Convention/Meeting chairs

Responsibilities and Duties for Convention/Meeting chairs

• Attend or send representative to all scheduled NCA Board and General Meetings prior to hosting your meeting.  (There are 4 Board of Directors Meetings per year)
• Meet with NCA Meeting Planner for a planning meeting on Sunday morning at the convention/meeting prior to your event.
• Coordinate and oversee all subcommittees.
• Develop working budget with NCA Meeting Planner and NCA Meeting Manager to make sure it is followed.  Submit that budget to NCA President and Meeting Planner 60 days from signed site contract for approval. 
• Be an advisor to all committees and attend as many of the subcommittee meetings as possible, ensuring that deadlines are met.
• Call all Committee meetings as necessary.
• Ensure that registration packet is sent out 3 months prior to date of event.
• Coordinate workshop locations with Meeting Manager and provide information to Program Booklet Chair.
• Be onsite at your event as you are the liaison between your club, NCA and the hotel.
• Be aware that no outside food or drinks may be taken into any meeting room.
• Attend Sunday morning post-convention meeting with NCA President, Meeting Planner, Meeting Manager and Treasurer for financial review of all events and final payments. (Bring all of your club’s expense vouchers and receipts, for reimbursement.)
• Attend or send Meeting/Convention Treasurer to NCA Board meeting immediately following your event to give a brief final report and review financial statement for board approval.
• Set a deadline for your committee chairs to file final reports.
• Final approval of financial statement is at the NCA Board Meeting immediately following your event.  (Profit split - 2/3 host club, 1/3 NCA, with a minimum for NCA of $1500.  Minimum waived for a Fall Retreat). Hosting Club must turn in all expenses by the deadline to accomplish this.  A Meeting/Convention binder completed with all committee reports and completed Meeting Details Form/done with Meeting Planners help must be submitted at this time to facilitate payout.