Annual Meeting Guidelines

By on January 18, 2016

Annual Meeting

 

An annual meeting of the MAPPA membership shall be held within the confines of the seven states of the region. To provide for maximum participation of the membership at annual meetings, the meeting sites will be rotated within the seven states. The purpose of the annual meeting is to provide an education forum for the exchange of information amongst the members of the Association. This meeting is also the site of the annual membership business meeting of the Association. Annual meetings are to be revenue neutral at minimum or generate a small profit.
The recommended site for the meeting shall be determined by a Site Selection Committee that shall consist of the Past President, and Junior and Senior APPA Board Representatives. The Past President will chair this committee. To ensure adequate time for planning the event, the site selection should be made at least two years in advance.

To assist with the planning for the annual meeting, there will be two committees of MAPPA. The Host Committee, comprised of individuals from the host institution(s), will be responsible for all physical arrangements for the meeting to include housing, meals, receptions, special transportation requirements, meeting rooms, and vendor displays. The Chair of the Host Committee shall be a member of the MAPPA Board of Directors. The Program Committee, chaired by the MAPPA President Elect, shall consist of the MAPPA Education Committee and two at-large members of the Chair’s choice. The Program Committee shall be responsible for planning the educational and information exchange programs. The Host Committee will work closely with the Program Committee to provide on-site support, and plan a Spouse/Guest program and entertainment that will complement the educational program.
The chairs of the Host and Program Committees shall present to the MAPPA President a budget for the annual meeting, to include the proposed registration fee early in the year of the annual meeting. The President will distribute this information to the Board for their approval. The Host and Program Committees will use the Annual Meeting Final Report from the previous meeting to assist them in preparing the budget and establishing the fee. The Host and Program Committees shall provide regular updates to the MAPPA Board as the planning progresses, identifying any concerns so they may be addressed early in the planning process.
MAPPA may fund up to 20 “first-time” scholarships for each Annual Meeting. MAPPA will waive the registration fee and reimburse travel expenses for non-APPA presenters, if requested.
Upon selection as a site for an upcoming Annual Meeting, the Host Committee Chair shall make arrangements with the MAPPA Treasurer to establish an account for the meeting. The finances may be run through the host school’s accounting system (if permitted), or a separate checking account may be established. The Treasurer will provide seed money up to $3,000 for the Host Committee to begin making arrangements. The seed money is expected to be returned to MAPPA at the end of the meeting and is not intended to be included in any revenue.
Once the site and date have been selected, the Host Committee shall provide that information to the newsletter editor so that it may be included in the list of upcoming activities in the newsletter. As the date approaches, the Host Committee will promote the conference by submitting articles to the newsletter; registration materials may also be established on the MAPPA website through the newsletter editor.
The following are previous and future meeting sites and hosts:

1989 Chicago, Illinois (University of Chicago, School of the Art Institute of Chicago)
1990 Racine, Wisconsin (University of Wisconsin-Parkside, University of Wisconsin-Milwaukee, Marquette)
1991 St. Paul, Minnesota (Bethel College and Seminary, Carleton College, St. Olaf College)
1992 Iowa City, Iowa (University of Iowa)
1993 East Lansing, Michigan (Michigan State University)
1994 West Lafayette, Indiana (Purdue University)
1995 Madison, Wisconsin (University of Wisconsin-Madison)
1996 Urbana/Champaign, Illinois (University of Illinois-Urbana/Champaign)
1997 Columbus, Ohio (The Ohio State University)
1998 Bloomington, Minnesota (University of St. Thomas, University of Minnesota)
1999 South Bend, Indiana (University of Notre Dame)
2000 Ann Arbor, Michigan (University of Michigan)
2001 Madison, Wisconsin (University of Wisconsin-Madison)
2002 Ames, Iowa (Iowa State University)
2003 St. Louis, Missouri (Southern Illinois University, Eastern Illinois University)
2004 Cleveland, Ohio (Case Western University)
2005 St. Paul, Minnesota (University of Minnesota, Minnesota State System)
2006 Indianapolis, Indiana (Indiana University, Purdue University-Indianapolis
2007 Grand Rapids, Michigan (Ferris State University, Grand Valley State University, Western Michigan University, North Central Michigan College)
2008 University of Minnesota (at Madison, at Milwaukee, Medical College of Wisconsin)
2009 University of Iowa
2010 Western Illinois University
2011 Cincinnati, OH (Cincinnati State and University of Cincinnati)
2012 Minneapolis, MN (University of Minnesota)
2013 Grand Rapids, MI (MiAPPA and Michigan State University)
2014 West LaFayette, IN (Purdue University)
2015 Milwaukee, WI (University of Wisconsin Milwaukee)
2016 Iowa (Iowa State University)
2017 St. Louis, MO (Joint Conference with CAPPA region)
2018 Cleveland, OH (Cleveland State University)

 

Suggested Agendas and
Formats for Meetings

To assist with the planning for the annual meeting and to provide continuity for future meetings, suggested agendas, and format for the Annual Meeting, Membership Business Meeting and the Spouse/Guest Programs have been included below.

Proceedings of the Annual Meeting

After the meeting, presenters are encouraged to submit their presentations to the MAPPA webmaster for inclusion on the MAPPA web page.

Annual Meeting Final Report

The Host and Program Committees shall supply the Board of Directors with a complete financial statement of the Annual Meeting by the first scheduled Board Meeting following the Annual Meeting, usually held in early December. The Committee Chairs will present the information at the Board Meeting.

The Host Committee shall provide to the Board of Directors a detailed report of the Annual Meeting to be used in conjunction with the planning calendar as a guide by the next Host Committee. The report shall include, but is not limited to the following information:

  • Copies of all final program materials (invitation and registration packets, etc.)
  • Final attendance and registration figures (grouped by participants, spouse/guests, retirees, APPA guests, etc.)
  • Database of vendors (including those contacted as well as those participating), including address, e-mail, phone, and fax
  • Copies of all correspondence to participants, sponsors, and vendors
  • Calendar of planning activities
  • Comments regarding successes and failures of activities that would be useful to subsequent Host and Program Committees
  • Explanation of processes or activities specific to the host institution (i.e., payment of staff working at conference, policies for host school employees attending the conference, etc.). While it is recognized that each institution has their own set of guidelines for handling such activities, it is helpful in planning to know what has been done previously at other schools.

 

Annual Meeting – for Members

Sunday
Morning Golf Outing (can also be on Saturday)
Afternoon • Registration
• Campus Tour (optional)
Evening • Vendor Exhibits
• Reception & buffet dinner in Exhibit Hall
• Reception for first-time attendees (to include Past Presidents & MAPPA Board Members)
• Board Meeting
Monday
Morning • Registration
• Breakfast
• Welcome Address (host)
• Keynote Address
• Educational Programs
Noon Lunch in Exhibit Hall
Afternoon • Experience Exchange
• Table Talk (small group discussion)
• Exhibit Hall closes
Evening Social function
Tuesday
Morning • Breakfast
• Business Meeting
• Educational Programs
• Large- and Small-school Exchange
Noon Lunch
Afternoon Educational Programs
Evening • Social Hour
• Annual Banquet
Wednesday
Morning • Breakfast
• Optional Tours
Noon Meeting Concludes

Annual Meeting – for Spouses & Guests

Sunday
Morning Golf Outing (can also be on Saturday)
Afternoon Campus Tour (optional)
Evening Reception & buffet dinner in Exhibit Hall
Monday
Morning • Breakfast (with regular program)
• Special Program of general interest
Noon Lunch in Exhibit Hall
Afternoon Tour (local special-interest places)
Evening Social function
Tuesday
Morning • Breakfast
• Local Activities (tour, shopping, etc., to include lunch)
Evening • Social Hour
• Annual Banquet
Wednesday
Morning • Breakfast
• Optional Tours

Annual Business Meeting

  • Minutes of Previous Annual Meeting
  • Minutes of Other Membership Meetings
  • Treasurer’s Report
  • Report of the MAPPA President
  • Reports of MAPPA Committees
    • Nominating Committee
    • Next Annual Meeting Host Committee
    • Education Committee
    • Membership Committee
    • Scholarship Committee
    • Site Selection Committee
  • Report of MAPPA Newsletter Editor
  • Reports of MAPPA Representatives to APPA Committees
  • Report of Senior Representative to APPA Board
  • Remarks by any APPA Officers Present
  • Old Business
  • New Business
  • Remarks by Incoming President
  • Adjournment

 

Annual Banquet

The Master of Ceremonies will be the Annual Meeting Host.  Official ceremonies begin at the conclusion of the dinner.

  • Recognition of Special Guests
    • Head Table
    • APPA Officers Present
    • New MAPPA Board
    • Dignitaries or Special Guests
  • Presentation of any Special Awards
  • Recognition of Outgoing Board Members
  • Installation of Officers
  • Remarks by the Outgoing President
  • Exchange of the Gavel
  • Remarks by Incoming President
  • Entertainment
  • Adjournment

 

Annual Meeting Planning Calendar

In advance …

2+ years • Reserve hotel meeting space
• Report to Board on arrangements
• Assemble Host Committee
1 year • Report to Board at annual meeting
• Arrange for Nov/Dec Board meeting at hotel
10+ months • Host MAPPA Board meeting at hotel
• Tour hotel and facilities
9 months • Send out “save the date” postcards and emails
8 months • Send planning budget to MAPPA board for approval
• Send invitations to Business Partners
7 months • Go live with annual meeting web site
• Write article for MAPPA newsletter
6+ months Open Business Partner registration
5+ months • Business Partner registrations due
• Arrange for photographer
• Make contacts for tours
• Begin to gather information for registration and welcome packets
• Obtain mailing list of non-APPA schools in the area and send invitations
4+ months • Open attendee registration
4 months • Assign tradeshow booths
• Meet with pipe and drape providers
• Order ribbons for nametags
3 months • Business Partner fees due
• Order & reserve transportation (buses, vans, etc.)
• Select charity
• Gather speaker AV needs
2+ months • Solicit unfilled sponsorships
• Registration deadline (without penalty)
• Compare hotel registrations to conference registrations and make necessary contacts
2 months • Release booth “wait list”
• Order welcome bag items
• Reserve guest room(s) for speaker(s)
• Send confirmations in a group or as they come in – include travel information
6 weeks • Purchase prizes
• Create signage
• Check reservations with rooms held
• Compare hotel registrations to conference registrations and make necessary contacts
• Confirm speaker AV needs
• Confirm photographer
1 month • Finalize host employee participation
• Confirm transportation and other reservations
• Order gifts and supplies (name tags, sign boards, etc.)
• Create special tickets (drink, meals, events)
• Finalize details for programs
2 weeks • Print name tags, packet materials, sign boards, final programs
• Confirm AV needs
• Confirm meal counts
• Assemble registration packets and welcome bags
• Check and recheck all details
• Go to hotel and walk through locations of everything – try to think of all the “what ifs” and plan for everything possible
• Arrange for message board at registration desk
Event • Enjoy!
2 days after • Clean up
1 week after • Write thank-you notes
• Post presentations and photos to web
2 weeks after • Prepare final report for MAPPA Board
2 months after • Attend MAPPA Board Meeting & present final report