Conference & Membership Committee Terms of Reference

1. Purpose
Membership Services and Conferences Sub-Committee will oversee the AssociationÔÇÖs strategy in relation to the management and quality of membership services and major events including the annual Conference. 
2. Functions
ÔÇó Monitor and evaluate the ÔÇÿvalueÔÇÖ of the AssociationÔÇÖs membership services.
ÔÇó Recommend and support the development of new membership services and recruitment methods.
ÔÇó Administer and manage the AssociationÔÇÖs Annual Conference programme development process and content agree an suitable conference theme with the Executive committee chair
ÔÇó Preparing, in conjunction with the Chief Executive Officer, a business plan for the annual conference for agreement with the Executive committee
ÔÇó Developing the programme for the conference, and identifying and securing suitable speakers for the plenary in liaison with the Executive committee chair
ÔÇó Ensuring the approved business plan is implemented, reporting progress and any deviations to the Executive committee. 
ÔÇó Identifying and responding to business opportunities as they arise, seeking approval from the Executive committee for any activity outside the agreed business plan 
ÔÇó Succession planning for the Committee. Identifying and recommending to the Executive committee suitable candidates for the general membership of the Conference Organising Committee
ÔÇó Ensuring the annual conference, membership services and associated activities are conducted in line with agreed Association charitable objectives, policies and procedures.
3. Responsible to:
The main Executive committee
4. Composition 
ÔÇó The composition of the Committee is between 3 and 5 members. 
ÔÇó A majority of the members of the Committee must be members of the Executive committee
ÔÇó The members of the Committee will be: 
ÔÇó the Executive committee Honorary Secretary (who will also chair this committee)
ÔÇó Conference Assistant as required
ÔÇó Chief Executive Officer
ÔÇó Executive committee members as required max 2
5. Appointment of Members and Chair 
ÔÇó The members of the Committee are appointed by the Executive committee chair in liaison with the Honorary Secretary and may be removed at any time by the Executive committee. They are generally appointed to the Committee for an anticipated term of 2 years. 
ÔÇó The Chair of the Committee may arrange for another member of the Executive committee to chair a meeting of the Committee which s/he is unable to attend. 
ÔÇó Members who are unable to attend a meeting may not appoint an alternate. 
6. Quorum 
A quorum for the Committee is half the members of the committee.
7. Notice of Meetings 
Meetings of the Committee are arranged by the Chair. 
Unless otherwise agreed by the Committee, notice of each meeting confirming: 
ÔÇó the time and date; 
ÔÇó the venue or electronic access arrangements; 
ÔÇó the agenda of the main items to be discussed; are forwarded to each member of the Committee, and to any other person attending, at least 2 working days before the date of the meeting. Supporting papers are uploaded to the drop box and sent to other attendees as appropriate, at the same time or as soon as practicable.
8. Records of Meetings 
The Chair of the Committee is responsible for ensuring that brief notes are made of: 
ÔÇó the attendees at; 
ÔÇó the decisions made by; and 
ÔÇó the significant conclusions and action points arising from; the meetings and activities of the Committee. 
These are circulated to the other members of the Committee as soon as practicable, and subsequently presented to the Executive committee at the main meeting the following day.
9. Attendance at Meetings 
Only members of the Committee have the right to attend Committee meetings. However, other individuals such as other members of the Executive committee, the Chief Executive Officer, other members of staff and external parties may be invited to attend all or part of any meeting as and when appropriate.
May 2014
British International Studies Association


Charity No:1151260
Company no: 8422260
Registered office: University Of Birmingham Room 650, 6th Floor, Muirhead Tower, Edgbaston, Birmingham, England, B15 2TT