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ABA Job Description
CONVENTION CHAIRMAN
BASIC FUNCTION
In consultation with Convention Committee, the Convention Standing Committee, and the Convention Hotel Coordinator, makes all decisions on the physical arrangements and aspects of the convention. He/she shall work closely with the person who will be president at the time of the convention to coordinate the total program and all proposed actions.
CONVENTION CHAIRMAN QUALIFICATIONS
1. Possess leadership and organizational skills
2. Experience in working with hotels desirable
3. Have the time required to coordinate all convention activities
4. Time and ability to write Bell Tower articles and carry out correspondence promptly
5. Ability to work congenially with people
CURRENT BYLAWS AFFECTING CONVENTION CHAIRMAN
ACTIONS
Article VI - Executive Committee
Article X - Duties of Officers and District Representatives
Article XII - Duties of Appointees
Article XIV - Rotating Committees
Article XVIII - Standing Committees
B. Convention Standing Committee
Current Procedures
Convention Chairman
1. Selected by the sponsoring chapter(s) with the approval of the Convention Standing Committee.
2. Shall become thoroughly familiar with ABA Constitution, Bylaws, and Standing Rules, upon which all conventions are bound.
3. Study carefully the Convention Guidelines and Directives.
4. Inform convention committees of pertinent information in the guidelines.
5. Begin to plan the convention three years ahead.
6. Select the convention committees. Convention guidelines state that the convention chairman shall appoint all of the convention committees.
7. Determine hotels in the area that are large enough to handle a convention of 300 to 400 people. Send the names of the hotels to the Convention Hotel Coordinator who selects the convention hotel.
8. The Convention Hotel Coordinator finalizes the hotel contract.
9. Set up a budget and instruct the committees as to the constraints and procedures to utilize the funding.
10. Determine the convention bell and find a manufacturer. Establish a contract to be signed by the manufacturer, the Convention Chairman, and the Convention Standing Committee Chairman after approval by the legal advisor/Executive Board. Request advance loan to fund down payments on bell, tours, and other early needs.
11. Establish the desired "Tour", determine that the proper safety precautions will be in effect Negotiate the cost and draw up a contract to be signed by the tour operator, the Convention Chairman, and the Convention Standing Committee Chairman after approval by the Convention Standing Committee and legal advisor/Executive Board.
12. Keep in close contact with the ABA President of the convention to coordinate programs, meetings, master of ceremonies, etc.
13. Keep a file of all details for the next Convention Chairman.
14. Contact adjoining chapters to ask for their assistance. There are many ways that they may assist at the time of the convention and it is good for ABA to feel a kinship among chapters.
15. Meet Bell Tower deadlines for all convention articles.
16. The year before convention is the action year and it is constantly filled with publicity, scheduling, and related activities.
17. Attend Executive Committee meeting chaired by President on day before convention.
18. Within 60 days after convention, send Post Convention Report and the financial report to Chairmen of the next three conventions, to Chairman of the Convention Guidelines Committee, and to the Convention Standing Committee.
19. The convention shall be held during the period of June 15 - July 15. At the plenary session of the annual convention, the convention site shall be approved for the third year hence
20. Each member of the convention guidelines committee shall have a current copy of the Convention Guidelines and Directives booklet and shall keep this material updated with a total revision every three years, if necessary.
21. Each convention host group shall receive and be totally familiar with the ABA Charter, Bylaws, and Standing Rules.
22. After the conclusion of the convention, the chairman automatically becomes the newest member of the Convention Guidelines Committee.
Enclosure: Convention Guidelines and Directives
(Not available on Website - Members wishing to see this should contact CSC Chairman, Convention Chairman or Job Description Chairman)