In addition to the Annual ISA Convention, all regions and some sections choose to host smaller conferences for their members. These conferences are intended to provide a forum for the exchange of scholarship within the Region/Section, as well as the dissemination of ideas and the optimization of graduate student involvement.
Section Conferences
A Section may elect to hold a conference separate from the ISA Annual
Convention. It is not unusual for Sections to hold a Conference in
conjunction with a Region or another Section (or in some cases, another organization) in order to maximize
information sharing and minimize expenses.
Region Conferences
All Regions shall hold at least one Annual Conference. Regions that are more geographically compact may choose to hold more frequent conferences and/or special meetings. Regions may elect to co-sponsor a Conference with another Region or Section in order to maximize the above stated purpose and to share expenses.
The Regional Business Meeting is generally scheduled during the time of the Annual Regional Conference. Elections, if any, are also held or formalized at such time.
Planning a Region or Section Conference
The following should be taken into account when planning a Region or Section Conference
- Scheduling
- Financial Commitments
- Theme/Content
- Travel Support/Stipends
- Keynote Speaker(s)
- Registration Process
Scheduling
Adequate lead-in time is essential to planning a conference. Therefore, the program for the current year’s Region/Section Conference should include time set aside for discussion of the following year’s conference. Discussion should include, but is not limited to, dates, theme, leadership, and location.
Generally, a call for papers should be issued three to four months prior to the date of the Region or Section Conference. The Final Program, with defined panel topics, etc should be published one month prior to the Conference.
Financial commitments
All Region and Section finances are conducted through ISA
Headquarters - Regions and Sections are not separate legal entities and thus have no
financial or legal autonomy as such.
Beginning 2010, Region/Section conferences held in the U.S. will be required to carry liability insurance. ISA HQ will arrange the insurance package for each conference which will in turn be billed to the Region/Section (approximately $225-$250). For conferences held outside of the U.S., Region/Section conference organizers will need to make special arrangements with Dana Larsen (isa@isanet.org).
ISA's Director of Conventions and Meetings, Jeanne White (JeanneWhite@isanet.org), can provide information on setting up the master accounts for conferences. Assistance with site selection, contracts and conference budgeting is also available. All contracts with hotels for Region/Section Conferences must be approved (or signed) by ISA Headquarters. All disbursement of funds is based on receipts for expenditures.
Theme/Content
ISA Headquarters encourages Regions to adopt a theme for their annual
conference and to recruit panels and speakers based on the theme.
Program chairs for Regional meetings should partner with other
organizations or ISA sections in the planning and sponsorship of the
meeting. Professional development activities for faculty and graduate
students are strongly encouraged.
Region and Section officers shall coordinate with the major scholars of the Region/Section to facilitate the broadest possible contribution to the Conference. Invitations to colleagues, graduate students, non-ISA scholars, and other institutions (other than the hosting institution) to participate in the conference program should be effected in order to facilitate diversity and volume within the Conference forum.
Region/Section Business Meetings typically take place during these conferences.
It is common protocol for Region or Section Program Chairs to arrange for the appearance of, or to have a panel lead by, a Distinguished Scholar within the Region or within the field addressed by the Section.
Travel Support/Stipends
Some Regions and Sections choose to provide travel support/stipends/reimbursements to some individuals attending their conferences but this varies depending on the Region/Section and the year. ISA encourages Regions/Sections to present these monetary awards to either ISA members or deduct the cost of an ISA membership from them. Travel support can be awarded for travel, per diem and hotel expenses. Please note that ISA does not pay honoraria.
If Region/Section conference organizers are interested in providing travel support/stipends, the Region/Section leaders need to contact Dana Larsen, isa@isanet.org. If the Region/Section Leaders wish to disburse checks at the conference, they must contact Dana Larsen 2-3 weeks prior with the full names and amounts of the award. For those leaders wishing to reimburse after the conference, please send the full names, amounts and addresses of those who will be receiving the monies as soon as possible after the conclusion of the conference. ISA HQ encourages receipts for reimbursement.
Keynote Speaker(s)
The responsibilities of and costs incurred for bringing in a keynote speaker for the Region or Section Conference must be borne by the Region, not ISA. This includes airfare, travel to and from the airport, and hotel expenses for the duration of their stay - in essence, travel support (see above). It is often helpful to ask a region or section member to serve as a liaison and make sure that all is in order for the keynote speaker. Please note that ISA does not pay honoraria.
Typically, Regions and Sections request (substantially in advance of the conference) the President or the Executive Director to attend their annual conference and participate on the program. The manner of participation is up to the Region/Section, although often the President is asked to give a keynote address. When doing so, it is assumed that the Region/Section will host the President. Due to conflicting schedules, the President may ask one of the VP’s or the Executive Director to participate instead.
Registration Process
ISA Headquarters will handle online registration for Region and Section conferences from time to time. Joel Davis (joeldavis@isanet.org) can set up registration pages. Region and Section members can contact Joel Davis if they are experiencing any difficulty with the online process or if they would like to register by phone. Please note: while ISA HQ is pleased to handle the pre-registration process for Region/Section conferences, Region and Section organizers should establish a process (including the receipt form) to provide On-Site registrants with payment confirmation.
Additional information on planning a Region or Section Conference can be obtained from Jeanne White (JeanneWhite@isanet.org), ISA's Director of Conventions and Meetings.
