ARKANSAS ACADEMY OF NUTRITION AND DIETETICS
PP 03 ANNUAL MEETINGS
Official Name
POLICY: The official name of the Annual Meeting is the Annual Meeting and Exhibition of the
Arkansas Academy of Nutrition and Dietetics, preceded by the year the meeting is occurring. The
theme and logo for the meeting are determined by the President-elect.
Dates
POLICY: The Annual Meeting and Exhibition of the Arkansas Academy of Nutrition and Dietetics
will be held on a Thursday and Friday during the months of March or April. The Annual Meeting
will not be scheduled on the dates of commonly observed holidays, or the weekend of Easter
Sunday (School Food Service Meeting).
PROCEDURE FOR DATE RESERVATION: The Incoming President-Elect should begin reviewing
available dates for the Meeting and make arrangements prior to the current Annual Meeting, so
next year’s date can be announced at the meeting. Date should be established a minimum of one
year prior to the meeting.
Site Selection
POLICY: The Arkansas Academy of Nutrition and Dietetics Board of Directors must approve the
location. It is the responsibility of the Incoming President-elect to determine the site of the annual
meeting. The location must stay within budget limitations of ArA.N.D.
Program Committee
POLICY: The program committee for the Annual Meeting consists of a Chair, Co-Chair,
President, President-Elect, Incoming President-Elect, Secretary-Treasurer, Past President, Media
Representative or Director of Communications, Director of Member Services or an appointee to be
in charge of awards and gifts. In addition, the AME Chair may appoint a Catering Coordinator, an
Exhibit Coordinator, Poster/Member Showcase Coordinator or other committee members as
deemed necessary. The ArA.N.D. Executive Director shall sit on committee and assist in
coordination and duties as requested and outlined by Program Committee.
PROCEDURES AND GUIDELINES:
Reimbursement of expenses: The program committee will be reimbursed according to the
Arkansas Academy of Nutrition and Dietetics policies and procedures of reimbursement
expenses.
Committee Reports: The Committee Chair will provide a report of committee activities to the
Arkansas Academy of Nutrition and Dietetics Board of Directors meetings.
( Revised June 2012)
PP.3.a
AME TIMELINE
RESPONSIBILITY
PERSON
May
Set AME Dates
Appoint any necessary committee members
Touch base with Facility Catering Office
Potential Speakers & Sponsors
Notify Security of dates to reserve parking
Prepare budget for annual meeting
President-Elect
Chair/President-Elect
Co-Chair
All Committee/BOD
Co-Chair
President-Elect
June
Develop logo and theme for program
President-Elect/Exec
Director
DATE
July/August Prepare draft of program
Update committee on speakers/sponsors/plans
Update speaker/exhibitor agreements
President-Elect
President-Elect
Chair/Co-Chair
Fall BOD
mtg
Provide report at Fall BOD meeting
President-Elect
Sept/Oct
Contact AV person
Save the Date Cards to potential exhibitors
Chair
Co-Chair
Dec
All Speakers/Sponsors confirmed.
President-Elect/Chair
Jan. 1st
Registration Mailer to printer and posted on
web
Mail Speaker Contracts
Last date to get speaker’s info for program
Mail Registration Mailer
Send out exhibitor forms, call for posters, call
for presentations and post on web
Exec Director
Mid-Jan
Late Jan
Draft of program reviewed by program
committee and forwarded to Exec. Dir. for
printing
February
Confirm Hotels
Correspond with speakers to obtain obj,
resume, handout materials, AV needs, etc.
Send detailed letter to vendors regarding time,
location, set-up, etc.
Check with Publicity Chair regarding media
Deadline for call for posters
Exhibitor Applications Due
Make food arrangements with Catering
CEU information completed and mailed
( Revised June 2012)
PP.3.b
President-Elect
President-Elect/Chair
Exec Dir/Committee
Co-Chair,
Secretary/Treasurer,
Exec Dir
President-Elect/Exec
Dir
Exec Director
President-Elect
Co-Chair
Chair
Sec/Treasurer
Co-Chair
Co-Chair/Chair
President-Elect
Feb 28
March
Mid March
Provide AV Contact with AV needs
Decide on type of poster boards to be used
and contact company with # needed (Sunbelt?)
Order or obtain folders needed for packets
Order ribbons if needed
Event Program Complete
Chair
Secretary/Treasurer
Evaluation Form Complete
Follow up with speakers
Estimated attendance for program
printing/certificates
Prepare a list of vendors/posters to be placed
in packers
Notify Security of estimated attendance for
reserved parking
Make all needed travel arrangements/dinner
plans for speakers as needed.
Deadline for registration (no late registrations)
Send Exec Dir a list of exhibitors for name
badges
Cut off date for the hotels
Purchase all gifts and awards
Executive Director
President Elect/Chair
Executive Director
Complete power point presentation for award
ceremony
Speaker handouts due for copying
Executive Director
Secretary/Treasurer
President-Elect/Exec
Dir
Co-Chair
Co-Chair
Past President
Co-Chair
Exec Director
Dir. of Professional
Issues
Dir. of Professional
Issues
Chair
One week
prior to
meeting
Notify catering of expected number of
attendees
Co-Chair/Exec Dir
April
April
Set-up, packet stuffing, etc.
On-site registration
After mtg
Send Thank you notes
All Committee
Sec/Treasurer,
Sec/Treasurer-elect,
Chair, Co-Chair, 1-2
volunteers (Exec. Dir.
available for
registration questions)
Chair, Co-Chair,
President-Elect, Media
Rep
Committee Chair
 Assist President Elect with appointing committee members
( Revised June 2012)
PP.3.c
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Send responsibilities and timeline to all committee members
Prepare calendar of meetings and timeline of work
Notify all committee members of the goals for revenue
Assist President Elect in finding speakers and sponsors
Update speaker/sponsor agreements
Make initial contact with AV person and follow up periodically
Confirm speakers/sponsors
Provide contact information and special needs of speakers to Past President
Assist past president as needed with speaker meals/hotel arrangements
Assist media person as needed
Assist Co-chair with exhibitor issues
Assist Co-chair with catering issues
Obtain Speaker objectives, resumes, handouts, audio visual needs and CEU information
Organize Speaker Handout and give materials to appropriate person for copying
Assist Incoming President-Elect with Presiders and confirm
Prepare list of vendors and posters for packet
Provide any necessary announcements to the Incoming President-Elect
Assist committee with stuffing packets
Assist committee with registration
Assist committee with Thank You notes
Committee Co-Chair
 Send Save the Date information to possible exhibitors
 Take care of all catering needs with assistance from Chair
 Help with sponsors/speakers
 Make parking arrangements
 Write article for E-newsletter notifying membership of exhibitor deadlines, etc
 Update exhibitor agreements and applications
 Prepare and send the exhibitor applications and agreements
 Send detailed information to committed vendors outlining procedures for set-up and thank
them for participating
 Prepare diagram of room set-up and vendor placement and send to caterer
 Prepare name badge list and send to Executive Director
 Prepare vendor table signs with sponsorship levels
 Arrange internal needs such as electricity and the hanging of the banner
 Finalize all catering details
 Assist committee with stuffing packets
 Assist committee with registration
 Assist vendors with location and set-up
 Assist vendors with problem solving and establish good public relations with them
 Assist vendors with clean up and tell them the dates for next year’s meeting
 Send Thank You Notes to vendors
President-Elect
 Set date for meeting
( Revised June 2012)
PP.3.d
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Notify facility one year in advance of next year’s meeting dates and confirm meeting space.
Prepare budget
Appoint committee members
Select theme and logo
Find speakers
Mail speaker contracts/speaker packets
Confirm speakers
Prepare program and send to Exec Secretary
Assist committee with stuffing packets
Assist committee with Thank You Notes
Executive Director
 Assist President-Elect with the budget
 Finalize the copy of the program and have them printed
 Put Mailer on the Web
 Mail Program to possible attendees
 Assist past president with travel arrangements for speakers
 Purchase folders if needed
 Prepare evaluation form
 Prepare CEU certificates for all attendees
 Prepare Certificates for: Outstanding Dietetic Student and scholarship recipients for award
presentation
 Copy all materials for folders
 Report estimated attendance to Co-Chair for catering count
 Assist committee with stuffing packets
 Assist with the registration process
 Assist committee with Thank You Notes
Secretary/Treasurer and Secretary/Treasurer-Elect
 Manage all aspects of the On-Site Registration Process (If you choose to use the LR convention
services call the LR Convention Bureau to confirm services—the cost is $4.00 per person +
postage. Labels and programs need to go to the LR Convention Center Services Manager located
in the Robinson Convention Center for mailing)
 Work with Co-Chair to decide on the date of the poster session
 Write article for E-newsletter notifying membership of poster of Annual Meeting
 Work with Executive Director to make sure the call for posters gets announced on the web site and
E-newsletter
 Decide on Poster Company and make arrangements for renting exhibit boards and tables if needed
(Sunbelt Convention Services is usually used—501-244-9955)
 Prepare a complete listing of all poster sessions with authors and send to Chair to make copies for
packet
 Draw a diagram for showcase session
 Schedule people to help work the registration table
 Order Ribbons if needed
 Assist with making Name Badges
 Assemble name badges
 Assist committee with stuffing packets
 Man the registration table
 Assign Poster areas
 Be available to assist members with set-up and address any problems
Past President
( Revised June 2012)
PP.3.e
 Find the best hotel rates for the speakers (Suggested hotels with good rates are: Baptist
Health Plaza, Wingate, Holiday Inn Express, and Hampton Inn).
 Notify Exec Director and Chair of rates and information
 Confirm hotel arrangements for speakers
 Make arrangements for pick-up and return of speakers to and from airport/hotel
 Arrange meal or evening plans as desired by speakers
 Assist committee with stuffing packets
Incoming President-Elect
 Obtain CEU information from chair and mail for approval
 Find Presiders for the meeting
 Write introductions for speakers and all necessary announcements
 Assist committee with stuffing packets
Director of Member Services
 Send out award applications -put announcement in e-Communiqué
 Present applicants to committee for decision on award recipients
 Talk with Chair to decide on which gifts and awards need to be purchased
 Purchase all gifts and awards
(50 year member recognition-purchase silver tray inscribed at Discount Trophy or Jewelry
Store. Plaques for: Educator of the Year, Outstanding Dietitian of the Year, Emerging
Dietetic Leader, Recognized Young Dietitian of the Year, Out going Delegate, and
President---usually purchased at Discount Trophy, 5403 W. 12 St, LR, 501-666-1502.
Need Award frames for Outstanding Dietetic Student and scholarship recipients—size is 8
½ x 11. Usually a $50.00 gift is purchased for the AV person)
 Notify Secretary of all certificates that are needed
 Obtain Arkansas Traveler Certificates for all out of state speakers (Order through the
Secretary of State Office)
 Prepare power point presentation for award ceremony
 Assist committee with stuffing packets
Media Representative
 Meet with Chair to discuss publicity for the meeting
 Contact media of time, theme, and place of meeting with highlights of interest areas for
speakers
 Prepare a press release to send out to print media, radio, and television
 Contact key radio or television celebrities to ask for publicity of meeting
 Suggest possible speakers for interviews and work with Past President to arrange this with
the speakers
 Notify Chair of activities
 Send Thank You letters to those who assisted you and provided coverage
Continuing Professional Development
The Incoming President-elect will request CPE credit for the Annual Meeting. Certificates of
attendance will be available at the end of each day for those attending only one day. A combined
certificate for attendance will be available for those attending both days. Certificates will be
provided by the Executive Director.
Registration
( Revised June 2012)
PP.3.f
The Annual Meeting program and registration will be made available on the web site and
programs will be mailed a minimum of 45 days prior to the first day of the meeting. Registration
deadline will be 24 days prior the first meeting date. A late fee will be charged for those
registering after the deadline. The amount of the late fee will be determined by the Annual
Program Committee.
Refunds: A request for refunds must be made to the Executive Director by a set date on the
Registration form. Requests that are made by designated date will receive a refund of their
registration fee minus a $25 processing fee. Exceptions to this policy may be addressed to the
Executive Board on an individual basis.
Student Registration: Full time students and Dietetic Intern Students will receive a reduced
registration fee as determined by the Annual Program Committee. Students who do not register
by the deadline will be charged a late registration fee.
Reduced or Complimentary Registration will be provided to:
1. Members of the Annual Program Committee;
2. Arkansas Academy of Nutrition and Dietetics Members who are presenters, reporters, and/or
emcees at the Annual Meeting for the day of their presentation, report, and/or emcee duties
only;
3. Other speakers and volunteers may receive reduced or free registration as determined by the
Annual Program Committee.
NOTE: Reduced or complimentary registration forms must be completed so that name
badges and correct information will be available at the time of registration. It is up to the
committee to determined if registration is reduced or complimentary
( Revised June 2012)
PP.3.g
Speaker Requirements
The Program Committee selects speakers to fulfill the program content goals. Speakers are
invited to participate by the Program Committee. Recommendations for speakers will be solicited
at the previous year’s Annual Meeting attendees, from Districts, Practice Groups and Arkansas
Academy of Nutrition and Dietetics Standing Committees and Board of Directors.
Speaker Agreements: After each speaker is secured, the Annual Meeting Program Coordinator
mails a contract to each speaker outlining the speaker responsibilities and terms agreed upon.
Speaker Handouts: It is the responsibility of the Coordinator of the Annual Meeting to obtain
handout information from each speaker. Handouts may be copied by the ArA.N.D. and included
in the registration packet if the handout information is received by specified deadline. Excessive
pages or failure to receive handout material to be copied by deadline, will result in the speakers
providing their handout materials at their expense.
Audiovisual Requirements: The Annual Program Coordinator shall obtain audiovisual
requirements from each speaker and shall be responsible for coordinating all audiovisual needs
with the director of audiovisual equipment for Baptist Health and the Gilbreath Conference Center.
Sessions/Agenda
Opening Session: An opening session is held at each Annual Meeting. No other programming
is scheduled at the time of the Opening Session. The President presides at the opening session.
Under Represented Groups: The Annual Meeting should offer a program on “diversity” issues.
Members of under represented groups should be used as speakers and preside when possible.
Student Recognition Session: The Program Committee should plan one session that is student
focused and provides recognition for students attending the Annual Meeting. The session may be
a breakfast or lunch session sessions. Additional opportunities may be planned with a student
reception or include other networking opportunities.
Academy Representation: The Academy representation at the ArA.N.D. Annual Meeting is
optional. See guidelines for the Academy Representation below. Expectations regarding
complimentary registration, speech schedule, attendance at special functions or meetings, etc.,
should be clearly communicated in advance. It is recommended that the Program Committee
invite the Academy President-Elect to speak. This must be done one year in advance due to the
heavy travel schedule of the Academy President Elect. If funds permit a donation is made to the
Academy of Nutrition and Dietetics Foundation in the name of the Academy President Elect. It is
recommended that the President-Elect speak during the student recognition session.
Guidelines for Academy Representation At Affiliate Meetings (from the Academy)
The only individuals authorized to be official representatives of the Academy at State Affiliate
meetings are members of the Academy of Nutrition and Dietetics Board of Directors. State
Affiliates may contact the Academy Board members directly to request their presence at annual
meetings. Contact information is available on the Leadership Directory on the member only Web
site. Affiliates should notify the Academy’s Affiliate Management Team when an Academy Board
member is confirmed to attend their meeting
( Revised June 2012)
PP.3.h
A. Travel arrangements: Academy Board members should make their own travel and hotel
arrangements. For Academy CEO, ADA staff will e-mail travel itinerary to the Affiliate
President.
B. Reimbursement: The Affiliate Association will reimburse all expenses incurred by the official
the Academy representative.
C. Honoraria and fees: The official Academy representative may not accept an honorarium or a
fee for any functions performed at an Affiliate meeting.
D. Academy Staff: Requests for Academy staff members to speak at an Affiliate meeting must be
submitted in advance to the Academy’s Chief Executive Officer for approval.
E. Additional suggestions:
1. Greet and pick up the Academy representative from airport – preferably the State Affiliate
President or Affiliate Board member.
2. Offer dinner arrangements for the Academy representative.
3. Invite the Academy representative to Affiliate Board meetings.
4. Arrange opportunities for members to converse with the Academy representatives, i.e. At
meeting of members, open forums, or networking lunch, etc.
F. Possible topics Academy Representatives can present:
1. Academy Update
2. A.N.D. Strategic Plan
Exhibitor Regulations: The ArA.N.D. will maintain regulations and information for the Exhibition.
The regulations and information will be provided to every exhibitor. These Regulations and
information are to be construed as a part of the agreement between the exhibitor and the Affiliate.
The Affiliate has the sole authority to make requirements and to interpret all matters and
questions not covered by the Regulations and Information. In the event of any amendments or
additions, the Affiliate will give written notice to all exhibitors.
Poster Sessions: The Poster/Member Showcase Coordinator shall place the call for papers for
the Annual Meeting. The purpose of this session is to present to ArA.N.D. members quality
research projects or programs of varied and practical interest in all areas of food and nutrition,
including Management, Dietetics Education and Training and Dietetics in Business and Industry.
Research abstracts should describe the author’s research methodology, major findings and
conclusions. Project or programs should describe the purpose of the program or tool; the setting
of use, and the unique characteristics of the program or tool. All ArA.N.D. members are eligible
to participate including students in dietetic education programs.
Program Evaluation
The Executive Director shall prepare an evaluation form for that includes the evaluation of each
speaker and aspects of the program, facility and food service. Evaluation shall include a space for
comments and solicitation of topics and speakers for the next year.
Sponsorship
Vendors will be sought to sponsor speakers, meals, and breaks. Districts and Practice Groups
may elect to “sponsor” a speaker (full or partial support of the individual’s honorarium) for a
general session. The Program Committee will then make all arrangements for a sponsored
speaker. Activities eligible for direct sponsorship are educational programs. Acknowledgment of
this sponsorship will be given in conjunction with the activity, and included on the program.
Sponsors and advertisers are not required to be Exhibitors (EB Action 5/98). Speaker sponsors
( Revised June 2012)
PP.3.i
may distribute educational materials at the session being sponsored. All sponsors shall receive a
letter of appreciation for their donation following the Annual Meeting.
A. Level of vendor sponsorship will be recognized at the Annual Meeting. Eligible amount
includes amount given during the physical year (June 1-May 31) and are outlined as follows:
1. Platinum - $2,000 or more
2. Gold - $1000 or more
3. Silver - $500 or more
4.
B. Complimentary Exhibit Booth: If the vendor sponsorship is $1,000 or more and vendor
wishes to participate in the Market Place, the exhibit fee will be waived.
( Revised June 2012)
PP.3.j