1. All proposals to host an Annual Meeting must be submitted to the Secretary on a "Proposal to Host an Annual Meeting" form no later than six weeks prior to the Annual Meeting in which the proposal will be considered by the Future Annual Meetings Committee and the Board of Directors.
2. Unless special exception is made by the Board of Directors, no proposal to host the Annual Meeting will be considered more than four years in advance of the proposed Future Annual Meeting date.
3. The Applicant to host an Annual Meeting will be the Local Organizer for the Proposed Annual Meeting.
4. The Local Organizer should not hold another position in the organization which requires substantial work time around the time of the hosted Annual Meeting (e.g., Secretary, Publications Committee Chairman, GAP Committee Chairman, etc.).
5. The Local Organizer is responsible for organizing and running the entire meeting, including supervision of the Program Committee.
6. The Local Organizer should contract with a Destination Management Organization to plan and run the entire meeting. All written correspondence between the Local Organizer and the Destination Management Organization or Hotel will be sent by certified mail. When negotiating for an event subject to gratuity and/or taxes (e.g., food services), the Local Organizer should use a final price that includes all gratuities and taxes. Expect significant "no shows" for tours when the Annual Meeting is held in locations with many popular forms of entertainment.
7. All contracted services should be obtained at least two years in advance of the meeting. All major expenditure contracts should be submitted by the Local Organizer to the current Secretary and Treasurer for review and advice prior to signature.
8. The Local Organizer will follow the guidelines for the GAP Program and Gans Lecture listed in the Rules & Regulations of the organization as of the date that the proposal to host an Annual Meeting is accepted by the Board of Directors. Changes made in the Rules & Regulations for the GAP Program and Gans Lecture subsequent to the date that the proposal is accepted by the Board will not be binding on the Local Organizer, unless agreed to by the Local Organizer.
Click Here for the Future Annual Meeting Application.
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