Convention Committee

Committee Mission Statement: The mission is to plan, organize and conduct the annual conventions as mandated by the bylaws; to offer the membership the opportunity to discuss the business of the Association, to learn from their peers and from invited speakers, and to meet each other in a relaxed and non-competitive environment.

Convention Committee

Committee Mission Statement: The mission is to plan, organize and conduct the annual conventions as mandated by the bylaws; to offer the membership the opportunity to discuss the business of the Association, to learn from their peers and from invited speakers, and to meet each other in a relaxed and non-competitive environment.

Strategic Plan Goals related to Convention Committee

    

 

 

Goal: EDUCATE - Deliver essential knowledge to the optometric team.

Strategies:

  1. Conventions - Provide statewide, regional, and virtual meetings with relevant education. 

 Click here for committee members


Committee Membership Responsibilities

Timeline

Convention Chair:
  • Oversee all chairs that serve on committee; determine final agenda for spring and fall convention.  Adhere to policies set forth by the ArOA Board of Directors and meet strategic plan goals.
  • Oversee all committee members are completing tasks
  • Make sure CE chair has speakers confirmed (by November for Spring; by April for Fall)
  • Make sure Exhibit chair has input on set up of exhibits
  • Review sponsorships with executive director
  • Help with determining social events (with social chair)
  • Check with Executive Director that convention locations and dates are set at least one year in advance (exception: fall convention dates are set around UA home ballgames and must wait until schedule comes out)
CE Chair: Responsible for developing education programs, enlist speakers for annual conventions in spring and fall.  Fulfill the needs of the members by making quality and diverse educational opportunities available at an affordable price to as many members of the Association as possible.
Task: Secure Speakers

Timeline: 6 months prior to convention (by November at the latest for spring; April for fall)
  • Speakers must provide COPE approved CE (20 hours in the spring = 19 COPE + 1 Ark. Jurisprudence in Spring; 11 or 12 COPE hours plus one hour of Ark. Jurisprudence in Fall).  Fall and Spring Conventions should also provide 2 hours required for AP credentialing)
  • Utilize past convention evaluations & list of past speakers & trending topics for topic selection
  • Negotiate individual courses with speakers and total amount of time.
  • Find out how much speakers charge.  Typically pay no more than $500/hr for top speakers; local MDs that wish to speak will receive $100/hour stipend.  Most are willing to speak for free for referrals.  If they want to donate the stipend to the Foundation, they can. But an honorarium will be given.
  • Send information to ArOA office with speaker name, contact information (phone and email), the courses they will provide and the amount of honorarium.  ArOA office will execute contracts.
  • ArOA pays honorarium, reimburse coach airfare booked 30 days in advance, meal per diem set at the IRS reimbursement rate, parking at airport and luggage fees.  ArOA will provide complimentary registration for full convention and up to 2 or 3 nights at host hotel (accommodations for hotel made by ArOA.  Number of nights determined by needs of speaker.)
Speaker Liaison 
Find a volunteer (or yourself) to make sure that the speakers:
Contact speaker one week in advance
Have provided best type of communication while in town and in transit (cell, email or text)
Double check that the speaker arrives at the hotel in time
Make a connection upon arrival and pick up registration materials for speaker, make sure they got into their hotel room, have plans for meals, depart to airport on time and have transportation to and from airport.  (Shuttles from hotel or cabs are appropriate).
Have a bottle of water or other refreshment during lecture and refresh as needed if it’s a long day
Make sure a/v and other requested needs are met
Be contact person between ArOA and speaker - this way speaker has dedicated person that can let staff know what the needs are.
Introduce speaker to the student who will introduce him/her
Exhibit Chair:  Assist staff with exhibitor recruitment; greeting exhibitors during convention; helping with set up of exhibits
  • Work with Executive Director and chair to review set up of exhibit hall; exhibit hall hours; exhibitor events
  • Think of ideas to engage exhibitors with attendees
  • Send thank you notes to exhibitors (can be after registration or after convention)
  • Personally welcome each exhibitor and thank them in person at convention
  • Discuss ideas to engage interaction with exhibitors
  • Review exhibitor surveys and make suggestions for future exhibit halls
Para CE Chair: responsible for recruiting speakers for Para education; securing and finding sponsorships for Para CE; helping with getting Para CE AOA, ABO Arkansas ABO approved
Task: Secure para speakers
Timeline:  4 months prior to conventions (both spring and fall)
  • Provide 3 hours of Arkansas ABO approved CE every year at Spring
  • Provide Ark. ABO Jurisprudence in odd years (this one is at same time as a non-ABO course)
  • Provide 6 hours of AOA CPC (CPOA, CPOT, CPOC mix) CE in the fall
  • Check with executive director for budget
  • Determine courses and check certifications
  • Provide Executive Director with contact information to set up contract with speaker
  • Remind ArOA staff to get certificates for credentialing (Ark. ABO must form from their website must be turned in 90 days in advance; AOA and ABO/NCLE is 60 days)
Task: During Convention
  • Make sure that speaker arrives and is in room
  • Make sure speaker has all of their a/v equipment requested and let ArOA staff know if speaker needs anything
  • Make announcements
  • Stamp certificates, have people sign in, etc for credentialing purposes
Task: Door prizes
Timeline: Before convention
  • Secure door prizes from vendors to giveaway during classes

2024 Partners

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