Procedures for the Events Committee and the Semi-Annual Chapter Meetings
Revised 12/4/2005
While granting this
committee a certain amount of leeway to perform its duties, the board of
directors should have oversight and input into its activities, particularly
with the semi-annual chapter meetings. Chapter Meetings A notice should be sent to the SABR
office as soon as the date is set. Additional information, such as location and featured speakers, should
be sent as it becomes available. The
information should contain the name, phone number, and e-mail address of a
contact person. An agenda should be available with
the order of events, names and titles of research presenters, along with other
information, such as featured guests, lunch, breaks, business meeting, and
additional features, such as trivia contests. A separate schedule should include this information with times noted for
each event. Research presenters should
be informed in advance of the time of their presentation and how much time is
allotted for it. Research presenters
should include time in their presentations for questions from the audience.
Advance publicity for the meeting
should include the starting time for registration, starting time for the
meeting, and the approximate end time. The Events Committee chair(s) must ensure that the treasurer (or someone
designated by the treasurer) is on hand during registration to get people signed
in, collect money, and distribute the agenda and name tags. The committee chair must also make sure that the chapter’s video equipment is at the meeting so the research presentations, featured guests, and other events are recorded. Someone must also be designated to do the recording. An evaluation form should also be considered. The Events Committee chair or
someone designated by the chair should be the overall moderator for the
meeting. All presentations (both
research presentations and featured guests) should be moderated to be kept on
schedule. Also, the moderator should be
ready to intercede in other ways, such as keeping discussion civil and on
track, if necessary. The moderator does
not have to be the same person introducing the speaker; however, it must be someone who is comfortable performing the duties
outlined above. Reimbursements for expenses of
chapter meetings are available from SABR. The Events Committee chair, in conjunction with the chapter treasurer,
should submit receipts and a list of other costs to SABR for reimbursements. Business Meeting The spring business meeting will
include the election of officers. Facilities The committee may want to consider
advance registration as a means of determining how many people may attend,
which can be helpful in determining how many meals to order or how much food to
purchase. A discounted fee for early
registration may be used. Research Presentations Guests Advocacy guests are those who come to discuss a certain topic of interest to members. They may be scheduled is the topic if timely
and relevant. The scheduling should be flexible to
accommodate the guests; however, there is nothing wrong with having a tentative
agenda that could place the guests at a certain time, such as after lunch, with
the schedule being modified if the guest can appear only at another time. With regard to overall schedule, an
attempt should be made to fit all events within an eight-hour time frame, not counting after-hours events, such as a trip to a
baseball game or an off-site get-together time to watch a game on
television. The featured guest(s),
business meeting, and research presentations should be given priority and other
events, such as trivia, held for the end.
The Events Committee chair should
submit a report on its progress to the board before each bi-monthly board
meeting and is encouraged to attend the board meetings. The board of directors has the overall
responsibility for ensuring that the duties of the committee are carried out. Other Events Chapter Meeting Checklist ADVANCE ____ Set date MEETING Supplies Food (morning coffee and rolls and lunch) Staffing of registration
table, Responsibility: ______________________________
Overall moderator for meeting,
Responsibility: ______________________________
POST-MEETING
____ Submit receipts and lists of expenses to SABR for reimbursement Considerations for Sites for Semi-Annual Chapter Meetings
Space Cost Opening Time Parking Food Technology Accessibility
Revised 2/15/2026
The meetings should be
self-sufficient financially, and prices should be set to cover all
expenses. The prices should be set in
advance and publicized.
The president will chair the
business meeting and should have an agenda for the meeting. To save time during the business meeting,
committee chairs and others with reports should be encouraged to submit a
written report in advance. This can be
typed up and distributed as a consent agenda.
All chapter meetings must be held in
locations that are accessible to people with disabilities.
With regard to other chapter events (those
organized by the chapter and/or publicized in the chapter newsletter and/or on
its web site), discretion should be used with regard to meeting
facilities. If the chapter has members
with mobility limitations, a strong effort should be made to hold these events
in locations accessible to all members.
The Halsey Hall Chapter Research
Committee will solicit and set the schedule for research presentations and
inform the Events Committee of the schedule two weeks prior to the chapter
meeting.
The committee should attempt to
secure at least one featured guest for chapter meetings. These guests should be people who have
personally distinguished themselves in some manner in baseball. Any current or former major-league player or
manager fits this category as could coaches, broadcasters, or front-office
staff.
The Events Committee oversees other
events held during the year. The book
club and bi-monthly breakfast get-together are not
within the purview of the Events Committee.
____ Inform SABR, publicize in chapter newsletter and e-list (and update as more information becomes available)
____ Secure location
____ Solicit research presenatations
____ Purchase ballgame tickets (spring only)
____ Line up featured guests
____ Set schedule, assign duties, and inform presenters
____ Set assignments and responsibilities
Responsibility: ______________________________
____ Sign-in sheet and pencils/pens
____ Agendas
____ Name tags
____ Video Equipment
____ Evaluation forms (if used)
Responsibility:
______________________________
Space is needed for at least 50 attendees, preferably with classroom-style seating (tables with chairs behind them facing a screen and podium). Determine if the chapter or the site is responsible for the set up of tables and podium, etc. Space for displays is also needed.
What is the cost for the use of the facility? As noted below, is the cost variable according to time? Does the cost include meals? Does it cover set-up and tear-down fees? Do we need to cover tax and gratuity? This will be particular important if we move to a location that includes food, which could add 25 to 30 percent to the complete price. All of this could trigger the need for a patron system.
The desired start time is 9:00 a.m., which requires access to the venue by 8:30, possibly earlier if the chapter is responsible for set-up. The end time could be affected by the cost of the facility and if the cost is by the hour.
Availability on mass transit routes is preferred, and accessibility includes adequate dedicated handicap parking close to the entrance.
A major consideration is if we have to buy food at the location or if we can bring in our own food (donuts/coffee and juice in the morning, pizza and soda for lunch). Are we responsible for clean-up of food and drinks and returning the room to the condition that we started the day with. Cleanup includes wiping down the surfaces, sweeping the floors, cleaning any utensils provided by the facility, and trash removal.
WiFi is needed. Does the facility have a screen for projection or a large monitor to display images from a computer. Microphones, preferably wireless lavalier microphones, are needed, especially since the meetings are live-streamed. Is there an additional audio-visual fee charged for projectors and microphones? Are on-site technical people from the facility required to be present? Lighting should be adequate and adjustable for images on the screens to be clearly seen.
Are the entrances and the room fully accessible? As noted above, is there adequate and dedicated handicap space close to the meeting area?