Accepted
Proposal
The
acknowledged and accepted CO's proposal to USACM is by this
recognition also included as part of the MOU. The accepted
proposal will include all financial details and responsibilities.
USACM recognizes each CO's Congress will have unique requirements
and features, and these should be explained in detail in
the CO's accepted proposal.
General
USACM,
as represented by its Executive Committee (ExeCom), intends
to underwrite the reasonable and approved expenses of the
CO in conducting the USACM National Congress as outlined
below. In return for this underwriting agreement, USACM
expects to receive all the proceeds, in excess of reasonable
and approved expenses, generated by the CO's conduct of
the National Congress.
Specifics
The
Congress is expected to be held for a minimum of three full
days, with a portion of the facilities required for the
registration function the evening prior to the start of
the Congress. Additionally, the facilities may also be required
for optional half-day-long Short Courses to be schedule
prior to the start of and after the end of the Congress.
The preferred days of the week for the Congress are Wednesday
through Friday.
Reporting
The
Vice President of USACM is the designated representative
of the ExeCom for all Congress related activities. The CO
will submit to the USACM VP quarterly update reports detailing
the Congress budget to include proposed expenses and actual
expenditures. The content and format of this financial report
will be approved by the USACM VP. Expenses not anticipated
by the CO in the budget, may be disallowed by the USACM
VP.
Registration
Each
Congress attendee is expected to pay a registration fee
to cover the costs of conducting the Congress. The registration
fee is to include an amount corresponding to the current
USACM membership dues for a period of two years. Students
may be charged a lesser registration fee, but the dues fee
must be included. Registration fees for spouses are expected
to cover the majority of costs associated with any optional
spouse program and do not include the dues fee.
Waver
of registration fees requires prior approval of the USACM
VP. Current USACM policy allows for wavier of registration
fees for the Honors & Awards recipients, except for
USACM Fellow recipients.
The
CO will also collect the registration fee associated with
any USACM underwritten Congress Short Course. Congress Exhibitor,
or supporter, sponsored Short Courses, i.e. not underwritten
by USACM, must be approved by the USACM VP and not incur
any costs to the Congress.
The
CO will make arrangements to accept major credit cards for
Congress registration fee payment and other reasonable forms
of payment.
Facilities
The
CO will secure adequate facilities to conduct the National
Congress in a manner similar to past Congresses. The facilities
will be contracted for in the name of USACM, with the membership
of USACM providing any required guarantee of performance.
The Congress facilities will include at a minimum:
Sufficient meeting rooms for the appropriate number of symposium
sessions,
Adequate audio and visual equipment to conduct the symposia,
Sufficient and suitable lodging for the expected number
of Congress attendees.
Social
Functions
Publications
The
CO will develop and maintain a Congress web site for a period
of two years prior to the Congress start date and at least
one year after the Congress end date. The web site, at a
minimum, will conform to the standards and content of previous
Congress web sites. This web site is intended to be the
main form of communication among prospective and confirmed
attendees.
The
CO will provide all registered attendees with a printed
(hard copy) of the Congress proceedings at the start of
the Congress.
The
CO will provides all registered Short Course attendees with
a printed (hard copy) of the Short Course notes.
Student
Travel Grants
The
CO will offer student travel grants in a number and amount
approved by the USACM VP.
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