Policy 014: Convention Management
POLICY STATEMENT:
- LGMA staff will secure conference locations, optimally up to four years in advance and in consideration of conference dates already selected by UBCM, FCM and CAMA so as to avoid direct conflict if possible.
- LGMA staff will provide logistical and financial administration support for LGMA conferences.
POLICY BACKGROUND:
In past years when the staff at the LGMA was limited to one or two employees the local arrangements committee assumed significant responsibly for the conference including processing of all financial transactions through their respective municipalities. With the increase in staff at the association office the financial and operational program responsibilities for organizing conferences now lies with the LGMA staff.
POLICY GOAL:
To ensure that all viable conference locations are considered and that appropriate resources are allocated to the conference.To realize a surplus of at least $20,000 from each annual conference.
POLICY OBJECTIVES:
- To select and confirm locations up to four years in advance
- The Executive Director will recruit a local arrangements committee to assist with program development and recommend volunteers for approval at the September Board meeting.
- The local arrangements committee will assist with the selection of: conference theme, guest speakers, delegate items, and program presenters.
- LGMA staff will be responsible for the conference logistics and operations.
- A draft conference budget will be presented for approval at the December Board meeting.
- Registration rates and estimated sponsorship and exhibitor revenues will cover the total cost of the Conference with an estimated attendance of 10% less than the average attendance of the past three conferences.
- Staff will solicit the participation of sponsors and advertisers to help generate revenues for the Conference.