE CHAIR:
1. Maintain a record of all expenses and coordinate this record with the State Treasurer.
2. Work with the Treasurer and General Chair to establish the fees for the meeting.  The individual fee for full registration shall be a detectable amount below total sum of the number of days of daily registration.
3. Formula for splitting profits: 70% ASCLS-PA
                                              10% Host Chapter
                                              20% All Active Chapters
4. A timely accounting of expenses and income shall be made available to the President or other authorized party at frequent intervals during the year, especially the two months preceding and the month following the annual meeting.

REGISTRATION CHAIR:
1.  Design registration and pre-registration forms and arrange to have them printed following approval by the General Chair.
2. Receive registration forms, acknowledge receipt of forms, keep these forms in order including a tally of the amount of money received.  Keep these forms at the registration desk.
3. With the General Chair, establish the registration hours and secure personnel to greet registrants.
4. Have badges, programs, facilities information and any other necessary information available at the registration area.

PROGRAM CHAIR:
1. Select subcommittee persons from all areas of the laboratory to help determine the scope of the program.  Solicit speakers and topics from the Scientific Assembly representatives.
2. Work closely with these people and assist them in any way possible.
3. Insure that the program is of high quality and covers major areas of interest, meeting the educational needs of the majority of members.
4. Select a speaker and topic to give a Keynote lecture/Mary Jane Eckenrode Memorial Lecture (see link for guidelines).
5. Contact speakers to confirm dates, times and locations, and give them any pertinent information they may need.
6. Select individuals to introduce speakers and monitor rooms.
7. Obtain any audio-visual equipment which is needed and assure it is in the proper room.
8. Draft the preliminary and final programs and arrange for printing.  General Chair to select and approve the printer.
9. Present all speakers with expense forms and have them returned to the Treasurer for payment.
10. Send thank you notes to all speakers.