- About Archives
- About SAA
- Careers
- Education
- Publications
- Advocacy
- Membership
I. Purpose
Working closely with the SAA Executive Director and staff, the Host Committee serves as an advisory group to, and onsite extension of, the conference staff. Committee members provide their knowledge of the local area and its history and ideas for the non-program-related arrangements associated with the Annual Meeting.
The conference staff works with Committee members’ suggestions, the SAA Council-adopted budget, and the input of the SAA President and other leaders and staff to explore options and make final decisions and arrangements. Committee members also contribute promotional information (including articles, photographs, and online-only information about the host city) and serve on site as registration personnel.
II. Committee Selection, Size, and Length of Terms
The SAA Vice President / President-Elect appoints the chair and members of the Host Committee for the meeting over which he/she presides as president. The chair recommends members of the Host Committee from the geographic area in which the Annual Meeting is being held. The chair may wish to designate one or more co- or deputy chairs. The Host Committee is appointed one year or more before the Annual Meeting and serves through that meeting. Members of the Host Committee must be members of SAA, although non-SAA members may be asked to advise or assist the committee.
Host Committees generally establish subcommittees to facilitate their work. The number and responsibilities of these subcommittees is left up to the needs and wishes of each Host Committee.
III. Reporting Procedures
The Host Committee chair submits a report to the SAA Council (at the Annual Meeting or soon thereafter for online consideration) that addresses the extent to which Host Committee activities addressed diversity issues, evaluates the success of the Host Committee work process over the course of the year, and outlines issues encountered or to be addressed by future Host Committees. The Host Committee chair or co-chairs should be available to advise the incoming chair/co-chairs of the next year’s Committee to ensure transfer of knowledge.
IV. Duties and Responsibilities
The Executive Director and conference staff are responsible for:
The Host Committee’s primary duties are the following:
A. Identify, research, and recommend:
B. Help promote the meeting and supply articles, images, and other written materials.
The Host Committee works closely with the SAA Executive Director and staff throughout the year prior to and during the Annual Meeting. Activities led by the Host Committee include but are not limited to:
C. Collect, compile, and use available communication mechanisms (social media, conference website, materials in the registration area) to present local information to potential Annual Meeting registrants. The Host Committee should develop and post actively on an Annual Meeting blog, which should include links to Annual Meeting information tracked and publicized by staff on the SAA website (such as repository tours and session information), as well as the following local information:
D. Coordinate and supply volunteers (both Host Committee members and other volunteers) for staffing of the “Advance Registration” desk during conference hours.
SAA is not able to waive registration fees for Host Committee members or other volunteers.
V. Meetings
The Host Committee meets as many times as is necessary before the Annual Meeting. SAA staff members attend some of these meetings. Meetings may be conducted in the host city, via conference call, or via alternative remote meeting technologies.
Approved by the SAA Council: September 1988
Revised: June 1992, December 2012