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} Q } Q 7. 7. ) 3 - Q J?h" " , #. . < . - 3 3 $ - 3 } - X , Z @ 4 , , , ]. ]. " , , , . 3 , , , , , , , , , : C : POLICY AND PROCEDURE
SELECTION OF LOCATIONS FOR REGION D MEETINGS
Revised June 2008
BACKGROUND INFORMATION
It is the policy of Region D that, whenever possible, the annual meeting of the Region be a joint meeting between the collegiate sections and the professional sections to learn through workshops, to gain professional development skills, and to facilitate interaction between the collegiates and practicing engineers.
Regional meetings are typically held in the spring of each year to balance the time when the National Conferences are now held (in October), but exceptions are allowed. When bidding to host the meeting, sections may propose dates for the meeting although it is subject to change. Regional meetings should be planned to minimize interference with final examinations and spring break for collegiates or planned major activities among the professional sections, to the extent feasible. Region meetings should also avoid the weekends surround National Engineers Week.
SELECTING A MEETING HOST
Submission of proposal
The section (or group of sections) wishing to host a regional meeting should prepare a proposal using the region template.
The proposal should be submitted to the Region D Governor and Region D Collegiate Representative(s) at least 30 days prior to the SWE National Conference that is held in the fall one fiscal year prior to the regional meeting that is being planned. This will allow the Region Governor sufficient time to review the proposal for missing data and request updates. The Region D Governor is responsible for reviewing the proposals received for adequacy of information and then distributing them to the members of Region D at least 15 days before the Annual Conference.
The proposers will bring hardcopies of their proposals to the Annual Conference for those sections that did not receive their email copies in advance so they can be discussed at the meeting and a decision made regarding the location.
Contents of Proposal
The proposal should cover the basics of a planned meeting:
Basic Information
Proposed dates of the meeting.
Name of section(s) sponsoring the meeting
Description of section (specific location, number of members, year chartered, support capabilities unique to the section).
Where it will be held (city as a minimum, with actual location of hotel or school, if known)
Logistics
Approximate registration and hotel costs, if known.
Potential sponsorship (corporate, academic, fundraisers).
Physical layout of the conference facility showing where the meeting rooms are and where the career fair will be held, if there is one (can be an attachment to the proposal).
Accessibility of the city, such as airlines, major roads, etc.
Programming
Suggested meeting-wide activities
Ideas for workshops and tours
Additional Information
Contact information for current president of section(s) and proposed conference chair.
Why the proposed location and sponsoring section(s) should be selected over any other proposed locations and section(s).
How the team of professional and collegiate section(s) will be able to successfully carry out the regional meeting.
Letters of support (can be attached, not included in two pages). Suggested letters of support include:
Dean of College
Local professional section (for a collegiate section meeting host)
Voting Procedures
The proposers will be asked to speak for no more than five (5) minutes to present their proposals during both the joint regional business meetings held during National Conference.
Votes will be taken for the preferred location of the Region D meeting for the following fiscal year. Collegiate and professional sections each have one vote for this decision. For sections that are unable to attend National Conference, the Region Governor will accept votes via e-mail based on the information distributed in the proposals. E-mail votes will be accepted until 2 days prior to the Region Business meeting.
Votes will be tallied and the proposal receiving the most votes will host the regional meeting in the following fiscal year. In case of a tie, the Region D Governor will cast the deciding vote.
POST-SELECTION REQUIREMENTS
At the regional meeting following this decision (during the same fiscal year), the planning committee for the successful bidder will be expected to present updated information about their conference at the regional business meeting. At this same business meeting, sections interested in hosting the regional meeting two (2) years out may indicate their interest and ask questions of the Regional Leadership Team regarding this policy so they will be prepared to present their proposals at the next National Conference. The agenda for the regional business meeting should have this as an item for discussion each year.
ASSISTANCE IN PLANNING
Region Conference Committee
To facilitate planning, Region D has implemented the Region Conference Committee as a Standing Committee. This committee is made up of the following people:
Experienced SWE Members
Past conference hosts
Past conference host advisors
Members of the Region Leadership Team
The chair will be a SWE professional member who has experience managing a region conference or one similar to it and has been appointed by the Region D Governor.
Conference Planning Committee Advisor
In the case that a collegiate section is selected to host the region meeting, a Conference Planning Committee Advisor should be selected. The Advisor will be a SWE professional member who has experience managing a region conference or one similar to it. The Advisor should preferably live near the host and be an active member in their professional section.
The Advisor will assist in reviewing the budget and registration costs, helping the host section remain on schedule, finding region contacts for companies that are potential supporters, advise on the balance of the program to assure it offers sessions that will be of interest to all of the professional members and collegiate members planning to attend, etc.
ADDENDUM 1: TIMELINE EXAMPLE
Below is an example of the timing of the decision-making process.
FY09 National Conference, held in Baltimore, MD in October 2008: Proposals for the FY10 (Spring 2010) regional meeting will be presented during the joint business meeting. A vote will be taken regarding where the FY10 Region D meeting will take place.
FY09 regional meeting at Georgia Tech in March 2009: The FY10 Region Conference Planning Committee will present an update of its plans for their regional conference. At this same meeting, anyone interested in hosting the FY11 Region D Conference will be given the opportunity to discuss their interest and what this policy and procedure will require of them so they can present their 2-page proposal at the FY10 National Meeting in Long Beach, CA in October 2009.
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