National ACW Presidents’ Conference - “To Do List” Revised SEPTEMBER 2019
Once a Diocese has extended a formal invitation to host an upcoming Conference at an Annual Presidents’ Conference and the Invitation has been accepted, the logistical planning for a National ACW Presidents’ Conference shall be the joint responsibility of the host Diocesan ACW and the National President (in consultation with the Executive). Prior to extending the Invitation, the Diocese should have a general idea of the proposed dates and location.
Joint Responsibilities: 1. Dates of conference (usually set/confirmed at previous conference) - please try to schedule Thursday, Friday, Saturday, with Sunday departure (Executive Officers will arrive the day BEFORE the Conference) 2. Setting the theme 3. Agreeing on Speaker(s) 4. Conference Agenda 5. Preparation and Maintenance of a List of Diocesan contacts
National Responsibilities: 1. Providing Seed Money of $2500. to Host Committee upon request. (Used for deposit on booking conference centre, accommodations) incidentals, etc. if needed) 2. National Treasurer will receive all monies for conference (registrations, fees, etc.) EXCEPT for the for pre-conference bookings or Saturday Outings and pay all invoices as needed and required. 3. Planning of the Thursday Evening Gathering Time 4. Setting the Business Schedule and Agenda 5. Invited Guests 6. Election of Officers 7. Trust Fund & Titley Applications 8. Interpretation and Application of Constitution 9. Registration fee (set at National Conference) 10. Letter of acknowledgement & welcome to conference participants. (President)
Host Responsibilities: 1. Establishing a Conference Planning Committee; (a year or more in advance) and preparing a Draft Budget for the Conference 2. Booking the location of conference (may need to do a year or two in advance) 3. Booking accommodations; (may be different from the conference centre) 4. Food (meals and snacks) 5. Conference Chaplain (usually the chaplain to the host ACW) 6. Local Guests (Bishop, etc.) 7. Suggestions for speaker(s) 8. Music coordinator (music is usually planned with Chaplain to coordinate with the theme and scripture readings for the conference) 9. Registration information and distribution (sent in late Spring) following approval by President. 10. Letter of Welcome and information to conference participants (sent late Summer) 11. Saturday Outing - if to be included in agenda 12. Transportation to and from airports, etc. (when required) 13. Audio visual requirements 14. Printing of name tags and hand-out material and other documentation as required for conference 15. Preparations of full report to include financial and logistical information to the Executive no more than one month after the conference.
Conference Participant Responsibilities 1. Sending completed Registration Forms (complete with Travel Information) to Host Committee as early as possible AND sending copy of Registration along with all conference fees (except the Saturday Outing fee) to National Treasurer.
2. Travel Arrangements – TRAVEL THINGS TO KNOW: ➢ Arrangement of flight/transportation to and from the conference is the responsibility of each person attending. Make every effort to secure a flight that is cost effective - economy/entry level priced ticket – in Canadian Currency. If you require assistance contact our National Treasurer for assistance. ➢ National will only cover actual costs with receipts, they will not cover quoted costs. ➢ Any additional charges incurred, i.e. Higher Flight Category, Travel Agency Fees, Travel Insurance, Pre-Seat Selection, etc., are personal choice fees and are your own; National Does Not cover these costs. Please Do Not Bill any extra cost to the National ACW. ➢ National will cover the return cost of (1) suitcase for registered Diocesan President/Coordinator or Proxy attending a National ACW Conference. Receipt(s) to be provided to the National Treasurer for Reimbursement. ➢ It is important that ALL Registration Forms be received by the deadline - even if you are uncertain as to who will be the Delegate, it is requested that you submit the registration form and fee by the deadline and the name of the Delegate can be added at a later date! Provision of Arrival and Departure information in a timely manner is imperative!