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(City and/or Year) Convention Coordinator
ABA Job Description

 

BASIC FUNCTION
In consultation with the (City and/or Year) Convention Committee, the Convention Committee, and the Hotel Coordinator, makes decisions on all aspects of the convention, including the physical arrangements. He/she shall work closely with the person who will be president at the time of the convention to coordinate the total program and all proposed actions.

 

CONVENTION COORDINATOR QUALIFICATIONS
1. Possess leadership and organizational skills
2. Experience in working with hotels desirable
3. Have the time required to coordinate all convention activities

 

CURRENT PROCEDURES

  1. The (City and/or Year) Convention Coordinator is selected by the Convention Committee.
  2. Shall become thoroughly familiar with ABA Constitution, Bylaws, and Standing Rules, by which all conventions are bound.
  3. Study carefully the Convention Guidelines and Directives.
  4. Inform convention committees of pertinent information in the guidelines.
  5. Begin to plan the convention two to three years ahead.
  6. Select the convention committees. Convention guidelines state that the (City and/or Year) Convention Coordinator shall appoint all of the convention committees.
  7. The Hotel Coordinator negotiates a hotel contract.
  8. Set up a budget and instruct the committees as to the constraints and procedures to utilize the funding.
  9. Determine the convention bell and find a manufacturer. Establish a contract. Request advance loan to fund down payments on bell, tours, and other early needs.
  10. Convention coordinator will establish desired tour(s), determine that the proper safety precautions will be in effect. Negotiate the cost and draw up a contract(s) to be signed by the Convention Committee Chair, and the ABA President after approval by the Legal Advisor/Executive Board.
  11. Select any desired entertainment and have contracts drawn up. 
  12. Keep in close contact with the ABA President of the convention to coordinate programs, meetings, master of ceremonies, etc.
  13. Keep a file of all details for the next (City and/or Year) Convention Coordinator.
  14. Contact all district chapters to ask for their assistance.
  15. Meet The Bell Tower and website deadlines for all convention articles.
  16. The year before convention is the action year and it is constantly filled with publicity, scheduling, and related activities.
  17. After convention, ensure that the Convention Treasurer sends out all reports as specified in the Convention Guidelines and Directives.
  18. The convention shall be held during the period of June 15 - July 15.

 

All ABA Position Instructions
(officers, appointments, coordinators and committee chairs):
Review your Job Description and send any updates or note of ‘no changes’ to the Job Description Coordinator towards the end of your annual term.
Remit to Treasurer all expenses, with receipts by the end of fiscal year, March 31st.  Committees, whose budgets are large, remit expenses with receipts for payment periodically.
Prepare an annual report for your position and email/mail the report to the Secretary no later than one month before convention.
If a Discussion Form is sent to you by the Secretary, complete and return by email no later than one month before convention.

Important information for name and logo copyrights:
In any print communications there must be the use of the trademarks for the name and logo for ABA.
The first time the organization’s name appears it must be capitalized with the registered trademark following.  THE AMERICAN BELL ASSOCIATION®. 
For the registered trademark: ctrl+alt+r will work on most keyboards.  ®
The name of The Bell Towersm must have a superscript sm after it. 
The sm superscript can be made by clicking the superscript icon in your word processing program sm.
The logo must be the official logo of ABA with the registered trademark.