Standing Committees

Biennial Conference on Chemical Education
Purpose:

The Biennial Conference Committee selects the sites for the BCCE, and provides support and communication between those conducting previous BCCEs and those developing future Conferences. The activities of the committee span a two-year cycle.

Composition:

A committee chair, who preferably has hosted a previous Biennial conference, and approximately four other members each of whom has experience as general chair or program chair of a previous Biennial Conference, or who has attended sufficient BCCE conferences to be able to contribute experience to the committee.

Responsibilities:
  • Distribute the announcement widely, including CHED Newsletter and web site, Journal of Chemical Education, and individual contacts.
  • Maintain and update detailed guidelines for those considering the submission of a bid to host a BCCE.
  • Provide guidance and support for those interested in hosting a BCCE to help insure thorough proposals are submitted.
  • Develop an announcement of the opportunity to host a future BCCE. The announcement specifies expected benefits to the host institution, criteria required of the site, activities expected for the conference, expected timeline, and contact for further information.
  • Review bids to host a BCCE
  • Conduct site visits as necessary to select a potential BCCE host site and General Conference Chair.
  • Recommend a potential BCCE site and General Chair to the Division Executive Committee. (Upon approval of the Executive Committee, the Division chair writes the acceptance letter to the host site approving the bid.)
  • Chair of the BCCE Committee communicates with potential sites not selected.
  • Chair of the Division sends award letter to selected BCCE host site indicating the General Chair and other details as necessary as recommended by the BCCE Committee.
  • Facilitate support and communication between those conducting previous BCCEs and those developing future Conferences.
Timetable:

At any time there may be three BCCE conferences in preparation. The committee oversees all aspects of these conferences. Sites should be selected six years in advance of the conference so that the program chair, general chair and host conference services have an opportunity to attend a conference during the early stages of preparation and four years preceding the one they will host. Once a site is selected, a member of the BCCE committee is appointed as a special liaison to the general chair and the program chair for each conference in the planning stages. Whenever a potential site expresses preliminary interest in hosting a Biennial Conference, the Chair sends the site the current "Guidelines for Preparing a Bid to Host a Biennial Conference" and a copy of a successful bid from a recent conference. If the potential host has not attended a variety of Biennial Conferences and included in the preliminary bid a comparison of their proposed facilities and organization to previous conferences the chair encourages the proposers to gain more experience prior to submitting a full proposal and bid.

January:

  • In odd numbered years, solicitation continues for hosts for the conference seven years hence. The chair prepares an announcement for the Spring Newsletter and for the Journal of Chemical Education inviting bids to host a BCCE.

February

  • The committee chair receives full proposals and bids for hosting a BCCE. The chair drafts the committee report for review at the Division Executive Committee meeting scheduled for the spring National meeting, submits items to the Division chair for inclusion on the spring Executive Committee agenda, requests a room from the Division secretary for the committee meeting to be held at the spring National meeting. The committee chair distributes the agenda and schedule. The committee chair invites all chairs of active BCCE committees to attend the BCCE committee meeting.

March/April

  • The committee meets at the spring National meeting of the Society. In odd numbered years the committee reviews and discusses the bids that have been received to host a BCCE. As well as hearing reports from all the active BCCE committees. The committee chair attends the Division Executive Committee meeting, if a member, or at the request of the Division chair. The committee chair also attends and reports at the spring Division business meeting.

May/June

  • Based on the committee deliberations, if appropriate, the chair requests amended bids from proposing sites. Chair circulates amended bids electronically and if acceptable sets up site visits by two members of committee. Chair prepares newsletter announcement on status of site deliberations and news on forthcoming BCCEs.

July

  • In odd numbered years, the committee receives reports from site visits, votes electronically on recommendation to submit to the Executive Committee for a future host site. In even numbered years the committee attends BCCE at which the committee members actively advertise and solicit interest in future host sites.

July/August:

  • The committee chair drafts the committee report for review at the Division Executive Committee meeting scheduled for the fall. The chair submits to the Treasurer a committee budget request for the following calendar year, to the Division Chair a list of candidates for new committee members to replace those completing their terms of office in the current calendar year, and to the Division Secretary a request for a room for a committee meeting at the fall National meeting

August/September:

  • The committee chair attends the Division Executive Committee, if a member, or at the request of the Division chair and reports the deliberations of the committee and the recommendation for a host site for a BCCE At the committee meeting at the fall national meeting of the Society, committee members completing their terms of office are recognized and thanked for their service. The committee chair attends the Division Executive Committee, if a member, or at the request of the Division chair.

September

  • If the Executive committee approves the recommendation for a host site, the chair appoints a liaison from the Division BCCE committee to work with the chairs of the newly appointed site throughout the planning process.

October

  • In even numbered the chair prepares an announcement for the Winter Newsletter and for the Journal of Chemical Education inviting bids to host a BCCE.

December:

  • The chair forwards to the Division secretary any documents of long-term value not needed by the chair in the fulfillment of his or her duties (photos of award presentations, copies of award certificates, etc.). The chair sends thank-you letters to all committee members who have completed their terms of office. If completing his or her term of office, the committee chair prepares the files for transfer to the incoming chair no later than January 1. The committee chair begins drafting the committee annual report and accounting of finances for submission to the Division secretary in January. Note: The committee annual report should include an accounting of the past year's goals and objectives, as well as those planned for the coming year. If there is a change in committee chair, the outgoing chair drafts the portion of the report that refers to the past year and the incoming chair drafts the plan for the coming year.

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