A Mid-Year meeting (MYM) is held annually in mid-March where the ERAPPA Board, ERAPPA Board Committees, Chapter Presidents and the current year's Annual Meeting HC members attend.  The meeting is held at the future Annual Meeting hotel site and planning is facilitated by the ERAPPA President who receives logistical support from the future HC.  The ERAPPA Treasurer will work with the future HC to develop the budget for the MYM that the future HC will then use during the MYM planning process.  The HC should initiate this budget process with the ERAPPA Treasurer 6 months prior to the MYM.

The travel, hotel, parking and food costs for the ERAPPA Board and ERAPPA Committee members (or designates) are paid by ERAPPA directly.  The travel, hotel and parking costs for the current year's Host Committee members are paid for by the Host Committee under the heading of Conference Planning expenses in the Annual Meeting budget.    HC Chairs for future Annual Meetings more than one year out are invited, but not obligated, to attend the MYM.  The travel, hotel and parking costs are paid for by the corresponding future Annual Meeting budget.  MYM meal costs for all HC Chairs and HC members in attendance are paid for by ERAPPA.

4.2.a     Roles and Responsibilities:           

President:

•·         Determines dates of meeting (usually Thursday to Saturday) in co-ordination with the HC

•·         Provides list of attendees

•·         Communicates meeting details to attendees (directly or via ERAPPA Board VP's)

            Host Committee:

•·         Makes hotel bookings for all attendees

•·         Arranges hotel tour for ERAPPA Board with a representative from the hotel/conference site

•·         Makes hotel arrangements for meeting room bookings including AV requirements, meals/breaks

•·         Assists President with arrangements for off-site meals

4.2.b     Schedule: refer to Appendix A: Sample Mid-Year Meeting Schedule

            The schedule can vary year to year; however, a typical example is as follows:

            Thursday:

•·         Board member arrivals

•·         Tour of hotel facilities (led by HC)

•·         Board meeting - afternoon

•·         Board dinner

            Friday:

•·         ERAPPA Committee and Host Committee members and Chapter President arrivals

•·         Board breakfast

•·         Board meeting - morning

•·         Board and Professional Development Committees lunch

•·         Board meeting - afternoon

•·         ERAPPA Professional Development Committee and HC Professional Development Committee planning meeting - afternoon

•·         Board and Chapter President meeting - afternoon

•·         Board, HC, ERAPPA Committees and Chapter Presidents dinner

Saturday:

•·         Board, HC, ERAPPA Committees and Chapter Presidents - breakfast

•·         Committee Meetings - morning

•·         Board, HC, ERAPPA Committees, Chapter Presidents - Town Hall style lunch

•·         Committee Members - departure

•·         Board meeting - afternoon, includes HC Report to Board

•·         Board, HC - departure pm or following am

4.2.c     HC Report to Board:

The report to the Board provides an overview of planning to date and future planning. The HC decides how the presentation will be made.  In some cases, the Chair(s) make the presentation on behalf of the Committee and/or the Sub-Committee chairs present for their area of responsibility.  A hard copy of the report should be made available for each member of the ERAPPA board.  The report is coordinated by the HC and the VP for Annual Meetings.  The report format is at the discretion of the HC and does not need to be "glossy" or specially bound.  Regardless of format, the report should include:

•·         HC Membership

•·         Planning Schedule

•·         Budget

•·         Conference Schedule

•·         Conference Planner Contract (if applicable)

•·         Sub-Committee Summaries:

•o         Business Partner

•o         Communications, Marketing and Registration

•o         Professional Development Program

•o         Entertainment and Special Events

•o         Finance

•o         Hotel & Food

•o         Golf

•o         Other, as applicable

The Chair(s) for any active HC are welcome to attend this presentation and attendance should be coordinated with the VP for Annual Meetings.  If the Chair(s) are not already attending the MYM as an ERAPPA Board member, ERAPPA Committee member or Chapter President, the cost of attending the meeting is at the expense of the HC and should be captured in the Annual Meeting budget under Conference Planning Expenses.  If any other HC wants to make a presentation to the Board, this should be coordinated with the VP for Annual Meetings as well.  Members from any future HC are welcome to and encouraged to attend the HC presentation.

            Refer to Appendix B:  Mid-Year Reports to ERAPPA Board for examples of previous reports.