Purpose

To plan and facilitate an annual conference that addresses the needs of Lamaze International childbirth educators, provides network opportunities, renews commitment to the Lamaze International Philosophy of Birth and provides dynamic keynote and concurrent sessions. The conference also reaches out to others who work in childbirth and early parenting.

Goals

The goals are to increase attendance to 10 - 15% of the membership, to cover all expenses and not operate at a deficit, to have evaluations that are positive in regards to speakers and the general operation of the conference. In designing the conference the goal is to have a balance of sessions which address current trends in childbirth education, promote evidence and research, highlight effective teaching strategies, provides networking opportunities and provide inspiration to childbirth educators-all combining to have a positive impact on birthing women.

Composition

The Conference committee is comprised of the Conference Chair (appointed to three year term(s) by the President), the Educational Council Chair or her appointee, Local Committee Chair, the Continuing Education Chair, and the President, ex-officio. The executive director and the conference staff are also present at the planning meeting.

Responsibilities

The Conference Chair is responsible for leadership and general oversight, including:

· Chairs all meetings of the committee and facilitates communications among the committee members

· Works with the executive director and conference coordinator to facilitate implementation of meeting plans

· Appoints and orientates local committee chair

· Develops and proposes conference objectives, theme and design components

· Provides input on the conference budget

· Reviews program and professional materials

· Supports speakers as needed

· Provides a written report to the Board of Directors

· Compiles evaluations

· Opens and closes the conference, speaking/making announcements at the conference as needed.

· Attends other conferences to identify and recruit potential speakers for Lamaze International.

· Attends Education Council on an as needed basis

· Coordinates with other programs that interface with conference. This includes but is not limited to:

o Faculty meeting/Education Council Governing Body (Faculty chair and Education Council Chair)

o Board of directors meeting (President)

o Journal of Perinatal Education meeting (Journal editor)

o Media center - book signing (Media Center Chair and staff)

o Elections to Board of Directors (Nominating Chair)

o Annual membership meeting (President)

o Fundraiser (Development Chair)

o Film showings (Staff/Media Center Chair)

o Lamaze Publishing Editorial Board (Editorial Board Chair)

o Awards Ceremony (Vice President)

o Scholarship (Education Council Chair)

o FACCE induction (Education Council Chair)

o International attendees (International Chair)

o State/Regional coordinators meeting (Vice president)

o Exhibitors (Executive director/Corporate liaison)

o Program directors (Program Director Chair)

o New LCCE educators (Certification Council Chair)

The responsibilities of the Conference Committee include:

· Develop policies related to the annual conference consistent with overall Board Policies.

· Approve conference theme, objectives and design.

· Select speakers and oversees quality of continuing education content.

· Review continuing education applications.

· Provide general conference planning oversight.

· Make recommendations to the Board choice of future sites for conferences.

The responsibilities of the Local Committee include, but are not limited to:

Chair

· Serve on Conference Committee and attend conference planning meeting.

· Provide input from local committee on speakers.

· Review materials as needed.

· Meet with conference committee for following year at the conference if possible.

· Oversee hospitality and publicity committees.

Hospitality Committee

· Provide and supervise volunteers as session monitors who collect and organize session evaluations.

· Provide volunteers to staff hospitality desk providing information about local restaurants, attractions, entertainment and transportation and other resources (banks, pharmacies, etc.).

· Provide a volunteer to facilitate each film showing.

· Provide leaders to outings around the town as needed (i.e. conference sponsored restaurant trips).

· Suggest local activities/field trips/large group activity as need for conference planning.

· Contact local chamber of commerce to obtain maps and other local information for conference attendees.

· Work with International liaison to provide extra support to International attendees.

· Provide decorations as needed.

· Assist in stuffing conference packets Wednesday evening before the conference (usually 5-7 people are needed).

Publicity Committee

· Identify local sponsors and exhibiting companies.

· Submit mailing lists for advertising.

· Promote conference to local hospitals, childbirth education associations, midwifery groups breastfeeding coalitions, doula programs, nursing schools, etc.

· Keep the local media informed about the conference.

The chair of the Local Committee, Hospitality and Publicity subcommittees receive complimentary registration. The committee also receives one (1) complimentary sleeping room over the dates of the conference (Thursday through Saturday).

No contracts are to be entered into on behave of Lamaze International. All auxiliary programs must have Lamaze International Conference Committee approval.

The Lamaze International Staff implements the policies and carries out the plans of the Conference Committee to include the following:

· Identify and recommend potential hotel sites for approval by Board, and carry out all negotiations with hotel in regard to conference needs.

· Prepare and monitor the conference budget and all costs.

· Publish "Call for Abstracts" for conference presentations, research papers and poster presentations in Genesis and other professional journals.

· Oversee the activities of the Local Conference Committee.

· Coordinate all speaker activity.

· Prepare final conference report (i.e. list of attendees, copy of program) and copy all contact hour information for follow-up by Education Program Coordinator, as necessary.

· Make necessary arrangements for the awarding of contact hours for continuing education credit for conference sessions.

· Work with travel agency to negotiate travel deals.

· Publicize conference in the following ways: place notices in professional journals and mail flyer on conference 6-7 months prior to conference, prepare and mail conference registration brochure 4-5 months prior to conference, promotion on website.

· Recruit and communicate with exhibitors: prepare and mail exhibitor prospectus 6-9 months prior to conference.

· Recruit sponsors for conference events.

· Recruit film exhibitors and contributors for packets.

· Handle registration functions.

· Prepare conference program book.

· Review all packet materials and films.

· Prepare conference evaluation form and all on-site materials.

· During annual conference, meet with Conference Committee for the following year.

· Carry out supervision and implementation of all on-site activities.

· Update conference planning manual as needed.

· Prepare final conference summary evaluation, including registration, exhibit sales, and budget.

Approved: March, 2002