Position Descriptions for. Northeast Agricultural/Biological Engineering Conference (NABEC) Conference Planning Committee. A Community of ASABE

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1 Position Descriptions for Northeast Agricultural/Biological Engineering Conference (NABEC) Conference Planning Committee Version 9/17/2014 A Community of ASABE

2 Background and General Description The NABEC Conference Planning Committee responsibilities are identified under Articles V and VI of the Constitution and Bylaws. This document serves to provide further detail of the roles and responsibilities for Planning Committee members and standing committees. The conference planning committee is responsible for the management and control of all property, business and affairs of NABEC (Article V, Sec.1). The Conference Planning Committee consists of officer and non-officer members. Officer members are: Chair Chair-Elect 1st Vice-Chair 2nd Vice-Chair Secretary Secretary-Elect Treasurer Terms of office for the Conference Planning Committee officers are one year. Each term of office shall begin with the close of the annual conference (at the end of the Annual Business meeting). Each member will normally be elected at the Annual Business Meeting and move to the next office in sequence from secretary-elect to chair with the exception of the Treasurer (Article V, Sec. 2). Non-officer members of the Committee are: ASABE District 1 Representative ASABE Publications Council Representative ASABE Membership Development Council Representative ASABE Standards Council Representative ASABE Meetings Council Representative Past-Chair Parliamentarian Newsletter Editor Undergraduate Student Competition Coordinator Members of Program Committee Chairs and Vice-Chairs of active Host Site Committees (Article V, Sec.2&3). The Standing Committees of the Conference Planning Committee are: Program Honors and Awards Undergraduate Student Competition Nominating Host Site (Local Arrangements) Page 2 of 31

3 Planning Committee Member Responsibilities Chair To call and preside over all Conference Planning Committee meetings. Call and preside over all Planning Committee meetings (see sample agendas at end of document) Appoint individuals to any vacant officer and non-officer positions Appoint two members to the Honors and Awards Committee (chaired by the Chair-Elect) Appoint two members to the Nominating Committee (chaired by the Past-Chair) Appoint individuals to any vacant positions on the Program Committee (chaired by 1 st Vice-Chair) and Undergraduate Student Competition Committee (chaired by Undergraduate Student Competition Coordinator) Prepare Banquet Agenda o Chair Banquet o Pass duties on to new Chair at end of banquet Prepare message from the Chair for: o Conference program (submit to 1 st Vice Chair) o Newsletters (submit to 2 nd Vice Chair and/or newsletter editor) Chair may call special meetings (Article IV sec.3) The Chair, or in his/her absence, the Chair-Elect shall preside at all business meetings. In the absence of both the Chair and Chair-Elect, the First Vice Chair may act as Chair of the meeting (Article IV sec.7) The Chair should seek the advice of the Past-Chair in times of indecision. Invite ASABE president and ASABE executive vice president to NABEC. Invite CSBE president to NABEC. Recruit volunteers to host future NABEC. Should maintain a confirmed list of future NABEC meetings at least three years in the future. Submit report to ASABE Board of Trustees when requested. Page 3 of 31

4 Chair-Elect (Honors/Awards) To arrange for nominations, selection, and presentation of all honors and awards as are appropriate. In addition, coordinates the Graduate Student Poster and Presentation Contest and all aspects associated with it. Getting Nominations Set award nomination deadlines for newsletter request for nominations. Review/edit nomination request for newsletter article. For carryover award entries (nominations kept 3 years), make sure package is up to date. Get updated materials by deadline, if necessary. Edit Distinguished Service Award form (NABEC www site) for correct Awards Chair return address Select Winners in Conjunction with Honors and Awards Committee Members Assemble and evaluate nominations Decide on winners Winner Notification and Meeting Attendance Notify the person(s) nominating award winner of outcome (encourage winners attendance to receive award) Initiate travel of award winners to the NABEC conference to receive the award Notify Young Engineer of the Year winner, winner of Young Engineer of the Year must be present at NABEC meeting to receive the award. Award Plaques (see samples at end of Document) The 3 awards plaques to order are as follows: o Young Engineer of the Year (name) o Distinguished Service (name, indicate if more than one plaque required) o Outgoing Chair (the one with the gavel) Set the deadline for the awards submission in the newsletter and set the date to be 6 weeks before the conference. You order these plaques directly from the ASABE Awards Administrator (Carol Flautt). You need to give ASABE 5 to 6 weeks. Send to ASABE Awards Administrator: o Young Engineer of the Year (name) o Distinguished Service (name, indicate if more than one plaque required) o Outgoing Chair (the one with the gavel) o Electronic signature of the NABEC officer (Awards Chair) to go on the bottom of the plaque. o Date & place of presentation o Date when plaques need to arrive at the ship to address. o Have plaques shipped to local host address to their attention. Check the plaques very carefully when you get them to make sure the wording and type is correct! Ask the ASABE Awards Administrator to send you the wording from last year s plaques, good ice breaker! o Present plaques and have pictures taken during award ceremony at banquet. Page 4 of 31

5 Newsletter Notice Prepare a paragraph summary of each award recipient s accomplishments for the Fall Newsletter following the meeting. Young Engineer of the Year (Rules) Award shall be for outstanding accomplishments in research, design, extension or other areas in the field of agricultural and biological engineering. Award will be presented at NABEC. May become candidate by being nominated by others. Instructions for Preparing Nominations: o Award is given for outstanding contributions in research, education, design, extension and other areas in the field of agricultural and biological engineering. o Nominee s full name, title, professional affiliation and address o Nominee s date and place of birth. o Educational record including schools attended, years, and degrees received. o Membership in scientific and honorary societies. o Description of other honors and awards. o Membership and activities in social, civic, fraternal, and religious organizations. Include offices held and special recognitions. o Professional record in chronological order. o List significant published writings, including popular and technical articles. Emphasize those pertinent to the award. o A statement not exceeding 500 words describing the scope and nature of achievements on which the recommendation is based: Professional character Professional influence Recognition by peers Why nominee deserves to receive award. o Signature of those nominating the candidate. o Support letters from at least three professionals who have intimate knowledge of candidate s personal and professional records. The award shall consist of an appropriately engraved plaque. Principle Criteria for the award: o The professional activities and accomplishments of the candidate and their contribution to the advancement of the profession. o The personal character of the candidate and his influence in the enhancement of the profession, and for the good of their community and fellow man. Conditions for Eligibility: o Must be member of NABEC o Recipient must not have passed his/her 40 th birthday on July 1 of the year he/she is selected. Page 5 of 31

6 o Information submitted must show adequate evidence of the contributions of the candidate to the basic purpose for which the award is offered. o The recipient must present himself/herself in person to receive the award. Recipient shall be selected by the awards committee appointed by the Chair. All nominations or entries shall be carried over and considered for three years after initial nomination has been submitted. Years of Service ASABE (Milestone Certificates from NABEC) Contact ASABE Membership Administrator (Linda Young) and request the list of ASABE milestone recipients for NABEC (will include NA, CTV, DCM, ELO, PA, and OH (sections)). Send list to Julie Cayley or who ever else may be in charge of NABEC Certificates who will print the certificates. Please do this early enough so the certificates can be mailed back to you on time! Present to recipients at NABEC meeting. Once you know who is receiving a certificate you can contact/ them and try to lure them to NABEC where you would present it to them at the banquet. Certificates for those who do not attend (which will be most of them) ask committee members to present them to people they know after the conference ie. back at their office. This is a good way to get publicity for NABEC! The remainder of Certificates will need to be mailed out to members with a cover letter. Mailing addresses can be obtained from ASABE Membership Administrator. Graduate Student Poster and Oral Presentation Work with Vice Chair for Programs to come up with a time during NABEC for Oral and Poster presentations. If concurrent sessions, make arrangements with local host committee to have video equipment available for both sessions. Judges should select top two from each session and go over video with other judges who did not attend that session. Be sure to give judges plenty of time during day to meet. Works best to hold oral competition earlier in the day and judges can meet during poster competition to judge other session. Make arrangements with local host committee to have venue for poster competition and to have stands to display posters. Before the conference, ask for and select volunteers to judge both Oral and Poster presentations. Prepare certificates for top three winners for both oral and poster presentations. Page 6 of 31

7 1 st Vice-Chair (Program) To coordinate and arrange for the program at the annual conference with the help of the Host Site Committee and the Program Committee (see committee descriptions) Timeline Fall o Fall meeting/teleconference determine deadline dates for newsletter announcements and abstract submission. o Write and submit Call for Papers to newsletter Winter o Late November, newsletter follow-up reminders for abstracts as desired to university department chairs, others. o Send reminders to NABEC members through ASAE listserve November or early December o Early January, last minute listserve reminder. o Early January, receive, acknowledge and organize abstracts. o Early January, assemble preliminary conference program following abstract deadline. o Prepare report for January Program Meeting summary of abstract submissions, preliminary conference program. Spring o Monthly ings to presenters conveying presentation number, draft conference program, presentation conventions and tips, coversheet template. o Communicate with local host to obtain info on Keynote speakers, tours, BBQ, hotel catering restrictions for scheduling refreshments for breaks o Recruit and brief session moderators o Finalize conference program Summer o Prepare and print conference program/abstract book including message from Chair etc The responsibility to have programs printed is usually done by the local host committee. o Submit print copy of Program and List of Presenters o Final ing to presenters with last minute information o Coordination of presentation equipment needs between presenters and local host o Arrange for one or two timers Conference o Report to Program Committee Sunday night o Confirm moderators o Solicit timer operators o Be available to fill in for vacant moderator slots o Clear hall ways at end of breaks to get sessions started smoothly Page 7 of 31

8 Call for Papers The call for papers is distributed through the newsletter and twice through the NABEC list serve. In addition, a version of the notice should be sent to University Dept chairs. Communications to Presenters Items to transmit to presenters: o acknowledgement of receipt of abstract and verification as poster or oral o paper number assigned to presentation, (ex: NABEC ) o Conference paper coversheet file, (different from ASABE Database coversheet) o Draft Conference Program for presenter comment and verification of data. o Final Conference Program prior to printing for presenter verification. o Information about session and presentation conventions, equipment availability, and procedures for setting up for presenting. Starting in February o Contact/ presenters encouraging them to keep within the 10 minutes, practice in advance, use caution when adapting longer PowerPoint programs, and selecting attention getting concepts to present and leave details for discussion. The focus of the advice was intended to emphasize the rigorously policed 10-minute tech shorts. A Conference Program coversheet, Conference Paper coversheet template, and ASABE Database coversheet template and List of presenters need to be prepared. The template preparation involves replacing conference date and location and the base part of the paper number. Obtain authorization from presenters before including their contact information in the conference documents. Computer organization Ensure that anti-virus protection is up-to-date and effective to ensure safety to all. Maintain meticulous fail-safe back-up and duplicate file systems so that nothing gets lost. Preserve all communications so that details can be traced when questions arise. A copy of the database file with all presenters and their info should be part of the annual file package. It includes addresses, addresses and phone numbers as provided. It is suggested to continue that file record each year and beyond on successive worksheets so a cumulative record is established. Program organization Keynote speakers o Recommend keep two keynote slots. o Local host selects keynote speakers. Page 8 of 31

9 Time scheduling o All presentations (save the keynote) are tech shorts and speakers are allowed 10 minutes max (not including questions) o Six presentations per session is a good maximum o Breaks are an important opportunity to network! Breaks should be 15 to 20 minutes minimum length o Poster session session lay out determined through discussion with local host tell presenters the poster size. Size of inches by 48 inches max. Session content o Random mix, no theme sessions o No concurrent o Generally order was determined by the order abstracts were received but modified somewhat by requests and to balance the nature of the sessions. o Allen Zimmerman by tradition has time slot one in session one. Art Johnson likewise is usually in session one and also has had the last conference slot. Moderating o Send request for moderators out to the program committee. Program Committee members who do not have other major roles should be utilized first and then others as needed. The activity is a good way to encourage involvement of new people in the organization. The big clock works well for keeping presenters aware of the importance of time. o Moderators MUST BE TOUGH and keep speakers to 10 minutes MAXIMUM! Questions o Some effort needs to be made by the moderator to solicit questions for each presenter and balance the time devoted to each presenter. It is recommend to coach the moderators to more actively manage the question time so that all presenters can have the recognition of at least one question. Documents - There are three documents to prepare: o Conference Program o List of Abstracts o List of Presenters. Obtain authorization from presenters before publishing their contact information. o Submit copy of program to be posted on NABEC Website. o Submit copy of program to NABEC Historian. Paper Submission Submission of papers presented at NABEC may also be submitted to the ASABE database for presentation at Section meetings. A different coversheet is required than used for the conference. The template for the coversheet is available from ASABE s web site. We have permission from ASABE to add our NABEC logo. The modified coversheet should be made available to presenters upon request for them to submit directly. Page 9 of 31

10 Duties of Program Chair regarding presenters and moderators o Keep on top of registration use NABEC all listserv for reminders at three months out, two months out and one month out (< early bird). o Get registration list 21 days before conference and send reminders to all, including unregistered presenters, about registration (due 2 weeks in advance) note that local arrangements must commit to meals, etc. o Speakers have up to 10 minutes MAXIMUM, including questions! o Arrange for big clock to time presenters and to alert the speaker that time is up. o Arrange for a time keeper to run clock. o Arrange for a computer operator to load the presentations onto the computer and to prepare the presentation (PowerPoint) to start. Duties of Presenters Send to Presenters in advance o Presenters should complete registration by the early bird deadline or 10 days before the conference. o Use the paper template on the NABEC website for your paper. Bring a few copies of the paper to distribute o Posters are typically no larger than inches high by 48 inches wide. o Use 8-9 minutes for your presentation and hold one - two minutes for questions. o Bring your presentation early before the session on a memory device to be loaded on to the computer. Do this in the morning or during break well in advance to your scheduled speaking time. o Introduce yourself to the session moderator just before the session so the moderator knows you are present. Duties of Moderators Send these to Moderators in advance o Moderators MUST BE TOUGH and keep speakers to 10 minutes MAXIMUM! o Start on time and maintain time status o Tell presenters to bring their presentations early before their session to be loaded onto the computer. Do this in the morning or during break well in advance to their scheduled speaking time. o Tell presenters to use 9 minutes for their presentation and hold one minute for questions. o At the start of the session, tell the presenters that you will stand at eight (8) minutes, orally tell them one minute at nine (9) minutes and stop them at the bell at 10 minutes. o Solicit questions if there is time remaining; if not, hold questions until the end of the session. o Try to have one question for each presenter either after their talk Page 10 of 31

11 2nd Vice-Chair (Newsletter) To solicit articles, prepare and arrange for publication of two annual newsletters (coordinate with newsletter editor). Solicit articles/items for the 2 annual newsletters from o planning committee members o local hosts o membership at large Ensure that materials to be included in the newsletter are sent to the newsletter editor by stated deadlines. Prepare article summarizing NABEC for ASABE Resources Magazine. Submit copies of both Fall and Spring Newsletters or web link to ASABE to be posted on their web site. Sees that old newsletters are archived on the NABEC web site. Submit copies of both the fall and spring newsletters to NABEC historian. Page 11 of 31

12 Secretary To prepare minutes of all Committee meetings and the annual conference. Taking minutes at the Winter, Spring, and Summer Planning and Program meetings as well as annual Business meeting o Prepare and distribute (by ) draft minutes to members of the Planning and Program committees within two weeks of the end of each meeting. o Present draft meeting minutes for committee approval at next meeting o Prepare and distribute (by ) final version of minutes after committee approval. o Submit minutes to NABEC Historian. Assumes roles and responsibilities immediately following the Annual Business meeting at the summer meeting and continue to the end of the following Annual Business meeting. Page 12 of 31

13 To act for the Secretary in his/her absence. Secretary-Elect Assume duties of the Secretary in his/her absence. Attend all NABEC meetings and teleconferences to observe and become familiar with NABEC, how the planning process works and to learn the responsibilities of all the officers. Participate in Planning Committee and NABEC business meetings as needed. Assumes role of Secretary from the outgoing Secretary at the end of the Annual Business meeting at the summer conference, or upon the resignation of the current Secretary. Page 13 of 31

14 Treasurer To maintain financial records, arrange for annual audits, disburse funds, and report financial status at each Committee meeting and at the Annual Conference. The treasurer serves a one-year term and is eligible to serve an unlimited number of successive terms. This provision reduces the need to transfer the signatory responsibility for NABEC accounts. Manages the financial matters of NABEC. o Monies are received from: ASABE for dues rebates. Surplus funds from annual conferences. Interest is received from investments. o Monies are paid to: Checks for student award winners. Payment for student presenter travel. Recognition certificates and plaques. Advances as required to annual local arrangements committee. Other expenses approved by the Planning Committee. Provides guidance to and works with the conference planning committee and annual local arrangements committee on financial matters of the annual conference, on budgeting based on past conferences. Maintains the financial records of NABEC, including the checkbook, bank checking and savings records, and financial statements. Financial statements are prepared for each meeting of the Planning Committee and an Annual Financial Statement is prepared for the Annual Business Meeting at the Annual Conference. Arrange for annual audit of accounts. Make annual calendar year financial report to ASABE for IRS purposes as directed by ASABE. Page 14 of 31

15 ASABE District 1 Representative To act as full voting member to ASABE Membership Council and Section Steering Committee and to represent District 1 and NABEC: District 1 Representative is an elected position open to all ASABE members in District I. The outgoing District 1 representative solicits nominations from the membership and forwards one or two nominations to ASABE headquarters. If there are two nominations a ballot will be sent out for voting by ASABE as part of their national slate of candidates for the various elected positions. All ASABE District 1 members are eligible to vote for the District 1 Representative. The District 1 Representative represents District 1 membership on the ASABE Membership Council and Section Steering Committee. He or she is expected to attend the Membership Development Council and section Steering Committee meetings at the Annual ASABE International Conference and Meeting and take any membership issues in District 1 to the Council. They are also expected to participate in two Membership Development Council conference calls throughout the year and prepare a report for each NABEC newsletter and give a report at the NABEC annual business meeting on national ASABE issues that affect membership 2 year term ASABE Publications Representative To act as full voting member of the ASABE Publications Meetings Council and to represent NABEC: The position is appointed by the Chair of NABEC to serve a term of 3 years. Successive terms may be served. The appointee represents NABEC and NABEC s interests as a voting member on the ASABE Publications Council. It is expected that the appointee will participate in the 2 meetings at the beginning and end of the annual ASABE International Meeting. This normally requires the appointee to travel a day early and leave a day later than if they were just attending the annual ASABE International Meeting. The appointee is also expected to participate in the regularly scheduled and special teleconferences of the ASABE Publications Council. The appointee brings NABEC issues and concerns to the ASABE Meetings Council. The appointee participates in NABEC Program and Planning Committee meetings (and teleconferences) and provides a report both verbally and in writing to the Chair and Secretary. The appointee prepares the Publications Council Representative s Report for each of the NABEC newsletters. The appointee suggests candidates for consideration as the next ASABE Publications Council representative from NABEC. Page 15 of 31

16 ASABE Membership Development Representative To act as full voting member of the ASABE Membership Development Council and to represent NABEC: The position is appointed by the Chair of NABEC to serve a term of 3 years. Successive terms may be served. The appointee represents NABEC and NABEC s interests as a voting member on the ASABE Membership Development Council. It is expected that the appointee will participate in the 2 meetings at the beginning and end of the annual ASABE International Meeting. This normally requires the appointee to travel a day early and leave a day later than if they were just attending the annual ASABE International Meeting. The appointee is also expected to participate in the regularly scheduled and special teleconferences of the ASABE Membership Development Council. The appointee brings NABEC issues and concerns to the ASABE Meetings Council. The appointee participates in NABEC Program and Planning Committee meetings (and teleconferences) and provides a report both verbally and in writing to the Chair and Secretary. The appointee prepares the Membership Development Council Representative s Report for each of the NABEC newsletters. The appointee suggests candidates for consideration as the next ASABE Membership Development Council representative from NABEC. ASABE Standards Council Representative To act as full voting member of the ASABE Standards Council and to represent NABEC: The position is appointed by the Chair of NABEC to serve a term of 3 years. Successive terms may be served. The appointee represents NABEC and NABEC s interests as a voting member on the ASABE Standards Council. It is expected that the appointee will participate in the 2 meetings at the beginning and end of the annual ASABE International Meeting. This normally requires the appointee to travel a day early and leave a day later than if they were just attending the annual ASABE International Meeting. The appointee is also expected to participate in the regularly scheduled and special teleconferences of the ASABE Standards Council. The appointee brings NABEC issues and concerns to the ASABE Meetings Council. The appointee participates in NABEC Program and Planning Committee meetings (and teleconferences) and provides a report both verbally and in writing to the Chair and Secretary. The appointee prepares the Standards Council Representative s Report for each of the NABEC newsletters. The appointee suggests candidates for consideration as the next ASABE Standards Council representative from NABEC. Page 16 of 31

17 ASABE Meetings Council Representative To act as full voting member of the ASABE Meetings Council and to represent NABEC: The position is appointed by the Chair of NABEC to serve a term of 3 years. Successive terms may be served. Preference is a three year term with an experienced person. The appointee represents NABEC and NABEC s interests as a voting member on the ASABE Meetings Council. It is expected that the appointee will participate in the 2 meetings (at the beginning and the end) of the annual ASABE International Meeting. This normally requires the appointee to travel a day early and leave a day later than if they were just attending the ASABE Annual International Meeting. The appointee is also expected to participate in the regularly scheduled and special teleconferences of the ASABE Meetings Council. The appointee brings NABEC issues and concerns to the ASABE Meetings Council but also contributes to all Council agenda. The appointee participates in NABEC Program and Planning Committee meetings (and teleconferences) and provides a report both verbally and in writing to the Chair and Secretary. The appointee prepares the Meetings Council Representative s Report for each of the NABEC newsletters. The appointee suggests candidates for consideration as the next ASABE Meetings Council representative from NABEC. Page 17 of 31

18 Past-chair Chair of the Nominating Committee for the new Secretary-Elect, Treasurer, and any other vacant elected officer positions Nominating Committee: o Two additional members who are appointed by the Chair and must be members of the Planning Committee. o Meet to compile a list of potential candidates from the list of active NABEC members. o Contact the potential candidates and select one or more who have agreed to have their names recommended to the Planning Committee for nomination as Secretary-Elect and Treasurer. o At the NABEC Annual Business meeting, the Past-chair presents the Planning Committee s slate of candidates to the NABEC membership and assists the NABEC Chair with the election. The Past-chair should always be prepared to distribute ballots if there are nominations from the floor. The Past-chair provides institutional knowledge to the NABEC Officers and Program & Planning Committee. It is rare that something comes up at a NABEC Program & Planning Committee meeting or other NABEC event that hasn't already come up in the past. It is the duty of the Past-chair to recall those things and remind the group of the event and the outcome. The Past-chair acts as a mentor to the Chair. The past chair provides advice to the Chair at the request of the chair or in times of indecision. The Past-chair shall be responsible to develop a news release summarizing the NABEC meeting will be sent to ASABE to be published in Resource Magazine. Generally, the release will be two to four paragraphs and include one photograph. The Past-chair shall be responsible for reviewing and evaluating the NABEC Position Descriptions documenting and making recommendations for updates and improvements to the Planning Committee. Page 18 of 31

19 Parliamentarian Has an understanding of Roberts Rules of Order and proper parliamentary procedure. Acts as an advisor to the Chair on issues related to parliamentary procedure. Newsletter Editor Receives materials from NABEC 2 nd Vice-Chair and assemblies newsletter Newsletter distributed semi-annually (Fall and Spring) Compile materials into electronic format. Send PDF version of newsletter to ASABE headquarters for distribution. Newsletter is distributed through listserv (nabecall@asae.org) and posted on the NABEC web site. Historian Maintain permanent record of all NABEC minutes, newsletters, programs, photographs and other NABEC related information. Actively seeks copies of all approved minutes from current secretary. Actively seeks copies of fall and spring newsletter from Newsletter Editor. Actively seeks copy of NABEC Program from Vice Chair for Programs. Actively seek photographs from NABEC and other NABEC related activities. Web Master Maintains NABEC web site. Makes changes to web site when asked to do so by planning committee. Oversees Construction and Repair of Web Site when it goes down. Post current newsletter on web site. Files old newsletter and programs on web site. Files photographs from previous NABEC on web site. Page 19 of 31

20 Undergraduate Student Competition Coordinator and Standing Committee Members Post announcement in the spring newsletter for the Undergraduate Design and Paper Competition. Deadline is about 8 weeks before the conference. Contact heads of department at each university to recruit participation in the Undergraduate Competition during the fall term. Recruit volunteers to read and judge all entrees for both the Design and Paper competitions. All papers and designs are read and judged before the NABEC meeting. Winners are selected a few (5-6) weeks prior to NABEC and the top paper and design are invited to attend NABEC and present their paper/design. Contact winners of paper and design competitions and invite them to present at NABEC. Verify winners attendance to NABEC and make arrangements with Vice-Chair for Programs to allow time in the program for both winners to present. Usually winners are asked to present first thing Monday. Presenters are asked to keep presentation brief (20 minute) but are not asked to stay within 10 minute limit. Moderator of the Undergraduate Presentations: o Give brief explanation of competition. o Thank those who helped judge the competition. o Announce number of papers/design submittals from each university. o Announce runners up o Introduce winners before presentation. o Present awards either at banquet or immediately after presentation depending upon presenter s schedules. Make arrangements with Treasurer to have monetary awards ready at the conference or to be sent out following the conference. Develop certificates to present to winners at NABEC and mail certificates to runners up and winners if they cannot attend NABEC. Currently (2009) ASABE Certificates are used. Page 20 of 31

21 Host Site/Local Arrangement Committee Chairs, Vice-Chairs and Members Host Site Committee (often called the Local Arrangements Committee) 1. Select Chair and Vice Chair for Host Site Committee 2. Task is to find a site for a future conference and then become the local arrangements committee for that conference. 3. Select Committee Members from host Department, ASABE Section, Industry, USDA and State Agencies 4. Chair a. Plan meeting agendas b. Record meeting minutes or assign this task to a committee member c. Attend NABEC Planning Committee Meetings Local Conference Planning and Timelines 24 to 18 Months Prior to Conference 1. Reserve Conference Space (Sunday evening reception space, meeting space for two days, Awards banquet space). This should include a contract with the conference facility to hold dates, prices, rooms and services needed. 2. Reserve block of rooms at headquarters hotel. Consider lower cost options for students. 3. Finalize Host Site Team Membership and subcommittees a. Meeting facilities rooms, poster boards, AV equipment; etc. b. Technical Tour(s) c. Picnic and banquet, meal services d. Financial planning and oversight 4. Study general meeting plans 5. Solicit industry support 6. Contact NABEC Treasurer for past conference financials and overhead cost of NABEC awards program which the registration largely covers. 18 to 12 Months before Conference 1. Special invitation to ASABE members in neighboring states. Reminder NABEC Chair to invite ASABE President and Executive Vice-President. 2. Sunday Evening Reception included in registration plus extra tickets Typically at headquarters hotel Solicit industry sponsors 3. Technical Sessions (Monday and Tuesday) Technical Program is coordinated and arranged by the NABEC First Vice Chair and the Program Committee. Confirm meeting room reservations Solicit industry sponsors Keynote Speaker obtain Monday and Tuesday keynote or panel. Blue Ribbon Panel Student Paper and Design Competitions are coordinated and arranged by the Undergraduate Student Competition Coordinator and Committee Page 21 of 31

22 4. Social Events Outdoor family BBQ type picnic Monday evening (typically off-site) Awards banquet Tuesday evening (typically at headquarters hotel) Participants register and pay extra (separate from general registration) Solicit industry sponsors 5. Accompanying Persons and Children Activities Participants register and pay extra (separate from general registration) Solicit feedback from participants at previous conferences Host institution vans may be available for transportation. Transportation costs can be significant so fully explore costs. 6. Technical Tours (Wednesday) Develop/make arrangements for tour; check timing for stops/travel. Participants register and pay extra (separate from general registration) Typically one or two technical/educational tours - all day length If two are scheduled one may be cancelled if not enough interest Include a box lunch or a meal at a conveniently located restaurant Solicit Industry sponsors Host institution vans may be available for transportation 7. Prepare Information Materials for Booth and Presentations at preceding Conference Power Point and/or Promotional Videos Display booth with tourist brochures, etc. 12 to 6 Months before Conference 1. Follow up with agenda items noted for 18 to 12 months before Conference. 2. Establish conference budget (revenue and expenses plus overhead). Overhead is a cost to include for covering the conference award costs. NABEC Treasurer should have past cost information on conferences and for awards. Consider setting a fee for those who cancel late after their meals are guaranteed. 3. Assign responsibilities to individual committee members 4. Article in NABEC Fall newsletter with some details of the conference location, dates, activities, etc. 5. Prepare preliminary conference budget to discuss at fall NABEC Planning Meeting 6 to 1 Month before Conference 1. Finalize meeting budget and registration fees. Check on credit card facilities through ASABE or other local option to handle registration payments. 2. Promote local, state and regional participation in conference 3. Prepare Registration Form and descriptive announcements of conference activities for Spring newsletter. Suggestion make registration payment is due three weeks in advance of conference so final arrangements can be made. Meals must be guaranteed about days out. Registration Form must go into Spring Newsletter. 4. Use NABEC listserv at ASABE (NABECall@asabe.org) to send out reminders to membership about two months out. Spring newsletter is first announcement. Page 22 of 31

23 5. Ask ASABE to post conference notice and dates on their web calendars. 6. Finalize preparation for conference activities: Conference Web Site Be sure all information is posted on NABEC site at Penn State Sunday afternoon and evening reception 3:00-6:00 pm - Registration Table 4:30-6:00 pm - Planning Committee Meeting 6:30-8:00 pm Reception Technical Sessions (Monday and Tuesday) Keynote Speaker Blue Ribbon / Industry Panel (Participants and Moderator) Picnic Banquet Technical Tours Accompanying Persons Tours Printed materials: o Registration Form (part of Spring newsletter) o Program Book - Full size (8 1/2 by 11) spiral bound conference program book containing Chair Welcome, conference schedule at a glance, full program, abstracts, tour schedule, local arrangements committee members, NABEC Planning Committee, sponsors (Assembled by Program Chair and Local Arrangements printed locally) o Abbreviated one page folded conference program o Awards banquet program 1 Month before Conference 1. Reminders sent to all members that registration payment is due three weeks out from conference date. Use ASABE-NABEC listserv set up by headquarters. Remind at one month and 3 weeks out. Ask faculty to notify graduate students. Others to notify non-asabe members. 2. Meeting registration update keep NABEC Planning Committee informed. 3. Work with conference facilities on final arrangements and menus. 4. Double check technical and accompanying person tours 5. Check on picnic arrangements 6. Meal guarantees must be made check with food service folks on overage they prepare for so you can anticipate late cancelations and not have to pay for too many folks who do not show and who will want refunds. 7. Poster boards must be obtained. 8. Program books must be printed. First Vice Chair, Program, to provide the final book file. 9. Chair-Elect (Honors and Awards Chair) to do Awards Banquet book and request AV equipment for student competition. Remind him/her. 10. Name tags Text large enough for easy reading by us old guys. An artistic background plus NABEC logo, conference name, location and date might be included. 11. Review and finalize all preparations Page 23 of 31

24 12. Photographer 13. Local news release Program Committee This committee shall consist of the 1 st Vice-Chair of the Conference Planning Committee who shall serve as chair and four members. The 1 st Vice-Chair has the overall responsibility to coordinate and arrange the program at the annual conference. Program committee members have the overall responsibility to assist (the 1 st Vice- Chair) in planning and conducting the conference programs. Specific responsibilities include: Reviewing drafts of materials related to the conference program such as: o Newsletter announcements and Call for Papers. o Preliminary conference program. o Final conference program. o Conference program/ list of presenters/abstract book. Providing advice and feedback regarding such items as: o Deadline dates. o Program planning, structure and timeline. o Keynote speaker(s). o Field trips and other special events. Reviewing and evaluating submitted abstracts. Contact presenters o Respond to submissions, reply that abstract is accepted and give number assigned, file submissions o Create list for contacting presenters o Send out draft program showing presenters, their numbers, titles, and abstracts six weeks in advance for final check and confirmation o Track registration of presenters and remind them to register at least three weeks out o Confirm all presenters before finalizing Program Book Serving as moderators and timekeepers. o Recruit people. Planning Committee officers can serve. o Send moderator instructions listed under 1 st Vice Chair duties Assisting in managing and conducting the program at the conference. Conceiving, sponsoring and hosting new and innovative program activities and events. Conducting and evaluating results of surveys of conference attendees. Page 24 of 31

25 Registration Coordinator After registration schedule has been finalized and costs/prices approved by NABEC Planning Committee, work with ASABE to publish to their online registration system. Current contact at ASABE (8/2014) is Tina Shultz. Weekly, check in with ASABE to collect registration information. o Compile/condense ASABE s registration spreadsheet information. Pass information along to Local Arrangements Committee Chairperson, NABEC Chairperson, Chair-Elect (Honors & Awards), First Vice-Chair (Program), and Treasurer. If needed, follow up with registrants whose registration looks out of place. If needed, maintain a side record of people who may not register through ASABE or have special requests. If needed, prepare bills/receipts/refunds for meeting attendees with registration errors or who have not registered through ASABE. Work with ASABE to have online registration closed at least 1 week prior to meeting date. After the annual meeting, compiles list of non-asabe members who registered for the meeting (available from ASABE registration spreadsheets). Passes list and addresses of non-asabe members to Newsletter Editor so that they may receive Fall and Spring Newsletters. Lessons Learned: While ASABE has an option for registrants to pay online using a credit card or at the door, ask ASABE to only allow registrations from people who pay online. Some people will need to pay at the door, especially for Accompanying Persons activities. The simpler/fewer the registration categories, the better. Set the Early Bird Registration date 1-2 weeks earlier than needed to allow time for First Vice-Chair to follow up with people who submitted abstracts and did not register. This also allows time for the program schedule to be adjusted before having to send the final version of the program to the printers.

26 NORTHEAST AGRICULTURAL & BIOLOGICAL CONFERENCE 2013 July 27-30, 2014, Kemptville, Ontario Onsite Registration Form Full Registration US $ No. Total Cost ASABE and/or NABEC Member Non- ASABE Member ASABE Retired Member Student $250 $270 $180 $170 One Day Registration Monday Tuesday ASABE and/or NABEC Member Non- ASABE Member ASABE Retired Member Student $125 $135 $95 $85 TOTAL CONFERENCE REGISTRATION COST Event Registration Fees Event US $ No. Total Cost Guest Sunday Evening Welcome Reception $15 Monday Barbeque Awards Banquet Adults Children 12 & Less Veal Cannelloni Vegetarian Cannelloni $20 $10 $35 $35 Technical Tour $35 TOTAL EVENT REGISTRATION FEES TOTAL CONFERENCE REGISTRATION COST (from above) TOTAL DUE Name: Phone #: Guest of: Address: Payment Type: Cash Check (payable to NABEC) Credit Card (Visa or Mastercard only) Check or Credit Card Number: Expiration Date: Security Code: Signature of Cardholder: Signature of Receiving Registration Official:

27 Sample Planning Meeting Agenda NABEC 20XX Fall or Spring Planning & Program Committee Meeting 1. Welcome & Introductions (Chair) 2. Adoption of Agenda (Chair) 3. Review / Approval of Minutes (Secretary) 4. Treasurers Report (Treasurer) 5. Appointment to Committees (Chair) AGENDA 6. Report on NABEC 20XX Local Arrangements (Local Host Committee) Budget (Local Host Committee) Program (Vice Chair for Programs) 7. Undergrad Student Activities Award (Chair of Undergraduate Competition Committee) 8. Graduate Student Presentations (Vice Chair for Honors and Awards) Oral Presentations Poster Presentations 9. Honors & Awards (Vice Chair for Honors and Awards) Young Engineer of the Year Distinguished Service Other awards and recognition 10. Newsletter Report (Vice Chair for Newsletter) Deadline Submit Copy to ASABE to be posted on Website 11. Future Meetings (Local Host Committees) Three or four years out 12. Representative reports District I Representative Meetings Council Standards Council Publications Council Membership Council 13. Correspondence (Chair) 14. Old Business 15. New Business 16. Adjournment

28 Sample Business Meeting Agenda NABEC 20XX Fall or Spring Planning & Program Committee Meeting AGENDA 1. Welcome. 2. Approval of Agenda. 3. Approval of Previous Year Annual Business Meeting Minutes. 4. ASABE Reports. a. President's Report b. District 1 Representative 5. Council Representative Reports. a. Section Steering b. Publications Council c. Standards Council d. Membership Development Council e. Meetings Council 6. Treasurer's Report 7. Student Activities Report 8. NABEC (Current Conference Year) Report 9. Awards (Current Conference Year) Report 10. NABEC next year Invitation 11. Nominating Committee Report (elections and presentation of Planning Committee members for upcoming year) 12. New Business. Resolution 13. Adjourn. Page 26 of 31

29 Sample Awards Banquet Agenda Chair Introductions Current officers ASABE president Dinner Invocation Chair Introduce Awards chair NABEC 20XX Awards Banquet Date Vice Chair for Honors and Awards Awards Presentation o Years of Service o Past Young Engineer of the Year (please stand up) o Young engineer of the Year o Past distinguished service (please stand up) o Distinguished Service o Other Honor, Awards and Milestones Art Johnson Resolution to Current Host Next NABEC Host Welcome to NABEC 20XX Chair Pass the Gavel New Chair Introduction of New Officer Declare NABEC Conference closed Adjourn Page 27 of 31

30 Example Awards for NABEC Honor Plaques Distinguished Service Award Plaque (curved) Northeast Agricultural and Biological Engineering Conference (curved) Distinguished Service Award is presented to **Honoree** For dedicated and enthusiastic service to NABEC in many roles including Chair 2000, Local Host 2004, and Newsletter editor Presented: Month, Day, Year Location ASABE stop-sign Logo NABEC logo (scan signature) Current awards Chair Awards Chair

31 Example Awards for NABEC Honor Plaques Young Engineer of the Year plaque: (curved) Northeast Agricultural and Biological Engineering Conference (curved) Honors ** Young Engineer** as 20XX Young Engineer of the Year Presented: Month, Day, Yea Location ASABE stop-sign Logo NABEC logo (scan signature) Current awards Chair Awards Chair Page 29 of 31

32 Example Awards for NABEC Honor Plaques Outgoing Chair Award Plaque (Note: Make sure plaque includes gavel in the order!) Page 30 of 31

33 Example Awards for NABEC Honor Plaques (curved) Northeast Agricultural and Biological Engineering Conference (curved) Thanks to **Outgoing Chair** In appreciation of exemplary service to NABEC as Chair Presented: Month, Day, Year Location ASABE stop-sign Logo NABEC logo (scan signature) Current awards Chair Awards Chair Page 31 of 31