6. Conference Policies and Procedures

6.1 Annual Conference General Policies

A. Joint Conferences & DEI Statement

The Human Anatomy and Physiology Society (HAPS) is a professional organization that relies on member-driven interactions that instigate, sustain, and enhance the achievement of the organization’s strategic goals, mission, and vision. These interactions are accomplished through networking, mentoring, and communication not only via online, virtual interfaces, and programs but also via in-person courses, conferences, and workshops. Therefore, HAPS is mindful of several factors when selecting conference locations. We look for venues with facilities that can support the needs of the conference programming, including the number of attendees and types of events that will be offered. We consider accessibility for registrants coming from many regions and commit to conference locations several years in advance to minimize costs for our participants. 

HAPS is proud to acknowledge a diverse and inclusive membership base. We are committed to creating accessible physical and virtual spaces that foster a sense of belonging for all people. We celebrate diversity, promote equity and inclusion, support and uphold justice, and provide professional development that supports the success of our members in educational and professional settings.

The locations chosen for HAPS conferences are not intended to express or influence political positions. However, if individual members or members’ institutions choose to not participate in an event due to political or policy preferences, we acknowledge and respect individual members’ rights to make such personal decisions. Similarly, in order to maintain a holistically inclusive environment, the locations of regional and annual conferences will vary in terms of the political ideologies, beliefs, and values shared by its representative majority and minority populations. In this way, we hope to reach as many members as possible as we consider the collective diversity of the different regions comprising HAPS and commit to including all of these members, not in spite of these differences but because of these differences. By inclusively engaging the full potential of all of its members’ different views, beliefs, and values and equitably providing access to resources, HAPS aims to foster an environment in which creativity and innovation thrive.

B. Annual Conference Proposal and Acceptance.

1. Potential Conference Coordinators propose conference venue to Conferences Committee chair using a form hosted on jotform.com

2. Conferences Committee discusses proposal and clarifies any concerns

a. Conferences Committee Chair calls for a vote of the Conference Committee, if a majority support the proposal, Conferences Committee Chair sends the proposal to the Board for consideration.

3. Board considers the proposal

4. If proposal is accepted, the lead becomes the Annual Conference Coordinator.

C. [Year] Host Committee Coordinator responsibilities

1. [Year] Host Committee Coordinator is responsible for 

a. all actions listed on the annual conference checklist available to the coordinator via hapsconnect

i. also expected to update this checklist regularly

b. local arrangements that cannot reasonably be arranged from a distance

c. host institution arrangements and coordination

2. [Year] Host Committee Coordinator is a member of the Steering Committee and should participate in all Steering Committee meetings

3. Attends midyear and annual conference Steering Committee meetings

4. Communicates frequently with ASG, Executive Director, and any other member of HAPS governance involved in the annual conference

5. Convenes a local [year] host committee of faculty and students to assist in 

a. Assigning workshops and posters to appropriate times and locations

b. Assembling packets/bags before first day of the conference

c. Helping with on-site registration

d. Helping host on campus during workshops portion of conference

e. Other duties as requested

D. Annual Conference Host Institution expectations

1. Host institution is a partner with HAPS in the workshops portion of the conference

2. As partner, host institution is expected to provide free of charge

a. Up to 15 suitable rooms for workshop presentations

i. Varied sizes from 50-100 seats work best

ii. Some need to be specialized wet labs or computer labs

iii. This includes any security or janitorial expenses

b. Any IT or AV support necessary

c. Wi-Fi access for all participants 

d. Large meeting space that can be used for meals

e. Drop off location for large buses

3. Should the host institution not provide institutional support

a. Board may decline to list institution on any promotional material

b. Board may decline to give post-conference educational grant

c. Board may decline to hold the conference at that institution.

E. Promotion of the Annual Conference

1. All promotional assets of HAPS will be used to promote the annual conference

a. ASG will compile list of non-HAPS A&P faculty in the state or region, as appropriate, and invite them to the conference.

b. ASG will compile list of former HAPS members in the state or region, as appropriate, and invite them to rejoin and attend the conference.

c. Committees will use their assets to promote the conference, including

i. Communications Committee

ii. Welcoming and Belonging Committee

iii. Fundraising Committee

d. Regional Director will coordinate regional promotion of the conference

2. Executive Director and Business Manager are responsible for coordinated promotion

F. Update Speakers

1. All update speakers receive complimentary registration for entire conference.

2. All update speakers will be assigned a board member host

a. Board member will write to speaker periodically to make sure speaker is comfortable

b. Board member will host speaker at the event

3. All update speakers will be required to sign a contract prepared by Business Manager

4. All update speakers may bring family as guests

5. Invited speakers and panels for in person and virtual conferences will receive an honorarium.

a. Honoraria for in person speakers will normally be $750.00.  Honoraria for virtual speakers will normally be $500.00.

b.  Honoraria for in person panels will normally be $750.00, which will be split among all panelists.  Honoraria for virtual panelists will normally be $500.00.

c.  All payments and honoraria exceeding $750.00 must be approved by the Board.

6. Speakers sponsored by outside group 

a. Outside group will be advised that speaker is invited for entire conference

b. Outside group will receive thank you letter from President after conference

7. Local speakers sponsored by HAPS

a. Should be local, thus not requiring travel or per diem expenses.

b. Will be invited for the entire conference

8. Non-local speakers sponsored by HAPS

a. Defined as anyone likely to have substantial travel to get to the Conference

b. Must have Board approval before invitation is offered

c. Will have all travel costs reimbursed

d. Will have a per-diem during stay.

i. Per diem will be decided by Business Manager and [Year] Host Committee Coordinator and approved by Treasurer 

e. Invitations to non-local speakers will spell out the reimbursement of travel and per diem.

G.  Workshop and Poster Presenters

1. All workshop and poster presenters must be registered before the deadline set for that year

a. Anyone not registered by the deadline will be removed from the schedule.

2. No workshop or poster presenters will receive honoraria or other compensation from HAPS

3. Workshop and poster policies are posted on hapsweb.org

4. Sponsored workshops and posters are defined on hapsweb.org 

a. Such workshops and posters require a fee from the entity presenting

H. Special Events at the Annual Conference

1. The General Membership Meeting takes place the second morning of the Annual Conference

2. The First-timers Breakfast takes place the first morning of the Annual Conference

a. First-timers are individuals attending their first HAPS conference

i. First-timers self-select on the registration form

ii. First-timers are given ribbons 

b. The Presidents Emeriti attend and host the breakfast with Board Member help

3. The Second-timers Breakfast takes place the first morning of the Annual Conference

a. Second-timers are individuals attending their second HAPS conference

i. Second-timers self-select on the registration form

ii. Second-timers are given ribbons 

iii. The second conference need not be two in a row

b. The Steering Committee members attend and host the breakfast with Board Member help

4. Committee Meetings will normally be held at lunch the first day of workshops

a. Chair of Steering Committee will coordinate with Chairs for scheduling conflicts

b. Rooms will be scheduled by ASG in coordination with Conference Coordinator

1. Business Manager is responsible for soliciting all proposals, deciding on best options for HAPS, and negotiating all hotel, convention center, transportation, and other contracts.

a. Hotel and Convention Center contracts must be approved by Board before anyone is authorized to sign on behalf of HAPS

2. Executive Director and/or a representative from the management company will do site visit to inform decisions about host city and host institution.

a. All costs associated with site visits shall be Annual Conference expenses.

B. Annual Conference Budget and Expenses

1. Business Manager is responsible for event-specific annual conference budget

a. Works with Treasurer, Executive Director, President, and any other member of HAPS governance

2. Budget will ensure that participant fees will provide reasonable support to HAPS

a. Business Manager and Treasurer will define fees for the different member types

b. If member fees depart from the formulas used in the three years preceding, Board must approve changes

c. Non-member fees will not be less than the cost of regular member registration plus the cost of regular member membership fee

d. Emeritus/Retired fees will be roughly at-cost 

3. Budget will constrain future decisions about food and beverage

4. Business Manager will be responsible for implementing budget and communicating progress to the Board and Executive Director at regular meetings and as requested.

5. Conference Coordinator is awarded Education Grant and one year Regular Membership (see below)

a. cost of membership is an Annual Conference expense

6. All appropriate management company staff and Executive Director expenses shall be considered Annual Conference Expenses

7. At the conclusion of the Conference when all bills are paid, Treasurer shall present a report showing all expenses and earnings, including the net profit from the conference

a. Submitted to the board no later than July board meeting

i.  If there is no July meeting, then by the date that meeting would have taken place

ii. If there is a problem gathering appropriate data by this date, then a draft shall be submitted

b. Business Manager and Executive Director will support as appropriate

C. Annual Conference Registration

1. In general, all conference participants must register for the portions of the conference that they wish to attend.  

2. Complimentary registration is provided to 

a. Conference Coordinator

b. Invited update Speakers

3. Non-member conference registrants receive one year complimentary HAPS membership

a. Conference Members cannot register for future Annual Conference at member rates.

4. Guest registration is required for participant guests joining any portion of the conference.

a. Complimentary guest registration is available for Update Speaker family members if the speaker tells us before the conference begins.

D. Refund policy

1. Refund policy reads:

a.  “Until the end of the Early Bird registration period for the conference, a withdrawing registrant will receive a full refund minus a handling fee equal to 15% of the registration fee. From the beginning of the late registration period up to 5 business days before the conference begins, 75% of the registration fee will be refundable. No refunds will be made later than 5 days before the conference begins. Refund of fees requires an emailed request to info@hapsconnect.org no later than 5 business days before the start of the conference. Refund requests received prior to the conference may not be processed until after the conference.”

E. Complimentary Rooms

1. Complimentary rooms are provided to

a. President 

b. Conference Coordinator

c. Conference Coordinator for the next year’s conference

d. Non-local HAPS-invited Speakers

2. Other rooms are provided to 

a. ASG Staff

b. Business Manager

c. Executive Director

3. All room expenses are considered Annual Conference expenses

F. Partner Host Institution Education Award

1. Awards shall be to the department, unit, or other organizational group at the host institution chosen by the Conference Coordinator.

a. If hosting is split among institutions, Board will determine distribution of funds

2. Funds, if awarded, shall be restricted to uses designated by the Conference Coordinator and such uses shall be to further A&P education at the partner host institution

3. Funds are awarded on a sliding scale based on net conference profit.  Note that net conference profit takes into account ASG time.

a. Net profit of > $50,000 qualifies the institution for an award of up to $5000.

b. Net profit of $25,000 - $50,000 qualifies the institution for an award of up to $3750.

c. Net profit of $25,000 - $10,000 qualifies the institution for an award up to $2500.

d. Net profit of $10,000 - $5,000 qualifies the institution for an award up to $1250.

e. Net profit of less than $5,000 does not qualify the institution for an educational award.

4. As part of the award, Conference Coordinator is given a complimentary year of HAPS Regular Membership if they provide a report of how the funds were used.

6.3 Annual Conference Exhibitor Policies

A. All exhibitor policies are contained in the contract signed by each exhibitor for each conference.

1. This contract is prepared each year by Business Manager with assistance from Executive Director

a. This contract sees substantial revision each year due to changing local opportunities

b. Substance of contract is kept as constant as possible, but options change

2. Fees in this contract are proposed by the Business Manager and approved by the Treasurer.

6.4 Regional Meeting General Differences

A. Regional Meeting Proposal and Acceptance

1. Process is the same as for Annual Conference but using a different form

B. Regional Meeting Coordinator responsibilities

1. Regional meeting coordinator is not a member of the Steering Committee

2. Regional Meeting coordinator may be expected to print meeting material on site

C. Regional Meeting Host Institution expectations

1. Regional Meetings typically only need 4-6 rooms to accommodate up to 30 each

2. Regional Meeting host institutions are not expected to provide meals

3. Regional Meeting host institution will need to provide more parking for participants and will not need to provide a bus drop off area.

D. Promotion of the Regional Meeting

1. No differences.  

E. Update Speakers

1. Regional Meetings will have one or two keynote speakers

a. Roughly equivalent to Update Speakers

2. No Board members are assigned to host keynote speakers

3.  Invited speakers and panels for in person and virtual conferences will receive an honorarium.

a. Honoraria for Speakers will normally be $250.00

b. Honoraria for Panels will normally be $250.00, which will be split among all panelists.

c. A ll payments and honoraria exceeding $250.00 must be approved by the Board before being offered 

4. No travel or other expenses will be paid by HAPS to keynote speakers

a. Typically they are local

b. If non-HAPS funding is offered, speaker fees or travel costs can be covered

F.  Workshop and Poster Presenters

1. No differences

2. Regional Meetings may choose to not have poster presentations.

G. Special Events at the Regional Meeting

1. No additional events mandated for Regional Meetings.

H. Other

1. Regional Director (or other Board representative) will attend Regional Meetings and is responsible for representing HAPS at such meetings.

6.5 Regional Meeting Financial/Contract Differences

A. Regional Meeting Contracts

1. There are no hotel or conference center contracts

2. All meeting components will take place on the host institution campus

3. There are no site visits

B. Regional Meeting Budget and Expenses

1. Non-member fees will not include annual membership in HAPS

2. The post-meeting report showing all expenses, earnings, and net profit is due 60 days after the conclusion of the meeting.

a. If data is missing, a draft report will be submitted

C. Regional Meeting Registration

1. Complimentary registration is provided to 

a. Meeting Coordinator (up to 2) 

b. Invited Keynote Speakers

c. Members with Emeritus status 

D. Refund policy

1. Refund policy reads:

a.  “Until the end of the Early Bird registration period for the meeting, a withdrawing registrant will receive a full refund minus a handling fee equal to 15% of the registration fee. From the beginning of the late registration period up to 5 business days before the meeting begins, 75% of the registration fee will be refundable. No refunds will be made later than 5 days before the meeting begins. Refund of fees requires an emailed request to info@hapsconnect.org no later than 5 business days before the start of the meeting. Refund requests received prior to the meeting may not be processed until after the meeting.”

E. Complimentary Rooms

1. There are no hotel rooms outside of Regional Director.  See Section 3 for details

F. Partner Host Institution Education Award

1. Awards are awarded on a sliding scale based on net meeting profit.  Note that net conference profit takes into account ASG time.

a. Net profit of >$1000 qualifies the institution for an award of up to $500.

b. Net profit of $750 - $1000 qualifies the institution for an award of up to $375.

c. Net profit of $500 - $750 qualifies the institution for an award of up to $250.

d. Net profit of $250 - $500 qualifies the institution for an award of up to $125.

e. Net profit of less than $250 does not qualify the institution for an award.

2. As part of the Award, Meeting Coordinator is given a complimentary year of HAPS Regular Membership if reports on how funds were used.