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KKK\'KKKK����X����X���||||||����Conference Administration Subcommittee Charter

Purpose �

The purpose of the Conference Administration Subcommittee (CAS) is to provide advice and assistance to the Conference General Chair in planning and executing the AAS Spaceflight Mechanics (SFM) and Astrodynamics Specialist Conferences.  Additionally, the CAS shall provide an environment in which new committee members can participant in conference planning under the mentoring of past General Chairs in preparation for assuming the General Chair role for a future conference.

It should be noted that the AAS leads the Winter conference each year and leads the summer conference on odd number years, while the AIAA leads the summer conference on even number years.  The responsibilities of the AAS General Chair are significantly greater for an AAS led conference than for an AIAA led conference.  More details are provided in the Conference Planning Manual.

Membership �

The membership of the CAS shall be drawn from members of the AAS Spaceflight Mechanics Committee.  There shall be a maximum of 12 members with at least a fourth who have served as General Chair of a previous conference.

Planning Cycle �

It is essential that the following planning cycle be adhered to both by the General Chair and by the SFM Committee Chair.  The agenda for the SFM Committee meeting should address each of the following past and future conferences.

Final report of previous conference 			- 6 months
Status report of current conference 			Current
Status report for next conference 				+ 6 months
Status report for second next conference 			+ 12 months
Status report for third next conference 			+ 18 months
Final site selection for fourth next conference 		+ 24 months
Initial site suggestions for fifth next conference 		+ 30 months

Committee Responsibilities � 

Documentation

The CAS shall be responsible for the development and maintenance of the following documents.

CAS Charter
Summer and Winter Hotel Requirements Document
General Chair Conference Planning Manual
AAS Led Conference Planning Schedule
Database of historical conference statistics

The committee shall review and revise, as required, each document on an annual basis.

Conference Support

The CAS shall provide the following support for future conferences.

Recruitment of the AAS General Chair for each conference
Obtain proposals for future sites based on initial committee suggestions at +30 month planning point.
Present options to SFM Committee for vote on preference order at +24 month planning point.
Select hotel and negotiate hotel contract
Submit AIAA sponsorship form
Assist in developing program, menus, and budget, as requested by General Chair
Assist with conference registration and administration, as requested by General Chair

Registration Fee Guidelines

It is difficult to establish general guidelines for conference fees, because of such variables as local expenses, what may be included in the registration cost, etc.  However, the following general guidelines and procedures are established to assure consistency and oversight of the registration fee process.

The student/retired member registration fee should be set to cover the direct expenses of the student (per person cost for receptions, coffee breaks, etc) but will not include any allocation for shared costs (travel awards, page charges, equipment rental, etc).  If a banquet or offsite activity is included in the general registration fee, this is not included in the student fee.  The student/retired member has the option of purchasing a ticket for this function at the guest rate.

The non-member fee is set to be the member fee plus the annual AAS membership fee.  Non-members thus receive a one year AAS membership as part of their registration fee.

Conference Planning Oversight

For each AAS led conference the subcommittee chairman shall appoint two key positions in support of the conference General Chair.  The first position is the GC Mentor.  This person is someone who has served as a General Chair previously.  Their role is to provide advice and guidance to the General Chair.  The degree of assistance that the GC Mentor provides will depend on whether the General Chair has or has not been a General Chair previously.  At a minimum, the GC Mentor will provide an independent review of the hotel contract and the conference budget and registration fees to assure general completeness and conformance with established guidelines (e.g. conference requirements documents, historical attendance statistics, fee trend lines, etc).  The second position is the Conference Interface.  This person will provide a single point of contact for the General Chair to receive help and assistance from the Subcommittee.  This position will provide insight into conference planning and operations.  Thus, it is an ideal opportunity for a new committee member to learn about conference operations prior to taking on the General Chair role.

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