1. The conference theme
2. The Conference Organising Committee

a. Appointment, membership and responsibilities
b. Meetings

i. Minutes and reporting
ii. Financial reports

c. Website, electronic mail and contact details

3. Language

4. Indigenous recognition / statement

1. The Conference Theme
At a National Council meeting, approximately 2 years before the conference, the National Council discusses and endorses the conference theme as presented by the hosting member association. Following this meeting the Conference Convener of the host association makes arrangement for the conference theme, dates and venue to be announced at the next conference.  (See also Program Planning)

2. The Conference Organising Committee
a) Appointment, membership and responsibilities

The host member association appoints a Conference Convener approximately 2 ½ years before the conference. The Conference Convener is responsible to ASLA National Council, notably the President, and reports to National Council through the Vice President – Association Relations. The Conference Convener appoints members to the Conference Organising Committee with responsibilities in three main areas:

Program. The Program Committee, headed by the Program Chairperson, is responsible for planning the total program for the conference, subject to the approval of the Conference Organising Committee. (See Program Planning.)

Conference Arrangements. The Conference Arrangements Committee, headed by the Conference Arrangements Chairperson, through various subcommittees, is responsible for planning and/or arranging conference facilities, accommodation, transport, tours, social events, trade exhibition, publicity, etc. (See Conference Arrangements.)

Finances. A finance committee under the jurisdiction of the Conference Convener is responsible for the conference’s financial matters. The Finance Chairperson acts as the conference treasurer. (See Finances and Checklists, 1. Budget).

The Conference Organising Committee may choose to contract a Conference Management Service to deliver some of the areas of responsibility as indicated above. The Conference Management Service would be appointed following successful application by tender.

b) Meetings of the Conference Organising Committee

As soon as possible, the Conference Convener calls an initial meeting of the Conference Organising Committee. The purpose of this meeting is to:

• Identify areas of responsibility
• Confirm appointment of chairpersons for program, conference arrangements and finances
• Consider and develop a tender proposal for a Conference Management Service, if applicable
• Establish subcommittees and respective chairpersons under conference arrangements.
• Prepare a schedule of meetings

i. Minutes and reporting

Minutes should be recorded at all meetings. The minutes provide an ongoing record of decisions made, actions taken and completed, and progress towards the delivery of the conference. A copy of the minutes must be provided to the Conference Convener to assist in the reporting process to the ASLA National Council.

The Conference Convenor is responsible for reporting to ASLA National Council, at intervals of thirteen weeks or less. A final report, including audited reports and statements together with outcomes of the evaluation and any suggestions for future conferences must be submitted within 12 months following the close of the conference.

In addition, at the completion of the conference the Conference Convenor must provide records as per the Guidelines for the Management of the Association’s Archives.

ii. Financial reports

Updated financial reports must be presented at every meeting of ASLA National Council. An audited report must be presented within 12 months following the close of the conference.

c) Website, electronic mail and contact details

The Conference Convener makes arrangements for:

• the establishment of an official conference website
• the establishment of a separate email account for the conference
• the set up of postal address
• close of accounts

3. Language

English is the official language of any joint conference. All documentation either produced or resulting from the conference will be in English.

4. Indigenous recognition / statement

In the spirit of reconciliation, ASLA acknowledges the spiritual and traditional owners of the land on which the conference is held.