POLICY 2010-12/07 REV. IV-2016-07
CONFERENCE POLICY AND PROCEDURE MANUAL
Lisa Moatts Executive Director Executivedirector@seafc.org
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OVERVIEW The SEAFC Conference Policy and Procedure manual has been developed to provide the Host Fire Department with guidelines, procedures and policies and a list of items that must be accomplished to insure that the Annual Conference of the Southeastern Association of Fire Chiefs is successful and constant from year to year. The manual describes the various needs, requirements, agendas, program and forms that must be followed by the Host Fire Department, all Supporting Agencies, the Southeastern Executive Director and the Southeastern Board of Directors. The SEAFC Executive Director shall be in charge of the event. The management, activities and functions of the conference shall be operated under a Unified Command System with the Executive Director serving as Command. The Executive Director must approve all expenditures prior to commitment or purchase. All contracts must be submitted to the SEAFC Executive Director for review and signature. No contracts, purchases, and or commitments of any kind can be made without the approval of the SEAFC Executive Director or the SEAFC Board of Directors as applicable. The SEAFC Conference Policy and Procedure Manual shall be the governing document and shall be strictly adhered to for all conferences including joint conferences with any State Association. Any deviation from this policy will require approval by the Executive Director and the Board of Directors. Any Fire Department requesting to host a conference shall submit in writing letters from the State Fire Chiefs Associations, State Fire Academy or State Fire Authority {e.g. Fire Board, State Fire Marshal etc.} and Local Hospitality Agency committing their support to the efforts of the Local Fire Department in bringing the conference to the city and state before the SEAFC Board of Directors will vote on the request to host a conference. As a Host Fire Department, the following guidelines, procedures and policies adopted by the SEAFC Board of Directors must be accepted without change or modification (unless approved by the Board of Directors). After a vote and approval of the SEAFC Board of Directors to proceed with an agreement with the Host Fire Department (and/or State Association), the Board of Directors of the SEAFC and the Host Fire Chief (and/or State Association) must enter into a “Memorandum of Understanding� agreeing to the terms of this manual. For any joint conference the Memorandum of Understanding shall include financial stipulations of the SEAFC and the State Association. Page 2 of 8
The Host Fire Department shall appoint a Manager who will be the local Incident Commander, who shall be the point person for the conference and will keep the SEAFC Executive Director informed on all local projects and or assignments. All questions regarding this manual shall be directed to the Southeastern Association of Fire Chiefs Executive Director.
DUTIES OF THE HOST FIRE DEPARTMENT The Host Fire Department is required to accomplish the following:
Raise funds that cover the cost of the conference by: Solicitation of Local Vendors Solicitation of Local Sponsors Program Ad Book Sales For each conference a pre-conference budget shall be developed with the input and assistance of the SEAFC Executive Director. The budget shall include line item detail of: (A) all anticipated revenues from vendors, sponsors, ad sales, registrations, etc. (B) all anticipated expenditures including conference facility expenses, meals, lodging, travel, speaker fees, printing, installation banquet, etc. Once finalized the Conference Budget shall be approved by the SEAFC Board of Directors
Transportation Needs VIP’s {Airport Arrivals and Departures} Speakers {Airport Arrivals & Departures} Board Members {Airport Arrivals & Departures} Transportation to outside events {If required}
Honor Guard for Opening Ceremonies Posting of the Colors Memorial Service Bag Piper Taps Player Local Clergy Page 3 of 8
OPTIONAL EVENTS Plan and execute a Golf Tournament the day prior to the start of the conference. Profits go to the State Fallen Firefighters Memorial or to the National Fallen Firefighters Memorial or can be split between either of the above.
An alternate fundraiser can be held in addition to the golf tournament with profits raised going toward the conference funds.
Sponsor an Early Arrival Event, the First Evening of the Conference as scheduled and planned by the SEAFC Executive Director
Provide a staging area for apparatus and vendors prior to the move in
Provide an area where apparatus and other vehicles that will be displayed can be cleaned prior to entering the convention center
Provide personnel to assist with the move-in of exhibitors
Provide a source of communications for the move in and conference events as needed by the conference committee
Provide personnel to assist with registration each day of the conference as scheduled by the SEAFC Executive Director
Provide personnel to monitor attendee badges at entrance to all events
RESPONSIBILITIES OF SEAFC EXECUTIVE DIRECTOR
Hotel / Conference Center Evaluation - selection of hotel and convention center connected to or a conference center that can handle all meals as well as exhibit area and all meetings and banquet all within short distance of the hotel
Negotiate Contracts with Hotel / Conference Center / Caterers
Work with Professional Development Committee to plan education programs and arrange for speaker travel and housing Page 4 of 8
Member Registration
Collection of all Monies {Exhibitors, Ads, Sponsors, & Registrations}
Oversee the Program and Program Book Lay-outs
All Board Member Needs
Work with Host Fire Department to Insure Compliance to SEAFC Conference Policy and Procedure manual
Serve as the person in command while operating the conference under a system of Unified Command regarding the responsibilities and functions of all committees and sub-committees
Insure that State Flags and SEAFC Displays are provided and set-up at the conference
Work with Conference Exposition and Event Service provider on layout of exhibit space and related items to the conference exhibits / meeting rooms / and other areas as deemed necessary by the Executive Director Plan all meals for conference and negotiate costs with vendors for same
SOUTHEASTERN ASSOCIATION OF FIRE CHIEFS CONFERENCE SUB-COMMITTEES The following is a list of standing subcommittees for the SEAFC Annual Conference. The Subcommittee name and the description of the duties will help the Host Fire Department Conference Committee Manager / Incident Commander understand the scope of the subcommittees that will be reporting to him or her. In addition to the sub-committees appointed by the Host Fire Department, the SEAFC shall appoint a Professional Development Committee, which will assist the Executive Director with the education program for the conference. The Host Fire Department shall provide the SEAFC Executive Director a list of each subcommittee chairperson with contact information. The Host Fire Department Manager / Incident Commander will report to the SEAFC Executive Director or appointed designee monthly or as requested by the SEAFC Executive Director or appointed designee or SEAFC President. The SEAFC Executive Director will coordinate all conference calls and will take minutes of such meetings. Page 5 of 8
The SEAFC Executive Director will hold face-to-face meetings as may be required to assist the Host Fire Department and subcommittees. There will also be a meeting 30 to 40 days prior to the conference to make sure, all personnel are clear with assignments and that all aspects of the conference are covered. The SEAFC Executive Director will be available at any time to answer questions.
. SUB-COMMITTEES Sponsor and Exhibitor Committee The sponsor and exhibitor committee shall be responsible to get sponsors and exhibitors to cover the cost of the conference (amount as budgeted and approved- see page 3). The committee shall coordinate the sale of exhibit spaces with the SEAFC Executive Director so that no duplication of space sale occurs. It is this committee’s responsibility to see that all space in the sponsorship area and or the exhibit hall layout is sold. Changes can be made to exhibit size but must be approved by SEAFC Executive Director only. The SEAFC Executive Director will also be soliciting regular sponsors and exhibitors to assist with the sale of sponsor, apparatus and or exhibit space. Transportation Committee The transportation committee shall make arrangements to provide vehicles and drivers to transport Chiefs, Speakers and VIPs who are flying in for the conference. The committee will be given a list of people who will require pickup at the airport. They will also make sure that the same people are returned to the airport. During the conference the “Transportation Desk” shall be manned to provide assistance to Chiefs, VIPs’ and Spouses that may want to go to a doctor, pharmacy, or shopping and do not have a vehicle. A system shall be established on how to retrieve people that may have been transported to a store, doctor etc. The transportation desk personnel shall have maps of the area to offer directions if needed. The personnel assigned to this desk should know the area well. Spouse / Partner Program Committee The spouse / partner program committee shall plan and provide programs for the spouse / partners who are registered participants in the conference. Children’s Program Committee The children’s program committee shall provide activities for the children who are registered participants in the conference. The SEAFC Executive Director shall secure the activity area. Page 6 of 8
Fire prevention personnel {Fire Life Safety Educators} should have interesting things for children to do during children’s programs. The SEAFC Executive Director will have a list of children by age for the committee. During adult events {Early Arrival Night, VIP Night, and the Banquet} the room shall have activities and a meal for the children attending. Program Book Committee The program book committee shall be responsible to sell ads for the program book. The SEAFC Executive Director will provide all forms; all funds collected must be forwarded to the SEAFC Executive Director. The SEAFC Executive Director will approve the layout and make a determination of quantity needed. The Program Book can be printed by a local vendor or if the Host Fire Department wishes, the SEAFC can have it printed; in either case, the SEAFC Executive Director will approve the layout prior to printing. Sponsor / Exhibitor Move In Committee The move in committee shall be responsible to arrange for a staging area for apparatus to be washed and staged until move in. They shall have a tent and provide means to communicate with the SEAFC Executive Director and / or designee during the move in process. They shall also arrange to have several people in the convention center during move in to assist sponsors and exhibitors with unloading. Security Committee The security committee shall provide personnel to be at conference center doors to check badges prior to anyone being allowed to enter. They shall also provide security personnel at any event that requires a badge for access. Registration Committee The registration committee shall provide personnel to assist at the SEAFC Registration booth and the SEAFC “Hot Zone Store” during the times of the conference. They shall assist with the registration process and selling items in the “Hot Zone” Store. Attendees Registration Bags Committee The registration giveaway bags, one (1) for each Attendee, committee shall secure a sponsor for a giveaway bag and a gift that represents the local area. The committee will also be responsible for acquiring items to be placed in the bags i.e.: local attraction brochures, any small personal items of interest, etc. Audio/Visual Aids Committee The audio/visual aids committee shall review and provide the Professional Development Committee needs and the SEAFC Executive Director’s needs for projectors, screens, speakers, sound systems etc. for the entire conference. They shall insure that personnel are available to setup and monitor the equipment during its use. Page 7 of 8
Memorial Committee The memorial committee shall secure clergy for the opening prayer, the color guard, a bagpipe and drum unit, and a taps player. The layout of the memorial service will be per the SEAFC Memorial Service Policy as presented by the SEAFC Executive Director to the Host Fire Department Committee 90 days in advance of the date of the memorial service. A walk through of the Memorial Service shall be performed 30 to 40 days before the event and the day before the Memorial Service to make sure all participants are clear with the process Registration For Host Fire Department The Host Department will be assigned four {4} Full Conference Registrations, with eight {8} Tickets to the Annual Banquet. Additional Conference Registrations for department personnel are available at $125.00 each without banquet ticketsÍž cost of banquet tickets will be the same as any other attendee.
All questions regarding this manual shall be directed to the SEAFC Executive Director
Adopted by the Board of Directors on this 7th day of December, 2010 Amended and Adopted by the Board of Directors on this 1st day of October, 2013 Amended and Adopted by the Board of Directors on this 3rd day of March, 2015 Amended and Adopted by the Board of Directors on this 12th day of July, 2016
____________________________________ Lisa Moatts Executive Director _____________________________________ Wallace Possich Constitution & By-Laws Committee Chair
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