STANDING COMMITTEE · CONFERENCES
Time and Place Committee
Selects the dates and locations of future conferences.
MISSION
Choose dates and locations for future conferences through a fair bid process that gets members the best value.
WHO SERVES
A chair and vice chair appointed by the president, plus one Army and one Air Guard member from each region or chapter. The president serves as an ex-officio member.
Core responsibilities
- Receive bid packets from chapters or states wishing to host, and forward them to the secretary
- Consider only bids certified by the board as meeting the time and place standing rules
- Report its recommendation for future conference dates and locations at the annual conference
Typical duties as written in association bylaws. Your bylaws and standing rules may differ.
SUGGESTED ACTIVITIES
Ideas for an active committee
- Publish a bid packet template and the selection criteria
- Ask bidders for venue capacity, room-block rates, banquet pricing, travel access and proposed dates
- Compare bids side by side using the same criteria
- Visit the top sites, or review detailed host reports
- Select locations two or more years out to lock in rates
- Avoid dates that conflict with holidays, drill weekends or other major events
ANNUAL CYCLE
- Early yearCall for bids
- SpringReview and certify bids
- ConferenceRecommendation and vote
How to measure success
- Bids received
- Conference dates set two or more years out
- Attendance and member satisfaction
Want help setting up your Time and Place Committee?
We can help write its charter, work plan and standing rules.