Preparing to Host a Zone Meeting or National Convention

Zone Meeting

Memorandum of Understanding

Prior to 2015 NACS-FSA and NASE had a MOU with NACS-RD and NASP to support joint efforts in coordinating Association meetings, including, but not limited to Zone meetings and Annual Convention. The MOU at the National association level has been dissolved; however, each Zone may enter into a MOU with their respective zone counter parts included NASCOE Areas as deemed feasible. The following recommendations are made in these regards.

Schedule for Zone Meetings

Historically, there has been a set schedule for each Zone meeting to be held which allows the potential hosting states to plan ahead and obtain contracts for services needed for these events. Weather the meeting is held jointly or not, the following dates are the historical dates to which the Zones will abide until otherwise changed by the NACS board.

Zone B First weekend of February *Open Third weekend of February Zone D Second weekend of February

Zone C Fourth weekend of February *Open Second weekend of March Zone A First weekend of March

*Zone B and D may request the third weekend of February as an alternative weekend for their meetings in the event they are not able to secure accommodations for their meeting in the weekend designated. Likewise, Zone C and A may request the second weekend of March as their alternative weekend. Under no circumstances will there be two Zone meetings scheduled for the same weekend.

In the event a Zone is unable to secure accommodations for their designated weekend, the hosting State will notify the Zone Representative, the Zone Representative will notify the Association President and the other Zone Representatives.

Guest Speaker Provisions

The Associations have agreed in the past that National Office attendees are guests of the organizations and will not be required to pay a registration fee or costs for meals and/or related events. To assure equity in costs, it is agreed that the Zone Meeting or Convention Hosts should factor into their costs the following:

Zone Meetings: A minimum of 4 Guests for NACS FSA/NASE and 4 Guest for the other associations for a total of 8 Guest registrations.

Annual Convention: A minimum 6 Guests for NACS FSA/NASE and 6 Guest for the other associations for a total of 12 Guest registrations.

Should the associations invite additional guests, they should notify the hosting state for Zone meetings or Convention, and pay the additional registration required to cover the costs of the Guest during the time they are in attendance at the meeting. Should Guests attend only to

speak (guest does not eat any meals, participate in activities or visit the hospitality room), there will be no costs charged, and no registration is required.

Zone Meeting and Convention Location

States bidding to host a Zone Meeting or convention should consult with the other association counterparts and be in agreement as to the location (city or town) and dates of meetings prior to submitting a bid to host either a Zone meeting or National Convention.

States hosting Zone meetings or Annual conventions agree to include the following in planning meetings and calls to assure all parties are aware of plans and for Association Zone Representatives and National Officers to plan the agenda:

Zone Meetings: Zone Representatives and Zone Planning committees (which should include at least one representative from each Association) from the host state.

National Convention: Association Presidents and Convention Planning Committee (which should include at least one representative from each Association).

Host State Bids

Bids to host the zone meeting should be presented to the joint session at the zone meeting one year prior to the date of the zone meeting to be hosted. Employee associations shall each vote on bids to host and members of all associations should participate in preparing a bid.

Site Selection

Site selection for zone meetings should take into consideration ease of transportation access, sufficient space at the facility to accommodate exhibitors and breakout sessions for each association.

Budget

A budget should be set by the host state associations for zone meetings. The host state should plan for costs associated with the number of guest speakers specified above or in a MOU. Prior year host states will provide a valuable resource in preparing a budget and planning the meeting.

Guest / Speaker Gifts

The host state for zone meetings will budget for and acquire gifts (tokens of appreciation) for guest speakers. The host state should plan to present gifts to speakers who are asked to address the membership during the opening ceremony, which often consists of the State Executive Director and a keynote speaker. The FSA National Office personnel and other guests who are invited to speak during the convention should also be presented with a token of appreciation from the host state.

Planning

Zone Representatives in consultation with the host state, the NACS-FSA President and the Zone Representatives of NASE, and any other associations will develop an agenda for the meeting. Zone Representatives are responsible for introducing speakers and conducting the meeting. The NACS-FSA President is an invited guest speaker who will offer support as needed.

Speaker Invitations

The NACS-FSA Zone Representative in consultation with the NASE Zone Representative will develop a list of issues to be addressed and a list of National Office personnel that they

would like to speak at the Zone meeting. The NACS-FSA and NASE Presidents will invite National Office personnel and facilitate the process of securing confirmation.

Registration Fees (Members and Guests)

Registration fees shall be set by the Host State. Separate fees shall be set for members attending the entire meeting and for guests of members. Individual event fees shall also be established, which will allow a determination of minimum fees to be paid by each association for special guests and speakers.

Agenda

In consultation with the NACS-FSA President, a draft agenda shall be developed by the Zone Representative and shared with host state representatives and fellow association Zone Representatives.

Meeting Room Requirements: Zone

Thursday:

A conference style meeting room to allow for the NACS-FSA Zone Representative, NACS- FSA President and NACS-FSA State Presidents to meet for 1 hour is required. (This may vary per zone, typically NASE does not require a meeting room on this date but NACS-RD and NASP generally do)

Friday:

Theater style seating is acceptable for the opening session involving all associations. Room should be set up with a head table on riser with 8 chairs, podium with microphone and a large American Flag. Overhead projector, screen and automation equipment needs are to be determined by the host state. If not joint opening session, see remarks below.

NASE and NACS FSA joint session on Friday, immediately following opening ceremony. Room should be set up with a head table on riser with 6 chairs, podium with microphone; class room seating if possible; center aisle; and a microphone centrally located in the aisle to facilitate questions from the floor. Overhead projector, screen and automation equipment needs are to be determined by the NASE and NACS FSA Zone Representatives.

NACS FSA meeting room for Friday afternoon and Saturday morning –a room set up with a head table on riser with 4 chairs, podium with microphone; class room seating if possible; center aisle; and a microphone centrally located in the aisle to facilitate questions from the floor. An American flag must be in the room on Saturday morning. Hard wired internet for Saturday is required.

In the event that National Office Speakers are unable to attend the meeting as planned; the following back-up plans are required.

1. VTC – One member in attendance from the Host State will have the VTC software installed and a web-cam available for a VTC with the National Office. This system must be tested prior to the meeting on Friday morning. Hard wired internet will be required.
2. Teleconference – A phone with speakers will be made available for a conference call and no video feed.

AV requirements

Typically, the host state will obtain power point projectors with extension cords to make available during the meeting; therefore, reducing costs for the meeting. The host state will determine is a head table is warranted in their break out rooms. Generally, a podium,

microphone, screen and projector are provided (again, they may not be warranted from site to site)

On Saturday, the Zone Representative will typically be required to provide a laptop on which Skype can be used. Portal speakers and a power point projector should also be provided along with hard wired internet or wireless internet at a minimum (although quality of Skype is usually bad with wireless).

Overhead projector, screen and automation equipment needs are to be determined by the NACS FSA Zone Representatives. Some zones will require 5 separate meeting rooms/areas for the Legislative Issues, Management / Personnel, Information Technology, Farm Programs, and Farm Loan Programs committee meetings. Contact the Zone Representative to determine if he or she will need separate meeting rooms/areas for each committee.

Committee meeting rooms should be set up with a head table with a couple of chairs and 15 to 20 theater style seats.

The outgoing Zone Representative shall provide the incoming Zone Representative the historical participation and meeting needs for the zone meetings.

National Convention

The NACS-FSA Convention Committee is charged with making the final selection for the location of the National Convention. All members may make a recommendation to the Committee at any time prior to National Convention in preparation of the next convention.

The National Convention Committee is as follows:

The burden of hosting a National convention will no longer rest solely with a Host State as the purpose of the Convention Committee is to make the site selection and assist with registration, budget and preparations. The committee will consult with the State Association where the National Convention will be hosted to organize some in-state resources; however, the committee will pull resources from all State Associations.

As there will no longer be a “host” state, all first-time attendees who have registered to attend the entire convention will be eligible for a stipend from NACS-FSA at the board’s discretion.

Information regarding the upcoming National Convention will be posted to www.nacs-fsa.org and provided at all Zone meetings.