Role of Conference Session Proposal Coordinator

Dates

August 15, 2008: Deadline for division members to submit online proposals to division coordinator
August 26, 2008: Deadline for submission of Session Proposal Form

Appointment
The Division Chair appoints the Session Proposal Coordinator by June 30, to work on the conference that will take place the following spring. The Coordinator's appointment is for one year and may be renewed as often as the Division Chair desires.

2009 Coordinators
Click here for a list of the 2009 session proposal coordinators. Posted as they become available.

Responsibilities
The Session Proposal Coordinator is responsible for submitting the division's by-right sessions.

The job as five steps

1. Selection of topics and recruitment of potential proposals to divisions.
2. Review and selection of the session proposals.
3. Communication with other divisions in cases of topic overlap or other problems.
4. Follow up with session organizers/moderators to make certain they meet deadlines.
5. Follow up at the conference to make certain speakers have shown up and sessions run smoothly.

Session Selection
During the summer, the Session Proposal Coordinator will advertise the division online proposal process to division members. Divisions should promote the division proposal process extensively to its members to gather the best ideas and topics. The division’s Executive Committee or session proposal committee will select the two by-right sessions from among the proposals. The deadline for proposing to the division is August 15, 2008.

On August 16, the staff will send to the Session Proposal Coordinator an electronic version of all the proposals and a review sheet. The Coordinator and the division review committee will then select the two by-right division sessions and inform the staff, who will accept them for the programs. The deadline for selection is August 26, 2008.

As soon as the by-right sessions are selected, the Session Proposal Coordinator or session organizer (make certain these two people have a common understanding of responsibilities) will contact the speakers to invite them to speak in the session. As soon as possible, the organizer should determine the availability and interest of the speakers and confirm their appearance.

Any proposals that were not accepted by the division will be placed into the general proposal pool and will be reviewed by the other review teams.

Other Education Events That Divisions May Propose
Divisions also have the option of proposing training workshops, facilitated discussions, or mobile workshops. If any of these proposals are accepted, they do not count against the two by-right sessions. These proposals are made online and proposers must read the instructions carefully.

Deadline for submitting mobile workshop proposals online is July 21, 2008.
Deadline for submitting training workshops or facilitated discussion online is August 26, 2008.

Time and Day of Sessions
One by-right session will be scheduled at any time on Sunday, Monday, or Tuesday. The other by-right session will be scheduled on Wednesday (new this year). Saturday is reserved for training workshops.

Conference Call
On July 11, 2008, the Coordinators will participate in a conference call among the key conference program developers. Key conference program developers include:

1. All divisions
2. Policy, Publications, and Research Staff
3. Local Host Committee

In this call, each group will share their ideas for sessions. This gives everyone an opportunity to see the scope of what is being developed by the key players. In addition, it is an opportunity to eliminate duplication and overlapping session topics.

Suggestions for Enhancing the Conference

Over the years a number of divisions have used the conference to enhance their services to division members or to share division members' expertise with others. Below are the list of activities and some suggestions for what other divisions may consider.

Provide Continuing Legal Education Credits
The Planning and Law Division for the past several years has arranged for CLE credits for division members attending the Bettman Symposium and division sessions.

Record a Session to CD-ROM
The Economic Development Division worked with APA staff to record the audio and PowerPoint of a session to CD-ROM. This package was enhanced with a transcript of the session and reading materials. The CD-ROM is sold through APA's PlanningBooks.com.

Sponsor a Professional Development Workshop
The Housing and Community Development Division proposed a workshop for the 2007 conference, which was conducted. The Urban Design and Preservation Division upon learning that a member was conducting a workshop offered assistance in running the workshop and providing materials.

Provide Conference Coverage on the Division Website
The divisions may wish to cover their sessions, events, and related topical programs on their websites ... and include photos. They may also provide commentary on significant keynote addresses.

Help Sponsor the Technology Showcase
The Technology Division suggested the idea of this program. The Technology Showcase has presentations on software, databases, and applications for planning.