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Protocols for the Organisation of AHA Conferences

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  1. One of the aims of the AHA is to hold conferences.
     
  2. There are usually two conferences per Executive term, though additional specialist conferences are sometimes held. The main AHA conference is held biennially and smaller regional conferences are held in alternate years. The biennial conferences have to date been hosted by university history departments in a rough State by State sequence.
     
  3. In accordance with the AHA's mission, the biennial conferences have been as inclusive as possible. Regional conferences have usually been thematic. Occasional specialist conferences tend to be topical. In recent times the AHA has also co-sponsored symposia.
     
  4. Proposals to convene conferences may be received at any time by the AHA Executive. The Biennial/Regional proposals should be in writing, and normally be submitted to the AHA Executive six months prior to the preceding Biennial/Regional conference. The proposal must indicate how it will further the aims of the AHA and how the specific needs and requirements of the AHA as outlined in this document will be accommodated.
     
  5. The AHA provides financial support to main conference Organising Committees in the form of repayable loans, currently max. $5,000 – $8,000 from its Conference Fund. AHA conference organizers must budget for a profit in order to support future conferences, and, subject to review, other purposes of the AHA. Convenors of specialist conferences may apply to the AHA Executive at any time for support, usually in kind.
     
  6. Convenors of immediate past and future biennial conferences have usually been (elected) members of the AHA Executive.
     
  7. Convenors of Organising Committees of coming Biennial and Regional conferences are expected to provide reports on planning and any problems at AHA Executive meetings (4 p a) on a regular basis.
     
  8. The role of the AHA Executive is to receive the reports and on the basis of the AHA's aims and experience, endorse/advise/refer back, as appropriate, bearing in mind constitutional obligations to the AHA membership, and local circumstances.
     
  9. The Organising Committee will ensure the AHA membership receives basic conference information such as time and place to include in the AHA's journal, History Australia, and on the AHA website approximately one year in advance; and distribute posters, leaflets and any other information to history departments and related history organizations at least six months in advance.
     
  10. In arranging the conference schedule, the Organising Committee will need to allocate time and space for

      (1) an AHA Executive meeting, usually late on the first/second day
      (2) an AHA AGM, possibly the following day
      (3) the AHA Presidential Address (Biennial Conferences only, one hour slot).
      (4) a Conference dinner, normally on the penultimate night of the conference. Note. The dinner must be at a venue suitable for and appropriate to the announcement of AHA prizes and awards, and affordable for a majority of participants.
      (5) a postgraduate students meeting and dinner (to be held at the beginning of the conference)
      (6) scheduling decisions pertaining to the AHA should be made in consultation with AHA office-bearers.

  11. The Organising Committee will invite significant scholars to present Keynote Addresses. It is desirable to showcase one senior local scholar and to invite at least one international scholar. Locals are paid an honorarium ($A200 Sydney 1998), and international scholars must be budgeted for. Keynote addresses must be scheduled so as all conference participants can attend and benefit.
     
  12. The Conference Programme should be finalised as far as possible at least a week before the conference begins so that all speakers and chairs can make suitable arrangements for attendance.
     
  13. Organisers should enforce the policy that all conference presenters must be AHA members.
     
  14. All Conference communications and materials should carry the AHA logo and appear on the AHA website.
     
  15. Conference convenors are required to provide a financial report to the AHA Executive not more than six months after the conference.
     
  16. Conference information will be updated on the AHA website by the AHA's administrative assistant after each Executive meeting.

    Jill Roe
    President, AHA
    30 August, 2000, updated 20 December, 2006.



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    URL: http://www.theaha.org.au/conferences/protocols_20_12_2006.htm