11. Conference Agenda

It is usual to have a standard agenda (Conference Program provides a sample agenda and Conference Business Plan provides a suggested timeline for conference organization)

11.1 The EB will meet one day prior to the beginning of the conference. Agenda will be organized by the Secretary-General and need not concern the organizers except that the EB may request an update from the conference planners.

11.2 The Technical Committee usually meets in a closed session one day prior to the beginning of the conference. Other committees and sections may also schedule special meetings on this day. It is the responsibility of section and committee chairs to communicate any requirements they have for rooms and equipment to the Board before the conference starts.

11.3 The opening day of the conference opening is devoted to section/committee meetings. These are open to all conference delegates and are considered to be an important part of the conference. The agenda for these meetings are set by the section / committee chairs who will inform the organizers of their requirements. Normally these meetings are held one right after the other. It is best if two suitable rooms can be found for this purpose.

11.4 The registration table should be open on the afternoon prior to the conference opening to enable early registration and orientation.

11.5 A IASA conference is usually 4 or 5 days in duration.

11.6 The first morning of the main sessions may include the official opening and the keynote address. The keynote address can vary in duration but will usually be longer than a normal conference paper. It will address an issue(s) of importance to the association(s) as a whole. It may state a position on a controversial matter or address the future of the association(s) or the profession.. It may be given by a member of the association(s) but need not be - it could even be by someone outside the profession. It should touch on the theme of the conference but need not be confined to that theme alone.

11.7 Following the keynote speech /opening session time should be set aside for the first General Assembly of the association(s) in which the EB members give their reports. In an election year this session is also used to count the votes and announce the election results. Local organisers should have recording equipment in place in the hall for the General Assemblies and for the pre and post conference EB meetings. Other sessions may be recorded, but all the speakers must agree.

11.8 Early in the conference, often on the day where the committee and section meetings are taking place a short introductory ‘newcomers’ session designed for first time delegates will be led by the Secretary-General. This could be a joint session if a joint conference.

11.9 The host institution would normally put on a reception either in the evening of day 1 (following the day of meetings of the Sections and Committees), or the evening of the second day after the official opening sessions. The Board of IASA and delegates would prefer this to be a social occasion with “welcoming noises” only, e.g. local organising committee, President, representative of main sponsor (if there is one) or hosts. These should not be speeches, but simply to welcome delegates and wish the conference well.

11.10 Two of the next 3 days (one in the case of a four day conference) should have 4 sessions each day. Normally a session would be of one & a half hours duration and would normally comprise 3 x 20 minute papers with 10 minutes for questions after each paper. The chair must insist that his/her presenters run to time. Avoid saving questions till the end of the session unless the papers deal with an extremely common theme or issue.

11.11 The other day should include half day visits to AV archiving institutions as well as two normal conference sessions.

11.12 The final day will end with two sessions in the morning or, in the case of a four day conference, could end at afternoon refreshment break. This is an ideal opportunity to explore big issues such as the future for the association or profession, or to draw some conclusions from the conference. The last session should include an element of farewell. This should be particularly included if it is a joint conference. If not, this farewell could occur in the 2nd General Assembly.

11.13 IASA will hold its 2nd General Assembly on the afternoon of the final day and may be of up to 2 hours duration. This is an opportunity for the chairmen of sections/committees to report on the work they have achieved at the conference and during the past year; it is an opportunity for IASA affiliates and Branches to report to discuss topics of importance to the Association or the membership and, if necessary, to vote on; for the organizer of the next year's conference to give a presentation; and finally at the open forum for anybody interested in addressing the membership on notice.

11.14 The 2nd General Assembly is immediately followed by a short EB meeting with section/committee chairs. In election years this session should be attended by members of both the outgoing and incoming Boards to allow some time for handover and familiarisation. The outgoing President will preside at this session.

11.15 In 2003 the EB initiated an “Exchange Forum” session. Moderated by the President, assisted by the Secretary-General, the Exchange Forum is intended as a wide-ranging, free-wheeling, discussion of topics of interest to the membership. There is no formal agenda and the meeting is open to all. This may be scheduled following the 2nd General Assembly or as a session in the conference programme.