These Guidelines are intended to assist the PNW-SETAC Meeting Coordinator in organizing the annual chapter meetings that are consistent in format and quality. These guidelines should help to efficiently accomplish tasks within the prescribed timeline, minimize expenses, and prevent the committee from heading down previously visited "dead ends".
Generally, meeting locations should rotate from south to north each year so that the meeting will be in Oregon one year, Washington the next, British Columbia the third year, Idaho the fourth, and then rotate back to Oregon the following year. Specific city locations and dates for the next two annual meetings should be determined and approved by the membership before the close of each annual meeting. Meeting dates should be the third week of April, with the basic format described below. There is some flexibility with regard to dates, but please be aware of possible conflicts such as spring vacations, other society meetings (especially SETAC-Europe, Pacific Estuarine Research Society [PERS], and SMARM), and Mother’s Day.
Location should be chosen so that travel for banquet, lunches, breaks, short courses, tours, and hotels is minimized. Try for most events in a single building, with accessory locations within walking distance. Plan to orgainze transportation if an event such as the banquet is off-site.
Since many members attend several professional meetings such as SETAC NA, PERS, and SMARM, try to keep costs low. Make choices that will not result in high meeting registration costs. For comparisons for previous meetings, see the Chapter Treasurer.
Since we want to encourage student participation, BE SURE that all events can be attended by students under 21. Avoid locations that restrict student entry such as bars or taverns. Beware of breweries that do not have separate meeting rooms that will accommodate students under 21.
The Chair of the next year’s Meeting Planning Committee should be selected before the close of each annual meeting. The Chair may select up to four (4) members to serve on the committee and will require the assistance of at least five to seven additional volunteers during the actual meeting. One of the committee members should include the Chapter Treasurer, since cost is a major consideration in all planning phases. It is recommended that the Chair utilize volunteers from the membership database and the Chapter meeting to identify and recruit Committee members as soon as possible.
The Chair should also ask the Chapter President to contact SETAC NA to invite someone from the SETAC NA Board to attend our Chapter meeting. The SETAC Board member usually uses the Chapter Business meeting to discuss SETAC NA and the Meeting Program should include mention of our SETAC NA guest.
The current Chair of the Meeting Planning Committee should provide the new Chair with a list of the names of the individuals that helped with that year's event and their contact information when asked. The current Chair will serve as an advisory contact to the new Chair as will members of the Chapter Board of Directors.
What type of short course(s) will be offered: in-house or guest presenter(s). The volunteer in charge of the short course should contact SETAC NA to obtain funding support paperwork from SETAC NA, fill out forms, and return them to SETAC NA before the June/July deadline. This person should also serve as the short course contact person to SETAC NA. Please keep in mind that in past years, the Chapter has run into trouble in this area. Chapter policy is that short course instructors are not “paid”, nor are their travel costs covered. They are simply given free registration and banquet tickets as a thank you, and the Chapter pays for photocopying or other low cost materials produced specifically for use in the short course out of fees charged to workshop attendees. Instructors and speakers are not paid to attend nor their travel costs covered because, in the past, once one speaker heard that someone would be paid, they all wanted to be paid to speak, and as a result, the short course had to be cancelled because the Chapter could no longer afford to provide the short course. So, please try to find people to teach and speak that already plan to attend the meeting or who have outside funding.
Approximate costs and amount to charge for meeting registration (Use previous year’s records and advice of the treasurer as a guideline.)
Identify who will be responsible for each of the offices or positions described below
Banquet Dinner Location & cost (try for $15 per person or less to increase attendance, past attendance has been approximately 50% of meeting registrants) Short Courses to be offered, cost, and by whom (usually $10 for 3 - 4 hr short course)--see note above. Theme or title of Meeting (Be sure that it is general or broad enough that it will not exclude others within the region or discipline [e.g., terrestrial vs. aquatic]) Structure of meeting (see section on Meeting Structure) Fund raising/vendors Special sessions (if any) Tours (if any) Thursday Night Reception/On-Site Registration Pre-Registration Materials Publicity Student Involvement/Volunteers Abstract Collection and Program PreparationSuggested positions that committee members and volunteers may hold include: (One person can be responsible for more than one position, but be careful not to over-commit volunteers)
Volunteer Coordinator/Contact Tour Coordinator (if any) Banquet Coordinator Pre-registration coordinator Abstracts and Meeting book/materials mailed to registrants Reception coordinator On-site registration Coordinator Meeting mailers/advertising/publicity Student awards Coordinator Program organizer- general session (includes abstract contact and organization) Program organizer- special session (if any) Poster session organizer Workshop/Short course coordinator Fund raising NWTAG (or other joint meetings) Liaison Information Contact Person On-site troubleshooter-should probably be a committee member Student Volunteer Coordinator/Contact Newsletter LiaisonIt is recommended that these positions be held by no less than a 9 to 12 people. When any fewer people are used, people tend to get burnt out at the end and things can fall through the cracks. This experience should be a positive one for all participants because we want them to be part of our Chapter after the meeting, so be sure not to over-burden any one person.
Maintains volunteer list and contact information (phone, FAX number, and e-mail), looks for new volunteers if needed, communicates with volunteers regarding reminders, follow-up, and questions, and makes sure all positions are covered and by whom. It is generally a good idea that this person work closely with the meeting Chair, but not actually BE the meeting Chair. This will ensure that this coordinator is always in the loop and that the meeting Chair does not have to field a large volume of phone and e-mails directly.
Handles all aspects of any tour planned including writing description for tour registration packet, determining cost, making a map for the registration packet, organizing transportation if needed, attending the tour and troubleshooting.
This Coordinator should also consider if the tour will require documented proof of US citizenship or other official documentation from the attendees, in the case where the tour may access a restricted government facility.
Handles all aspects of Banquet including writing description for registration packet, determining cost, making a map for the registration packet, organizing transportation if needed, and going to the banquet and troubleshooting.
Will work with the Treasurer and includes gathering information and production of pre-registration packet with hotel info, dates, schedules, maps, event and course descriptions, etc., and provides this information and materials electronically to the newsletter production team, in a timely manner (see "Suggested Publicity" below). Meeting pre-registration packets should go out in the Spring Chapter Newsletter so materials should usually be provided to the newsletter editors by or around the spring deadline (usually February 15 but see newsletter editor’s for actual date).
This position may be combined with Program Organizer for the general session or may be separate depending on where and how the documents are produced in hard copy. Abstracts received and organized by the program organizer will be placed into a book or packet format and produced for distribution on-site (mailing them is too expensive for Chapter). Meeting book should include maps to events, schedule of events, and other information not in the pre-registration packet. Meeting book can be distributed as part of packet when registration check-in occurs on-site.
The coordinator should provide the authors instructions on how the abstracts should be formatted so the person who is collecting them doesn't have to spend time on this (e.g. font, font size, use of italics, bolding). They should also be instructed to include their contact information with their abstract so we can put this in the meeting program. This allows people to be able to reach the authors easily if they require further information.
The length of the abstracts in the call for abstracts should specify a 300 word limit. If the abstract length is adhered to, it will reduce printing costs for the meeting program.
The call for papers should tell people that if they submit an abstract they should be available for speaking all day Friday and Saturday morning. Of course, we can be cooperative in some circumstances but this will limit people contacting us at the last minute saying they can't speak when they were scheduled.
Please be aware that the deadline for abstract submission should be early (approx. March 15), but is often extended. For some reason, each year, almost no one sends in their abstract until the day it is due, and often, they call a week after the deadline to ask if they can submit it late. In the end, we always seem to have enough, but it tends to cause some panic when the first deadline arrives and we’ve only received 5 abstracts. A good number of total abstracts is approximately 14 for the general platform session, 6-8 for the special session (or Saturday), and at least 5 posters. In the event that there are not enough abstracts after the deadline has been extended, it is then the responsibility of the Program Coordinator, the Abstract Coordinator, and the Board of Directors to call their colleagues to solicit (extort) last minute abstracts. We have not needed to resort to this in years. Another option is to contact those who submitted poster abstracts to persuade them to speak.
Works to determine food and drink for the on-site event, and coordinates with the On-site registration coordinator and any vendors, advertising, and optional poster presenters. Also responsible for handing out drink tickets, if appropriate. Since food seems to have a large influence on people’s opinion of meeting success (silly huh?), be sure to plan for enough food so that the food will not run out until very near the end of each event. If money is a concern, be sure to get a corporate sponsor or two to cover the cost.
Works with Student Volunteer Coordinator to train and supervise students to help with check-in and on-site registration. Works with Reception Coordinator to determine where and when to set up. Works with Treasurer to handle cash box, record check-in, and write receipts.
Person responsible for publicity and design and content in chapter newsletters and other venues. Should coordinate with Planning Chair and/or Volunteer Coordinator for most updated and accurate information. This person works with the Pre-Registration Coordinator to develop the registration information that will appear in the Spring Newsletter. Advertising could include posting to electronic bulletin boards, getting brief write-ups in other written publications, SETAC Globe, and the Chapter newsletter, etc.
Will work with the PNW-SETAC Board of Directors At-Large (Academia) member and Planning committee members to decided the amount and type of student presentation awards to be given. Will select 4 judges (from government, academia, industry, and a student), will provide evaluation/judging criteria forms, serve as tie-breaker if needed, and announce winners and publicly thank judges during the meeting. Also will need to write up for newsletter: description of winners, their awards, thank you to judges, and appropriate photos.
Number of students being judged will determine number of awards presented: Zero to four students - One award for Best Student Paper, five to seven students - two awards for Best Student Paper and Honorable Mention, and eight on up - three awards for Best Masters - Level Student Paper, Best Doctorate-Level Student Paper, and Honorable Mention. Bachelor-Level Student presenters are also eligible for this award with an appropriate change made in the award title.
Students presenters should all present on the same day, preferably in the morning, so that judges will be able to choose a winner in time for its announcement by the end of the afternoon platform session.
When financially feasible, winners of student awards will receive free membership to PNW-SETAC and SETAC. Some winner(s) will receive up to a $1000 stipend towards registration and attendance at SETAC NA in November.
Student Awards Coordinator will also be in charge of raffle to students of books and other items donated by SETAC NA. The procedure below has been approved by the PNW-SETAC board of directors and should be followed as a policy.
In order to reward students for their attendance and participation in the meeting, and to fairly distribute books donated by SETAC NA, books will be raffled using the following method.
1. The name of each presenting student should be written on a piece of paper or card. 2. During an appropriate time during the meeting (Friday afternoon or Saturday), names should be drawn randomly. 3. The name is read aloud and the student should come forward to choose a single book. 4. If the student is not present when their name is called, another name is drawn. This procedure is repeated until all the books are gone, or until there are no more names left to be drawn. If all names have been drawn and there are still books to distribute, repeat steps 1 through 3 except using the names of student volunteers. If the names of all volunteers have been drawn and there are still books remaining, repeat steps 1 through 3 using the names of students registered for the meeting who are not presenting or volunteers. If books are still remaining after this, repeat the entire process beginning with the names of student presenters again until all books have been distributed.This person will be the contact for receipt and organization of abstracts. This person will determine order of speakers and poster presenters, and is responsible for contacting presenters with reminders and detailed information such as AV tools available, logistics of speeches and posters (tacks vs. velcro, etc.). This person will also be responsible for selecting Session Chairs. This person will work closely with, or be the same as, the person preparing the meeting materials booklet. This person can introduce Session Chairs and is responsible for a write-up after the meeting for the newsletter. This person should make sure that session chairs indicate students (as opposed to academics) when they introduce their talks.
If there is a special session, a description of the session is needed for the pre-registration packet and the meeting materials. If a panel discussion is occurring, this person will be responsible for contacting and organizing logistics of the session and its participants. This person is also responsible for introduction of the session at the meeting and a write-up after the meeting for the newsletter.
Works with program organizer and may contact poster presenters and work on methods of poster set-up in advance or only help coordinate poster set-up and take down on-site. This person is also responsible for announcing poster viewing times during the meeting and thanking presenters at end of meeting. This person should also provide a short write-up for the newsletter after the meeting. Be sure that room for posters is large enough and spread out enough so that during breaks, all meeting participants can reasonably view posters. Plan for at least 10 posters. Poster breaks should be at least 30 minutes to allow discussion with poster presenters. Be sure that break food is near posters so attendees won’t have to choose between food and poster viewing.
Works with planning committee to determine short courses will be offered and when. Will work with instructors regarding AV logistics, timing, materials needed for course, reminders, and troubleshooting on-site. Will obtain and fill out necessary paperwork from SETAC to obtain assistance funding to help defray costs of short course to the membership. Will work with student volunteer coordinator for AV support and will make sure that student volunteers get either free attendance (fee waiver) or reduced cost to the short course.
Responsible for soliciting funding and acknowledging donors through placards, public announcements during the meeting, and in the front page of the meeting program. Will work with the Treasurer to ensure that funds are transferred legally and with appropriate paperwork. Will work with Membership Chair to obtain list of potential donors and should contact last year’s donors for repeat donations.
Will respond to inquiries resulting from publicity by sending extra registration packets or information, and responding to e-mail and phone calls in a timely manner. Usually is a person already involved with NWTAG and will be responsible for setting the meeting time and location (working around the existing meeting schedule) and securing a meeting room through the Committee Chair.
Please be aware that PNW-SETAC does not pay for meeting rooms or AV equipment for NWTAG or perform any other function for NWTAG. In the past, we have offered them rooms and equipment that we have already reserved but are not using as certain times. At no time should PNW-SETAC incur costs associated specifically with their meeting. As a favor to their group, we make them aware of space and equipment that is available at no extra cost to the chapter. For example, they often meet in the afternoon after our short course is completed on Thursday using the room and AV equipment that we have already reserved for the entire day. If they are not happy with the available times/equipment, it is their responsibility to contact the individuals at the meeting location to make their own, separate arrangements.
Should be a committee member, preferably who lives in the area of the meeting. Will be the contact person with the facility and will respond immediately to any needs that arise on-site. Should be available throughout the meeting (arrive early and leave late) and have the knowledge, authority, and ability to make informed, sound decisions.
Work with the Treasurer to insure that student volunteers receive one year's free PNW-SETAC membership ($10) for service, as well as free attendance if working during an event like a workshop, short course, tour, or banquet for which there is a fee to attend.
One person should coordinate various materials needed and submit them to the newsletter editor as a single unit. Will interact with newsletter editor and will review any materials before they are submitted to the newsletter for completion and accuracy.
Checklist of items that Newsletter Liaison should provide to the Newsletter Editor What: Meeting Location, Dates, and Theme When: Fall and Winter Newsletter deadlines What: Pre-Registration Packet to include-- When: Spring Newsletter deadline (around Feb. 15) Hotels-Name, location, website, phone number, and proximity to meeting for several local hotels, including parking costs (if any). Try to choose inexpensive, close hotels. Be sure each is shown on master map. Master Map that shows AT LEAST how to get to meeting location from major highways, identified hotels, location of any other facilities such as Banquet location, registration, etc. Banquet--Description, cost, location, and phone number of Banquet location Tour and/or Special Session--Description, cost, location, contact, and phone number Parking-- if fees charged Short course--Description, cost, location, contact and phone number Thursday Evening Reception and Check-in--Description, location sufficient to get people there Preliminary Meeting Schedule (similar to that presented below)The goal with this mailing is to give the registrants enough information to help them decide what to register for and to get them to the meeting without having to do additional research. THEY WILL NOT RECEIVE ANOTHER MAILING AFTER THE SPRING NEWSLETTER, so all information should be provided early.
Each Volunteer, Coordinator, and Chairperson who takes on one or more of these positions should update the position description each year.
Meetings have traditionally been structured to begin Thursday morning and end Saturday afternoon (see below). Interest has been expressed to meet Wednesday - Friday to accommodate those members that prefer to keep their weekends open for their families or other activities, while others have suggested a Friday - Sunday meeting to minimize interference with work schedules. Try to choose meeting, banquet, lunch, and break locations so that travel between buildings or venues is minimized. Plan for carpool organization if transportation is required.
Typical Meeting Schedule Thursday Daytime: Short Course or tour (Mandates accurate and complete communication to the entire Membership IN THE PRE-REGISTRATION PACKET since these begin prior to actual meeting.) Late Afternoon: Board Meeting (1.5 - 2 hours) 5 pm? Evening: Reception/Registration and Check-In, Optional Poster/Vendor Presentation, 6:30 pm? Friday Morning: On-site registration 8 am, later if fewer abstracts submitted Poster presentations set up for all day display. Opening of meeting and Introduction of President (Chair or Program Coordinator) President's Address SETAC North America representative speaks Platform Sessions (usually 9:00 am -- 12:00 pm, 15 minute talks with 5 minutes questions) 30-min. Poster Viewing Break (approx. 10:30 am, with food and beverages provided), near posters for poster viewing Lunch/Business Meeting: REQUIRED: On-site lunch facilities or very close by (cost should be included in registration) Business meeting is conducted by President or designee (at least 1.5 hours). Want to encourage ALL to attend so let them know its free! Afternoon: Platform Sessions continued, 30-min. Poster viewing, food, and beverage break at approx. 3 pm. Make it a light break since most are full from lunch but MUST be near posters to encourage viewing and discussion. Student Awards Presentations Student Book Raffle Evening: Banquet Dinner (often off-site), try to keep price low, approximately $15 per person. Saturday Morning: Platform Sessions, Special Session, or Short Course (dependent on participation) Break (refreshments provided) Student Award presentations, President’s closing remarks. Lunch: Not provided. Afternoon: Short Course or tour, departuresThe meeting should be advertised in a number of places including the chapter newsletter, national newsletter, chapter home page, professional listservs (if appropriate). Dissemination of information regarding date and theme of the meeting should appear in the fall chapter newsletter. First call for papers, detailed meeting information, and contact persons should appear in the January newsletter. Pre-registration packets and final call for papers should be mailed out with the spring (March) chapter newsletter.