NAATSHO CONFERENCE GUIDELINES
(Revised 2004)

This guide is only for the conference events as experienced by the delegates and guests. It does not provide the detailed list of "THINGS TO DO" in preparing for the conference, accommodations, food, or events.

Print Conference Guidelines (pdf)

ATTENDANCE

• The conference is intended for sharing information among the association's members. There is a level of trust and confidence among members that must be respected. Requests to attend from anyone outside the association must be thoughtfully assessed by the conference committee.
• The host state may invite staff members participate in the conference and the events.
• Members are expected to contact neighboring members to encourage their attendance.
• A letter to department directors from the host director requesting member attendance should be sent to solicit support. A reference to the website may be beneficial.
• The conference committee is responsible for decisions concerning participation in the conference and in the social activities of the week by guest speakers and vendors.

REGISTRATION FEE

• Registration fees are to cover only conference agenda items.
• Do not impose late fees with registration deadlines, as most delegates do not have control over attendance approvals or payment time frames.
• Registration fees are waived for members meeting the criteria listed in the BYLAWS.
• Delegates whose fees are waived are expected to pay for events or items that have costs separate from the conference.
• The conference committee will determine registration fees for staff members of the hosting state/province.

LOCATION

• The host needs to consider how easy or how difficult or how expensive it may be to get from the airport to the conference site. Try it yourself first.
• Transportation doesn't have to be provided by the host but good directions and clear instructions are oft, expected.
• Driving directions and parking availability must also be considered and provided. · Consider the accessibility to tourist attractions and services.

TIME 0F YEAR

• The July 1 - October 1 time frame is the agreed upon time, however, dates can be scheduled outside that time frame due to weather, tourist seasons, hotel availability, prices, etc.
• The conference committee is responsible for making decisions about the dates, and the membership should be notified as soon as possible.

AGENDA

• The agenda should focus on member presentations allowing adequate time to present and to answer questions. Guest speakers are welcomed and encouraged whenever time allows.
• Business items need to be solicited by the Conference Committee from the members . A list of business items must then be provided back to the members prior to the conference. Allow time on the agenda for new items and for discussion time.
• Only the official conference delegates attend business meetings. Additional members do not attend.

HOSTING

• Work with the conference committee in preparation for the conference and assign as many duties as possible to allow you to attend the meetings and enjoy the event.
• Items and gifts often provided by the host to the delegates are not a requirement and should only be provided if adequate funding is available.
• Do provide a welcoming reception on Sunday night. Delegates would like to have you:
  1. Introduce delegates and your staff along with their conference duties.
  2. Describe any planned group activities and go over the arrangements
  3. Remind everyone of the conference room location and starting time
  4. Give the location and hours of the hospitality room
  5. Go over any arrangements/schedules/meeting times and locations for spouse events
  6. Give advance information about what to expect at the reception so delegates will know if they should plan for dinner or not
• Make arrangements for managing host duties during the conference such as:
  1. Handling delegate registrations/questions/phone calls
  2. Making copies of materials
  3. Emceeing the conference
  4. Timing the presentations to stay on schedule
  5. Collecting/recording conference presentations for distribution
  6. Chairing the business meetings
  7. Recording the minutes of the business meetings
  8. Providing A/V equipment and technicians
  9. Providing a hospitality room for delegates and guests
  10. Providing information on tourist sites and access to them Provide timely reports following the conference.
• Provide information about shipping materials to the conference and also shipping home afterwards. Remind people to silence their cell phones and pagers.

VENDORS

• There is no requirement to have vendor exhibits. Each host must determine the feasibility based on factors such as departmental regulations and hotel space.
• The conference committee determines vendor registration fees or exhibitor fees.
• Vendors do not attend the business meetings or delegate presentations.
• Vendors may be invited to attend presentations by guest speakers and social events as decided by the conference committee.

PROGRAM INFORMATION

• Provide conference information on the NAATSHO website, but keep it restricted to the program agenda. Social events can be shared on the YAHOO Groups website and/or through email.
• Send letters to department directors inviting and requesting attendance by the department's safety officer.
• Request delegates and speakers to provide their presentation information in an appropriate media format that can be duplicated.
• Remind delegates and members to bring handouts and business cards.
• The two NAATSHO banners are to be passed along to each host for use at the conferences. Other signs used only for your conference will be made at your own costs.

GIFTS

• Remind delegates to bring a delegate gift that reflects their state or province - not their DOT. Delegate gifts are to be presented by the delegate to another delegate. Consider the gift size and weight.
• Additional door prizes may be supplied by members, speakers and/or vendors and awarded to all attendees.
• Gifts from the host are appreciated, but neither expected nor required.
• If gifts in the form of t-shirts, hats, bags, etc. are provided, a good time to do that would be towards the beginning of the conference rather than at the end.
• At the close of the conference, delegates usually have their bags packed and are getting ready to leave. An extra item to pack can present problems.

FUNDING

• At the close of the conference books, any surplus funds will be considered the property of the NAATSHO Association. A maximum amount of $5,000.00 may be transferred to the next conference host. Any additional funds will be deposited in the NAATSHO Safety Fund Pool account.
• If surplus funds aren't available for the next host, a loan up to $2,000.00 can be provided by the NAATSHO Safety Fund Pool account to help with pre-conference costs. Larger amounts will require the vote of the membership. Repayment is expected following the conference.
• The conference committee can request funds from the NAATSHO account for items or materials that would be used repeatedly by future hosts.

REGIONAL CONTACTS

• Remind the regional contacts to maintain or initiate contact with members from their area and to encourage them to attend the conference.

WEB SITE

• Coordinate correspondence and notices through Arizona DOT to be placed on the Web site.
• Items for the Web site:
  1. Conference program
  2. List of current members
  3. List of conference attendees
  4. By Laws
  5. Conference Guidelines
  6. Group Photos
• Items sent directly to delegates:
  1. Conference summaries
  2. Individual photos

HISTORY

• Preserve history by maintaining careful records of the conference and through photographs with identifying names.
• Maintain banners and/or other items belonging to the Association.
• Maintain a memorial list as well as information about retirements and job transfers.

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