NENA /
PROVINCIAL RESPONSIBILITIES
1. NENA
and the host Provincial committee will work closely together when planning a
conference to maintain integrity of fiscal accountability. All conference
planning correspondence to the Conference Chair will be cc’ed to the NENA
President and the hosting Provincial Director. The ultimate planning
responsibility shall rest with the Provincial group.
2. A
conference contract shall be signed by the NENA President and the Provincial
group and / or any other parties co-hosting the conference.
3. A free
NENA booth will be set up in or near the display area. This booth will be manned by the NENA Board
of Directors, as time allows. The NENA
Board will draw up a schedule for manning the booth and may ask for assistance
from the host conference committee as needed.
PROVINCIAL
RESPONSIBILITIES
1 The
Provincial host group will establish a conference planning committee and
establish a time line for the conference.
See Attached Appendix.
2. All
minutes of meetings, budget proposals, and financial reports and other
pertinent information shall be forwarded to the NENA Board of Directors via the
Provincial Director oh hosting province.
3.
The Provincial
Director will keep the NENA Board apprised of conference planning progress at
NENA’s spring and fall board meetings.
4.
The host
Provincial committee will provide a
certificate of hours of attendance for the conference participants.
5.
A final report
that includes the number of attendees, the financial statement with profit/loss,
and the overall evaluation of the conference shall be forwarded to the NENA
President within 3 months of the conclusion of the event. Copies of the evaluations will be sent to
the chairperson of the next conference committee within 3 months of conclusion
of the event.
6.
The host
Conference committee shall arrange a place for NENA’s Annual General Meeting
and Board of Directors Meetings.
7.
The Provincial
committee will pass on the “Conference Helper” manual to the appropriate Provincial
conference committee. (see list on inside cover of manual)
NENA
RESPONSIBILITIES
1.
The President
shall be responsible for ensuring that collaboration occurs with the host
Provincial committee regarding schedule of NENA meetings during the conference
and provide a list of NENA Board of Directors.
2.
Ensure the
Provincial host committee have access to NENA's networking resources. For example, NENA will advertise the
conference in “OUTLOOK” and NENA website.
3.
The liaison
person representing NENA for the conference committee shall be the Provincial
Director.
4.
NENA shall
provide seed money to the Provincial committee. The amount to be approved by
the NENA Board of Directors.
5.
The NENA Board
of Directors will choose a time for its Annual General Meeting in collaboration
with the Provincial committee. The
Annual General Meeting will be incorporated into the conference program. In the event of a multi-disciplinary
conference, there will be no concurrent nursing sessions scheduled during
NENA’s AGM.
6.
NENA shall
supply a list of its Board of Directors to the host provincial committee. VIP consideration and courtesies shall be
extended to this group as mutually agreed upon prior to the start of the
conference. VIP considerations may
include:
7.1 Being met and
escorted to the hotel/meeting place.
7.2 Access to the
host's hospitality room.
7.3 Others.
7.
NENA will
provide the host Provincial committee with arrival dates and times of NENA’s
Board of Directors.
8.
NENA have set up guidelines for
exhibitors, including costs, displayers' lists, and contracts. (see Conference
Helper manual)
9.
The
NENA Treasurer will provide access to the National membership list to the host
Provincial committee when requested.
10.
NENA will provide speaker letters,
custom information for out of country speakers, and other assistance including
protocol information when requested. (also see Conference Helper manual)
11.
NENA have guidelines
for the conference planning committee chairman as well as a time line for the
conference. (see Appendix G)
12.
NENA Board will
be available for the introduction of speakers when requested by the Provincial
committee.
13.
The NENA Board
may be asked by the host Provincial committee to be speakers at the conference.
14.
NENA requests
that the host Provincial committee provide a room for several hours for the
NCAC chairperson to host a “meet and greet” event. Any National Course Instructor and those
delegates interested in learning more about the courses endorsed by NENA would
be encouraged to drop by for information on NENA sponsored courses. NENA will cover the cost of this room unless
it is offered gratis as part of the conference package. Date and time to be decided in collaboration
with the Provincial committee.
FINANCIAL
CONSIDERATIONS
1.
Hotel cost for
the NENA Executive and Board of Directors shall be absorbed by NENA as per
Expense Policy.
2.
Conference
registration fees will be waived for the NENA Board with the exception of meals
and coffee breaks incurred during the conference. The cost of the meals and
coffee breaks covered by the conference fee is to be specified prior to the
conference and will be covered by NENA, when financially feasible. The NENA Board will register for the
conference per instructions from the host Province committee.
3.
Profits shall
be equally shared between the host province and NENA.
USE OF PUBLICATIONS FOR CONFERENCES
1. Syllabus
material for NENA conferences will only be accepted for printing if accompanied
by appropriate references.
2. Any
use of previously published material must be accompanied by written permission
to reproduce by the author and/or publisher.
NENA
NATIONAL CONFERENCE REFERENCE
CONFERENCE PLANNING COMMITTEE
Establish a conference committee to enhance the
educational needs of the membership.
Committee to be comprised of:
The Conference Chairperson shall be directly
responsible to the Provincial group and maintain communication with the
Provincial Board. They shall be hereafter
referred to as the Conference Committee.
POSITION
DESCRIPTIONS
CONFERENCE COMMITTEE - Co-ordinates
all committees and gives guidance where necessary.
-
Establish a time line to meet conference
objectives.
CHAIRPERSON -
Shall run any and all meetings connected
with the conference.
- Shall submit an agenda to the committee members prior
to each planning meeting.
- Ensures Conference Manual is forwarded to successive
province
SECRETARY -
Shall record all minutes of the meetings.
-
Maintain an updated list of all committee
members.
-
Ensure that all committee members,
Provincial Director and NENA President receive copies of minutes.
-
Attend all planning committee meetings.
-
All original copies of the minutes shall
be the responsibility of the secretary.
-
Maintain a record of correspondence and
committee work.
TREASURER -
Shall develop a budget and provide the
Conference committee, Provincial Director and NENA President with documentation
of income and expenditures.
PUBLICITY -
Shall develop preliminary marketing
information 9-12 months prior to the conference.
- Conference
materials should be mailed out at least 3-4 months prior to the conference
date.
SUB-COMMITTEES -
Should be chaired by a person with
previous working background of the committee concerned.
-
Shall be responsible to the conference
committee.
-
Shall ensure that financial
reimbursement policies are followed.
-
Will retain copies of correspondence
and progress of all committee work.
NOTE:
The
Conference committee executive will approve the sub-committee members. This shall be done by submission of names of
those interested in working on the committee or those knowledgeable in specific
areas.
A
“Conference Helper” manual +/or electronic files has been put together to
assist the Conference Committee in planning their event. This is intended as a guide only. Any questions or
clarification should be directed to the Provincial Director or the NENA
President.
NENA NATIONAL CONFERENCE PLANNING TIMETABLE
2 ½ year prior to conference date
·
discussion at
NENA Board of Directors Meeting (6 months prior to upcoming NENA conference)
regarding the next national conference:
location, dates, hosting provincial group.
2 years prior to conference date
·
NENA Board of
Directors Liaise with Provincial Group to determines site (city) of next
national conference
1 ½ years prior to conference date
·
date(s)
finalized
·
hosting
facility booked
1 year prior to conference date
·
conference theme
determined
·
nation-wide
“Call for Abstracts”
9 months prior to conference date
·
deadline for
receipt of abstracts and selection committee determines conference speakers
6 months prior to conference date
·
conference
posters distributed to all emergency departments throughout Canada, regardless
of bed size of facility
No less than 4 months prior to conference date
·
conference
brochures mailed to all NENA members
·
following a 2
week delay period, to demonstrate benefits of membership, conference brochures
mailed to all emergency departments nation-wide
NENA DISPLAY BOOTH GUIDELINES
PURPOSE
NENA believes that the display booth should portray
the professional image of Emergency Nursing.
The booth allows members and non-members to identify and interact with
members of the Board of Directors.
LOCATION/SET UP
The booth should be located in the exhibit area, or
nearby the registration area. The booth
should contain one 6-8 foot table, draped appropriately and two chairs. Access to the booth should be open and
inviting to delegates. No charge should be levied for the booth.
PERSONNEL
The booth should have 2 representatives from the NENA
Board of Directors, whenever possible, during conference hours of
operation. A schedule will be developed
and maintained by a member of the NENA Board of Directors.
CONTENT
It is recommended that photographs of the current
Board be displayed in the booth. The
booth should promote national projects and products.
Information concerning upcoming conferences and events
shall be encouraged.
Posted
Jan 11 2010, 07:53 PM
by
CarlsonStephanie