Spring and Fall Conferences Task Force Charter

Spring and Fall Conferences Task Force Charter

Authority:

The Spring and Fall Conference Task Forces are each Task Forces under the Professional Development / Programs Committee Charter, which will be their Oversight Committee.

Purpose:

To plan, coordinate, and execute APA Utah’s two annual conferences — one in the spring and one in the fall. These events serve as the Chapter’s primary opportunities for professional development, networking, education, and community-building among planning professionals across Utah.

Each Conference Task Force will focus solely on the successful execution of its respective event.

Membership:

Any Utah Chapter Member may seek to serve on a Task Force.

Task Force members shall be appointed by the Oversight Committee.

Appointments will occur at the beginning of each work period.

Each Conference Task Force will have a separate roster of members.

The Oversight Committee may fill vacancies or remove a member at any time, with or without cause.

Task Force Lead/Vice-Lead (if needed):

Each Task Force will have its own Lead, appointed by the Chair of its Oversight Committee.

The Lead may request a Vice-Lead and recommend an appointee.

If a Vice-Lead is needed, one will be appointed by the Chair of the Oversight Committee.

Size and Terms:

Each Task Force shall have at least three (3) members and no more than eleven (11) members.

Task members shall serve for the duration of the work period associated with the conference (i.e., Spring or Fall).

There is no limit on terms served.

The Lead and Vice-Lead terms will end at the conclusion of the planning period for that specific conference.

Meetings and Attendance:

Meetings will occur as needed during the conference planning period.

Each Task Force will determine its own meeting schedule at the start of its work period.

 Additional meetings will be scheduled as needed in the months prior to the respective conference.

Task Force members are expected to attend no less than 75% of scheduled meetings.

Operations:

The Oversight Committee for both Conference Task Forces shall be the Professional Development / Programs Committee:

A majority of a Task Force constitutes a quorum.

Any approvals made by the Task Force require a quorum to be present, followed by a majority vote.

The Task Force Lead will report activities to the Oversight Committee as requested, but no less than monthly.

Task Forces may collaborate with other APA UT Chapter Committees, Task Forces, or Engagement Groups.

Minutes of all Task Force meetings will be kept and preserved for record-keeping.

Responsibilities

Each Conference Task Force is responsible for the planning and execution of its respective event, including:

• Establishing a theme aligned with Chapter goals and timely planning issues.

• Developing the call for sessions and reviewing submissions.

• Organizing session tracks, mobile tours, and keynote speakers.

• Coordinating logistics with the venue, including AV, catering, and space.

• Collaborating with the Awards Task Force for presentations (if applicable).

• Working with the Executive Manager and Communications team for outreach and materials.

• Coordinating sponsorship visibility and logistics with the Sponsorship Task Force.

• Ensuring AICP CM requirements are met and documentation is submitted.

• Managing conference schedules, registration, and day-of logistics.

• Collecting and analyzing post-event feedback.

• Preparing a brief summary and recommendations for future conferences.

• Ensuring accessibility, engagement, and a welcoming experience for all attendees.

Helpful Skills, Backgrounds, Interests

While not required, members with the following experience or interests are encouraged to participate:

• Event planning and project management

• Knowledge of planning practice and APA conference models

• Clear written communication and presentation skills

• Familiarity with CM processes and event logistics

• Creativity in designing engaging conference formats

• Ability to use shared platforms like Google Drive and Zoom

Time Commitment

Spring Conference Task Force

• Active: January – May

• Peak Season: February – April

Fall Conference Task Force

• Active: May – October

• Peak Season: July – September

Task Force Lead/Vice-Lead

• Monthly: 4–6 hours

• Peak Season: 10–15 hours
  
  

Task Force Members

• Monthly: 2–4 hours

• Peak Season: 6–10 hours
  
  

Charter Modifications

This charter may be reviewed annually by the APA UT Board and updated as necessary to reflect evolving organizational priorities and opportunities.

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