NCAA ANNUAL CONFERENCE PLANNING GUIDE

Updated: May 2025

Table of Contents

  1. Purpose of the Annual Conference
  2. Core Conference Components
  3. Speaker and Guest Honoraria Guidelines
  4. Location and Site Selection
  5. Conference Date Guidelines
  6. Local Arrangements Overview
  7. Conference Planning Calendar
  8. Reimbursement Procedures

1. Purpose of the Annual Conference

The NCAA Annual Conference is a key professional development event designed to foster idea exchange, problem-solving, and dialogue among arts administrators. The conference includes a diverse array of programs aimed at addressing current issues and trends within the field, while providing networking opportunities and cultural enrichment.

2. Core Conference Components

The conference typically includes the following elements:

2.1 Annual Members Meeting

This official meeting is governed by the NCAA Board of Directors and represents the collective voice of the membership.

2.2 NCAA Board-Organized Programming

NCAA Board Organized events include:

  • Ignite Sessions
  • Case Studies
  • Annual Members’ meeting program
  • Shared responsibility for closing dinner
  • Optional: Mentorship Programs
  • Optional: Networking Meet-Ups

2.3 Host Institution Programming

Examples include:

  • Panel Discussions
  • Cultural Site Visits
  • Members’ Exhibitions
  • Knowledge Exchanges
  • Workshops and Tours
  • Social Gatherings

2.4 Closing Reception

A celebratory Friday evening event that facilitates informal reflection and networking among attendees.

3. Speaker and Guest Honoraria Guidelines

To maintain fiscal responsibility and high standards, the following guidelines apply:

  1. NCAA Members & Representatives: No honoraria or expense coverage; standard registration and membership fees apply.
  2. Commercial Representatives (e.g., vendors): No honoraria or expense coverage; registration fee may be waived (excludes business meeting and banquet).
  3. Keynote or Special Speakers: May receive travel, lodging (one night), and meals; no registration fee; honoraria permitted within budget.
  4. Non-member Guest Speakers: May receive waived registration and honoraria as budget permits; banquet not included.
  5. Local VIPs and Legislators: No compensation; registration fee may be waived.
  6. Other Cases: To be evaluated by the NCAA President.
  7. Final Approval: No commitments are final without Presidential authorization.

4. Location and Site Selection

4.1 Facilities Requirements

  • Hotel with seating for 100–140 for sessions/meals
  • Sleeping rooms for 80–120 attendees
  • Multiple meeting and breakout rooms
  • High-traffic area for registration and breaks
  • Quality food services

4.2 Host Institution Responsibilities

  • Host institution planning (see section 2.2)
  • Coordinate hotel
  • Coordinate transportation during conference dates
  • Engage local and regional stakeholders
  • Seek funding support
  • Create promotional materials and programs
  • Ensure accessibility and hospitality
  • Provide on-site logistics (check-in, tour guides, greeters, lanyards, ADA accommodations, etc..)

4.3 Site Selection Criteria

  • Geographic rotation
  • Air travel accessibility
  • Rich cultural and institutional offerings
  • Commitment secured 2–3 years in advance

4.4 Selection Process

  • Invitations managed by Executive Board
  • Final selection approved by NCAA President
  • Letter of agreement signed by host institution

5. Conference Date Guidelines

The NCAA Annual Conference typically takes place in the fall (end of September) Scheduling must consider other major national arts conferences (e.g., ICFAD, NASAD) and key host institution events.

6. Local Arrangements Overview

Objective

To deliver a well-organized and engaging conference experience under NCAA oversight.

Responsibilities

The host institution agrees to:

  • Coordinate with NCAA President and Executive Director
  • Identify attractions and venues
  • Secure local programming and sponsorship
  • Provide logistical and hospitality support
  • Absorb costs for any extras not covered by the NCAA

7. Conference Planning Calendar

January (Year Prior)

  • Identify potential dates; avoid major conflicting events
  • Secure hotel proposals and present to Board

January–February

  • Develop and submit conference title, theme, and description

February–August

  • Preliminary program planning
  • Create "Save the Date" materials for NCAA approval

August–September

  • Finalize conference plan and announce at annual meeting

November–January

  • Confirm speaker commitments
  • Hold planning session with Executive Committee
  • Draft preliminary program

February–April (Conference Year)

  • Launch conference website with preliminary program
  • Submit design elements to promote registration

May 1

  • Conference registration opens

June

  • Finalize logistics (catering, AV, speaker details)

August

  • Weekly planning meetings begin
  • Prepare materials (lanyards, tags)
  • Aug. 31- Early conference registration ends

September

  • Final preparation
  • Manage speaker logistics and event administration

8. Reimbursement Procedures

  • All expenses must be pre-approved by the President and reimbursed by the Treasurer.
  • Accurate, itemized expense reports (with receipts) must be submitted.
  • Cash advances require Presidential approval and subsequent detailed accounting.
  • All bills should be submitted promptly, and no later than year-end.