Introduction
The following guidelines represent basic conference components, compiled to insure an event that meets the Society’s obligations under its By-Laws and to otherwise provide a means for members and others to become increasingly knowledgeable of mill properties, equipment, operations, and histories. Additionally, the conference serves as an enjoyable avenue of rapport between persons of like interests and pursuits. Requests to modify or otherwise differ from the these basic components are to be directed to the conference coordinators.
Host Organizations
To qualify to host a conference, an interested entity should be an established mill organization, historical society, governmental agency or the like that has the personnel resources, financial considerations and planning experiences implicitly required to successfully oversee the undertaking.
The host organization assumes the lead in planning, organizing, staging, and financing all aspects of a conference – all within the Guidelines as posted and with approvals deemed necessary by SPOOM’s Board of Directors.
Organizations interested in hosting a conference are required to present an informative proposal to SPOOM’s conference coordinators who then consult with the Board, after which the proposal is acted upon.
Required Components
Adequate Lodging: Preferably at one location (the Conference Headquarters), or otherwise within close proximity. Conference attendance from past and recent history can range from 75 to 120, depending on location, time of year, program content, and costs.
Transportation: Availability for attendees needing it (taxi service, shuttle from airport, etc.). Dependable, comfortable tour buses/vans.
Food Service: In addition to adequate and available service in the lodging establishments, other food service choices should be within proximity of lodging locations. Meals/snacks/beverages on mill tours are to be planned and offered.
Conference Headquarters: Banquet room to accommodate all registrants and anticipated guests, and rooms or spaces to serve these purposes – reception/registration, hospitality, bookstore and as needed, breaks and exhibits.
Mill Tours: Types, condition, and number to be visited should adequately represent general expectations and experiences of past conferences. Visits to non-mill historic sites or other cultural institutions can be included.
Banquet: This can be staged at the Conference Headquarters or at an appropriate venue. The program component should include as a minimum: time for the SPOOM President to address those in attendance, a presentation by a guest speaker, viewing of photo contest entries, an invitation to the next conference and any other informative presentations. Menu and related food service decided by host.
Board Meeting and “Meet the Board”: Room and meal service for the meeting either at the Conference Headquarters or at another appropriate location. It is normally held on the evening preceding the first full conference day. A “Meet the Board” session is sometimes scheduled for discussion of organizational matters with the Board.
Miller Training/Workshops: Normally, if offered, are as pre-conference programs. These should be planned with SPOOM’s Miller Training committee and the conference coordinators. While not specifically required, SPOOM encourages the host to provide one or more offerings.
Reception/Registration Area: Situate an appropriate location for welcoming attendees and attending to any registration functions. Area should contain an “information” bulletin board for postings by the host and by attendees. Have within any welcome packet a roster of attendees and contact information, as well as regional tourist information, especially that of mills in the region.
SPOOM Store and Photo Contest: These are traditional components of conferences and the host is asked to communicate with the conference coordinators as to the room/display needs and schedule requirements.
Insurance: To be included in the registration form is a statement to the effect that as an attendee the registrant "agrees to hold harmless SPOOM, its Board of Directors, its conference coordinators and hosts and sites visited from any cliams and/or litigation arising from his/her attendance at the conference." Also, liability coverage, such as provided with "event" insurance, is suggested to be had by owners of the sites to be visited as scheduled, with SPOOM's assistance by Board action if so warranted.
Costs:
The host organization must pay special attention to all costs involved and to strive to make the conference self-sustaining in that respect, knowing that it, the host, is financially responsible for expenses incurred. Registration fees can reflect costs of transportation, meals, honorariums, contributions to visited sites, insurance, and the like. It is understood that registration and other fees will be kept as reasonable as possible, in order to provide affordable attendance by members.
Planning:
The date and days should be chosen after consultation with SPOOM's conference coordinators, as should all other issues pertaining to planning the conference. Although normally held in the fall, it is permissible to hold the conference at a different time of the year. SPOOM reserves the right to cancel any agreement with the selected host if irreconcilable differences emerge.
Conference Information/Registration:
Be sure to plan and organize as far in advance as possible and to make information available, as plans develop, as early as possible by way of Old Mill News, SPOOM.org, and our Chapter affiliates.
Rev 10/20/22