FALL MEETING PLANNING COMMITTEE

Committees / FALL MEETING PLANNING COMMITTEE

As a FAMA member if you would like to be part of a committee, please contact the committee chairperson.

MISSION

The mission of the Fall Meeting Planning Committee shall be to work with the FEMSA Meeting Planning Committee to strengthen and enhance the Fall Meetings and further the goals and objectives of FAMA.

OBJECTIVES

• To budget and plan for the Fall Membership Meetings
• To work with the FEMSA Meeting Planning Committee to determine topics and speakers of interest for Fall Membership Meetings
• To work with the FEMSA Meeting Planning Committee to evaluate, recommend and coordinate sites and facilities for the Fall Meetings
• To coordinate awards and acknowledgements at the Fall Membership Meetings
• To develop a schedule and budget for group and optional meeting social activities in conjunction with the Fall Membership Meetings

POLICIES

1. Committee Composition – The FAMA Fall Meeting Planning Committee shall consist of a Chair and Vice Chair appointed by the President, the FAMA VP, and at least two additional members chosen by the Chair and Vice Chair. Where required, the committee will assist and be assisted by the FAMA Business Manager.
2. Budget – The committee shall develop by October 31^st an annual budget for the next Fall Meeting, within the guidelines established by the President and Board of Directors (hereafter, “the Board”), to identify and provide for the tools and resources necessary to implement its mission.
3. Functions – The Fall Meeting Planning Committee shall be responsible for the following functions:
4. • Speakers and Programs – Working with the FEMSA Meeting Planning Committee, the recommendations of the membership, and the direction of the Board, the committee shall propose topics and speakers of interest and benefit and coordinate the arrangements for the meeting programs.
   • Sites and Facilities – At the direction of the Board, the committee shall maintain a three-year planning horizon for future meetings, for locations that meet the travel and comfort needs of the membership and meeting facilities appropriate for the association’s functions.
   • Awards and Acknowledgments – Coordinate the procurement and distribution of awards for members, gifts for speakers, acknowledgments and guest requirements at the Fall Meetings.
   • Meeting Activities – Propose a schedule and budget for group and optional meeting activities for the approval of the Board and coordinate the implementation of the programs.

PROCEDURES

1. Committee
   • Meetings are to be as needed using Microsoft Teams or scheduled in conjunction with other industry functions and meetings.
   • The committee will coordinate its activities with the FAMA VP.
   • All policies and procedures will be reviewed on an annual basis, and recommendations for change will be forwarded to the Board for review and approval.
2. Budget
   • The Board will determine policies regarding meeting fees and the general budget in support of the Fall Meetings, and the committee will recommend the appropriate sites, programs and activities to fit the budget requirements.
   • Upon establishment of the planning directives and meeting budgets, the committee will: work on procuring facilities and sites at appropriate rates; maintain reasonable program and speaker costs; balance meeting fees with services and activities; and recommend future budget requirement considerations.
3. Functions – Speakers and Programs
   • Program Selection – Joint FAMA / FEMSA topics and speaker recommendations for the Fall Meeting shall be presented to the Board no less than 6 months prior to the next meeting date. All the powers and influences of the Board and the Association should be called upon in securing the best possible programs to meet the membership’s interests. Review applications and forward recommendations for board review and approval.
   • Travel and Guest Policy – Committee shall establish and implement a policy for speakers and guests, approved by the Board, that ensures appropriate consideration of the needs of the association’s guests, the implementation of the association’s policies and the proper conduct of the programs and presentations.
4. Functions – Sites and Facilities
   • Site Selection – The committee shall coordinate, with the Board and the Business Manager, the review of potential sites, assessing their feasibility in terms of rates and facilities and securing appropriate commitments from the Board and the sites.
   • Site Review and Inspection – With prior approval of the Board, the committee chair (or designate) shall conduct site reviews and inspections. Where appropriate, feedback may be supplemented by voluntary input and review by members of the committee, the Board and the general membership.
   • Facilities – The committee shall assure that the facilities are conducive to meeting size and layout, audio visual requirements, break areas, Board meeting areas, and major functions.
5. Functions – Awards and Acknowledgments
   • Association Special Awards – The committee shall plan and arrange for any needed special awards.
   • Speaker Gifts and Recognitions – The committee shall assure the arrangement of speaker appreciation gifts and initiate and assure the appropriate association post meeting messages of thanks and appreciation.
   • Local Fire Officials – Assure the invitation and hosting of the appropriate local fire official to attend the association’s banquet.
6. Functions – Activities
   • Association Dinners & Banquets – Following the Board’s direction, the budget and the nature of the site and location, the committee shall plan and implement group dinners and social functions.
   • Voluntary Social Activities – Various free time activities for spouses and mixed groups shall be arranged as the site, time and budget permit, and shall be facilitated and coordinated by the committee.
7. Functions – Mission
   • Publicity – With the FAMA Business Manager develop programs and publicity that encourages member participation in FAMA meetings and activities.
   • Surveys – As required, survey the membership to assure the association is addressing the concerns, needs and interests of the membership.
   • Review – Review with committee members, the FAMA VP and the Board, the committee’s adherence to its mission, policies, and procedures and institute changes necessary to better serve its mission

Chairman
Chris Martin (Fire Research Corporation)

Co-Chair
Gabe Casucci (Sound Off Signal)