ACR 2024 Paris Conference Workbook
Task Timeline - *keep adding/adjusting as needed. USE THIS TIMELINE with the chairs*
Chairs w/email (historical through 2022)
All conference registrations are processed through the ACR Memberclicks website.
All conference attendees must be current ACR members. If they are not a member, the system will have them create a membership first, and then register for the conference.
ACR.Ombuds@gmail.com - log in and make a call/text message from 267-888-7233
Email password (updated on 1/29/24 by Rajiv - Hhs98CmG*t#Tx%
Reminders are in the calendar every couple of months to send call/text messages from this number to avoid losing the number (Google deletes them if you don't use them). Make sure you log IN to the Ombuds Gmail first, then make sure that the calls are coming from 7233.
Add sub-sections that link to the calendar or timeline.
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ACR Conference - ACR Website
Most questions can be answered by reviewing the ACR Conference Workbook.
2024: Paris, France (Marriott Rive Gauche), September 26-29, 2024
Proceedings (if you have time and capacity, start on this earlier)
Request preface and design from Chairs
Download papers (confirm with the Chairs everyone uploaded final version and withdrawals have been accounted for)
Ask Ex Ordo for help :)
Email Aaron Nord and Holly Meyers, the Omnipress contacts. Then they will send you a link to a shared file.
Request written Presidential Address from ACR President
Request written Fellows Address from this year's fellow
Create list of those who selected “Printed Copy” and make sure they get added to the shipment list with Omnipress for the proceedings as soon as they are published.
Send all attendees link to download full proceedings volume as soon as published
Prepare and send Post-Conference Survey (Rajiv - remind him)
Share data with Membership Manager and get report for Board (Rajiv - remind him)
Update ACR and Memberclicks Website
Remove “Register for conference”
Update current conferences page to show conference is over
Update ACR conferences page to show current conference is now next year’s conference
Help chairs with wrap-up as needed
Charity auction
Payment to charities of $ collected during registration
Finalize budget with Paula
Match budget expenses with actual expenses (work with Rajiv and Candice/Kelly)
Update accounts
Process any refunds
Get refunds included in accounts, budgets and all conference updates (e.g., registration records)
Make sure on-site registrations are included in accounts, budgets, and all registration records
Make sure all expenses are updated where needed
Reimburse Amy and Rajiv for travel expenses
AWARDS/PRESS RELEASES (get these out as soon as you can after the conference weekend)
Create press releases for each award (use last year’s press release as a format and edit)
Share updated drafts with Jim Mourey and ask him to wordsmith
Share press releases with winners (along with photos) and request them to share it with their University PR departments (tell them you will also attempt to reach them independently.
Reach out to University PR departments and send them press releases with photos
Share all finalized press releases and ask Jim to disseminate to social media and ACR-L
Share press releases with individuals (ask them to share with their institutions)
Send press releases to institutions along with photos
Put award winners on social media with photos
Send all checks to winners (confirm amounts and ask them how they would like to get paid)
Mail all award plaques; confirm corrected award plaques and make sure they’re mailed out
Contact 2024 Fellows about the announcement
Make 2024 Fellows lifetime members (confirm this was done for 2023 winners)
Create and update all award documents for next year and put reminder schedule (contacting leaders about constituting committees and submitting names) in calendar.
Put videos on website after each conference. (October/November - remind Rajiv to edit, if needed)
Save the presidential address and fellows address videos to conference folder
The videos may need editing. Rajiv edits the videos.
Upload videos to ACR’s Vimeo site.
Add links to the Vimeo videos on the ACR website.
Board meeting minutes
Share video to get meeting minutes done asap
List all action items from Board meeting and follow-up (put in calendar) all items that need to be done
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Notes for next year:
Two weeks before conference, make sure all award winners have been notified of their award. Send the award winners the email a week before the conference, telling them to sit in the front of the luncheon room 🙂
Create list of all items that need to be updated in January 2024
Website (Board of Directors, Conferences page, other announcements)
Update Board manual
Update Conference (2024) workbook
Can we create a better conference FAQ? Let’s discuss with co-chairs. Example questions:
Why is conference registration so expensive?
Why can't I get a room at the conference hotel?
Can I get an extension on the early-bird rate?
I am unable to attend due to an emergency, can I get a registration refund?
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ACR International Conferences - ACR Website
Each international conference is held once a year (except when the ACR large main conference is in an international location) in a rotation. It is important to send out the call for proposals, well in advance of the year the conference is scheduled to be held.
The office manager coordinates the registration for International Conferences.
European Conference *this is the next international conference for call for proposals*
2026 *TBD
Latin American Conference (call for proposals completed, the deadline was December. ACR announced Sao Paulo, Brazil on 1/22/24)
2025 - Sao Paulo, Brazil
Asia Pacific Conference
2024: Bali, Indonesia July 8-10, 2024
European Conference
2023: Amsterdam, The Netherlands (Hotel Casa Amsterdam), July 7-8, 2023
Latin American Conference