How to Propose Chairing a Meeting in Your Area
Semiannual meetings are the pulse of our Society. The meetings enable acousticians to present their work and learn about the work of others, make contact with colleagues, mentor students, participate in the administrative committees that steer our Society, and partake of local culture in the cities where they are held. Our Society has a long tradition of relying on local chairs and committees that take on the responsibility for organizing the meetings. Most who do this find it immensely rewarding, as it provides an opportunity to showcase their city and expose the Society to their local environment and culture.
The Chair of an ASA meeting is responsible for overseeing all aspects of meeting planning. Chairing a meeting involves a variety of activities, including participating in the selection of the host hotel, assembling a local organizing committee and overseeing its activities, preparing a budget, and working with the staff at the hotel to run a successful meeting. The process requires a significant time commitment, and it is important to have an engaged local committee. The assistance of a well organized administrative assistant can be invaluable, and the Society usually provides a modest amount of financial support for this assistant. Advice and counsel is readily available from previous Chairs, who are always ready to answer questions and offer suggestions.
Chairing an ASA meeting is an important service to the Society. Few forms of service are more important. We hope that you will consider taking on this responsibility at some point during your career. Should you have an interest in finding out more about what is involved, please consider attending a meeting of the Committee on Meetings. These meetings are held on Tuesday afternoon at each Spring and Fall meeting of the Society.
If you are interested in chairing a meeting in your area, you should first contact the chair of the Meetings Committee or the Executive Director to discuss pros and cons for holding a meeting in your city, and potentially request that an item be placed on the agenda for discussion with the Meetings Committee at the next ASA meeting. Depending on the outcome of these discussions, you will need to review the ASA Meeting Chair’s Handbook which may be obtained from the ASA Office. The next step is to identify candidate hotels in consultation with the Executive Director followed by site visits to assess whether or not they have sufficient and suitable space, including sleeping rooms and rooms for technical sessions and administrative committee meetings. A list of requirements for the hotel is found in the Meeting Chair’s Handbook. The hotels will provide documentation of their facilities to assist you. If you have questions about whether or not the hotel is a suitable candidate, you can provide the Executive Director and the ASA Office Manager copies of the hotel facilities information and they will help you make an evaluation.
The next step is to write a meeting proposal including all of the information listed under “ASA Meeting Proposal” (see below) and send it to the Executive Director of the Society and to the Chair of the Meetings Committee, who will place it on the agenda for the next meeting. You will be expected to attend the Meetings Committee meeting so that you can discuss your proposal, answer questions from the committee, and ask your own questions.
After your proposal is approved by the Meetings Committee and the Executive Council, the Executive Director will help negotiate a contract with the hotel, and you and your local committee can proceed with planning your meeting.
If you have any questions about proposing a meeting in your area, please contact the Executive Director, or the Chair of the Committee on Meetings at firstname.lastname@example.org. We’ll be happy to help.
ASA Meeting Proposal
• Date of Proposal:
• Proposed General Chair:
• Local members who have interest in serving on organizing committee
• Proposed Meeting Dates (note that Spring meetings generally fall in late April to late May, and Fall meetings are generally late October to mid November, avoiding the week after Thanksgiving)
• Constraints on Meeting Dates (weather considerations, hotel availability, etc.)
• Hotel Options (list hotels that may have sufficient space/facilities to accommodate an ASA meeting)
• Would it be necessary to use a convention center to have sufficient space to accommodate the meeting?
• Proposed Technical Program Chair (may be named at a later time)
• Is there an ASA Regional Chapter or Student Chapter in your area?
• Have there been previous discussions with the Meetings Committee about this proposal?
• How far away from the venue is the nearest major airport?
• Other Considerations (special events in area, facilities/venues of interest to members, local universities or companies with acoustics interests, or other attributes that should be considered)
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