Revised as of April 2007

General Statement

The Host Organization shall comply with and adhere to all current and future revisions of this document. The biennial conference is a cooperative function between Deaf Seniors of America, Inc. (DSA) and the Host organization. These policies are intended to provide guidance in the preparing and conducting of the biennial conference by the Host Committee.

To further understand the set up of this document is divided into three categories:

B for both the Host and DSA  -pages 2, 3, and 4

D for DSA - page 5

H for Host -pages 6 and 7

BOTH HOST AND DSA

Budget/Financial Report/Membership

The DSA Board and the Host Committee shall be responsible for overall biennial conference expenses. The Host expenses shall be under the complete purview of the State/Host Organization. The Host Committee and/or the State/Host Organization shall not commit DSA to make expenditures which are not approved in advance.

The Host Committee shall be responsible for budget expenses including, but not limited to: (a) postage, i.e. postal mail, express delivery, and freight; (b) photocopying; (c) camera-ready artwork production; (d) office supplies; (e) travel (per diem, hotel, mileage, tolls, and parking except where specified in the Memorandum of Understanding); (f) telephone, faxes, long distance calls, and e-mail charges, and (g) umbrella insurance policy coverage.

All books must be completed and audited within six months after the Conference.

Membership data and dues must be sent to DSA Treasurer within six weeks of the conclusion of the Conference.

It is the responsibility of the Host Committee to collect membership dues from anyone who desires to register for the Conference.

Complimentary Conference Combination Ticket

Each Past President(s) shall be awarded a Conference Combination ticket for life. Such complimentary tickets and up to two extra combination tickets may be purchased at early bird rate up to 30 days prior to the conference for Past Presidents and special guest speaker(s).

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Complimentary Lodgings and Host Responsibilities for Lodgings

DSA shall cover a Keynote speaker's flight and combination ticket cost. The Host conference shall be responsible for the speaker's lodging up to two nights at the conference headquarters.

Contracts/Contractual Commitments on Behalf of DSA

The Host Committee shall not enter any contractual agreements with any individual business or organization which obligates DSA financially, legally, and otherwise for any program, products, or services related to the biennial conference, including events and activities immediately prior to, during, and immediately after the biennial conference without approval from the DSA Board.

The local organization understands that any and all contracts governing the biennial conference must be approved by the President of DSA and/or the DSA Board.

Events -

Opening Ceremonies shall include but not limited to:

D-President welcomes Members and introduces Board Members.

H-Local Chair welcomes and provides Entertainment

Closing Ceremonies may include but not limited to:

D- Installation of elected Officers.

D-Awards

H-Entertainment, optional

Forum- This shall take place at the pleasure of the DSA Board.

Luncheon: Entertainment (optional); If included, DSA Board will be responsible for the Awards portion of the program.

Banquet: If included, DSA Board will be responsible for the Awards portion of the   program. The host committee shall arrange seating of the board members together at the banquet.

Ballroom: Optional, If included, DSA Board will be responsible for the Awards portion of the program.

Exhibit Hall Booths

The Host Committee shall, with the prior approval of the DSA Board, procure the contractual services of an official exposition site for the biennial conference. The Host Committee shall be the primary point of contact for exhibit hall space reservations.

Fund Raising/Sponsorship

The Host Committee shall not engage in or initiate any national fundraising contacts/efforts without prior approval of the DSA Board prior to the conference hosted by other organizations. The Host Committee shall present such requests in writing with a detailed explanation.

It is further understood that most fundraising contacts/efforts shall be recognized as conference sponsorships. The Host Committee shall work closely with the DSA Board in their efforts to secure sponsorships.

Liability Insurance Coverage

The Host Committee shall provide the DSA Board with proof of liability insurance for all events and activities specifically related to the DSA biennial conference.

The DSA Board shall ensure that all biennial conference contractual agreements with DSA and the Host Committee include hold harmless and indemnification provisions.

Further, DSA shall obtain appropriate certificate of insurance documentation from every contractual party which shall name as additional insured DSA and the Host Committee.

The Host Committee shall work with the DSA Board in procuring appropriate liability insurance coverage for the biennial conference and to include coverage related to terrorism and acts of God.

Program/Schedule

The DSA Board and the Host Committee shall jointly develop the biennial conference program.

See Events category for specifics.

Any suggestions on this?

Public Relations

The Program Book shall be the responsibility of the Host Committee with input and advice from the DSA Board.

Full DSA advertisement shall be inserted in DSA Conference program book at no cost.

Priority shall be given to publishing at least two (2) pages of information in New Horizon immediately after the preceding conference. Additionally, if mutually agreed upon by the Editor and local conference host, a special issue could be published, at the expense of the local host.

Theme/Logo

The DSA Board shall have final approval for the biennial conference theme/logo proposed by the Host Committee.

DSA

Advertisement

A full page advertisement shall be inserted in the DSA Conference program book at no cost to DSA.

Awards Presentations

DSA Board shall, through its Awards Committee, serve as the central point contact for awards presentations during the biennial conference. The DSA Board shall consider nominations for special awards from the Host Committee. This may take place during any one of the events.

Awards to be presented are:

Extra Mile Award

Distinguished Service

Organizational Achievement

General Meeting

The President shall run the meeting. Changes in Bylaws will be run by the Vice-President. Also, election of officers and election of subsequent Conference Host will take place.

Conference Bids: The DSA Board shall serve as the central point of contact for conference bid activity during the biennial conference. Formal bid presentation is made after the final business session.

Election: A voting section shall be established.  Only people within this section will be counted.

HOST

The Host Organization shall comply with and adhere to all current and future revisions of this document. The biennial conference is a cooperative function between Deaf Seniors of America, Inc. (DSA) and the Host organization. These policies are intended to provide guidance in the preparing and conducting of the biennial conference by the Host Committee.

Artwork

The Host Committee shall be responsible for providing camera-ready artwork for the approved theme/logo to the DSA President, including letterhead design. The Host Committee shall collaborate with the DSA Board on program book design and artwork of the contents.

Audiovisual Services

The Host Committee shall make arrangements for audiovisual services for the DSA biennial conference. These services shall be coordinated with the DSA Board.

Budget

The Host Committee shall be responsible for budget expenses including, but not limited to: (a) postage, i.e. postal mail, express delivery, and freight; (b) photocopying; (c) camera-ready artwork production; (d) office supplies; (e) travel (per diem, hotel, mileage, tolls, and parking except where specified in the Memorandum of Understanding); (f) telephone, faxes, long distance calls, and e-mail charges, and (g) umbrella insurance policy coverage.

Captioning Services

The Host Committee shall procure contractual services of an official captioning services vendor for the biennial conference.

Catering Services

The Host Committee shall procure the services of official catering/food service vendors for the biennial conference.

Complimentary Lodgings and Host Responsibilities for Lodgings

The Host Committee shall be responsible with making arrangements for complimentary suite lodgings for the President of DSA and the Host Committee Chair.

Host committee shall reserve rooms for board members for the conference dates unless informed in advance.

Host Chair

Selection of the Host Chair shall be the responsibility of the Host Organization. The Host Organization shall oversee the activities of the Host Committee Chair, who shall maintain close communication at all times with the DSA President.

Membership

Electronic copy of conference attendees' mailing addresses will include postal mailing addresses and email addresses and that appropriate person to receive this information is the DSA Treasurer

Registration

The Host Committee shall be responsible for all pre-conference registration activities, including preparation and placement of registration information in NEW HORIZONS, the official DSA publication.

Tours

The Host Committee will have full responsibility of having tours and any other activity prior to Opening Ceremonies.

The Host Committee shall allow special event tickets other than combination tickets to be transferred from owner to buyer if necessary.

The Host Committee shall allow DSA members aged 85 or older purchase special event tickets during the conference when applicable.

Workshops

The Host Committee shall plan for workshop seminars and may plan for special topic meetings with input from the DSA Board.

It is highly recommended that the Host Committee shall have more emphasis on topics relating to Wellness.

Special Services

The Host Committee shall contact/hire the American Association of Deaf and Blind (AADB) for assistance in accommodating to the needs of the Deaf/Blind conference attendees.

The Host Committee shall have someone to coordinate Special Service Provider (SSP) services (Volunteers to help visually impaired persons from one place to another, and/or those needing wheelchair assistance)

Attachment of Sample Chart of Events

Any suggestions as to how we should attach this?

Ron:  I recall you suggesting how to do it so please resuggest how to do it .

THANKS.

JIM

Just click on "Table" on the menu at the top of MS Word page and select insert table, then click on Table.  You will be asked how many rows and columns you want.  Then go ahead and fill in the boxes.  I will start with a sample here.  Remember that the table will become part of your document-no need to add special formulas, etc.

You can add or delete columns or rows.  You can even combine four rows into one (example: Wednesday morning) by using "merge cells" in the Table menu.  You can even adjust columns to different widths and add colors or shadings to the cells.

And, it is fun to do tables!