Ad Hoc Committees


AD HOC COMMITTEES

1. Definition

Ad Hoc committees are committees appointed by the President to accomplish a specific task.

2. Currently active committees

a. Program Committee for the annual conference (see Conference Management and Planning Handbook for a detailed explanation of responsibilities)

1. Appointment of Chair and Committee

In consultation with the Board, the President appoints the Program Chair.

2. In consultation with the President, the Chair appoints a committee of five additional members, including the Chair of the succeeding year's program committee, who represent the Society's various constituencies (e.g., scholarly specialty, age, gender, ethnicity, geographic region, etc.), to evaluate submitted proposals, including lecture-recitals, performances, and alternative presentation formats. At its discretion, the Committee may direct the Chair to ask the President to appoint a different committee of three SAM members to evaluate lecture-recital and other performance proposals. This committee will report its deliberations to the Chair of the Program Committee. The Society welcomes proposals involving all facets of musical life throughout the Americas and about American music and aspects of its cultures anywhere in the world.  The Committee is charged with constructing a program that is interesting, inclusive, well-rounded, and representative of the diversity of scholarship among Society members.

3. The Program Committee works closely with the Conference Manager and the Local Arrangements Chair, and is guided by the Conference Handbook with regard to additional procedures and duties.

4. Most members of the Program Committee are typically chosen from the pool of Society members close in geographic proximity to the conference site.  Funds allowing the Program Committee to meet are budgeted as a conference item: the annual amount is $4,000. All Program Committee members may be reimbursed for their basic transportation expenses (economy air, train, or auto), local ground transportation (to/from the airport or train station), and up to two nights of shared hotel accommodation. The local host (or program chair) may be reimbursed for the purchase of up to two reasonably priced meals for the committee as well as for the purchase of simple refreshments for committee gatherings.  No other meals or transportation expenses will be reimbursed.

5. In order to submit a proposal to the conference, one must be a duly registered member of the Society.

b. Local Arrangements Committee for annual conferences (see Conference Management and Planning Handbook for a detailed explanation of responsibilities).

1. Appointment of Chair and Committee

In consultation with the Board, the President appoints the Local Arrangements Chair, who is usually a person from the host institution and was introduced initially during the invitation process. The LA Chair works with the Executive Director on all aspects of planning and running its particular conference, and coordinates with the Program Committee on special events.

2. The LAC chair picks a committee of three to five people to assist with the planning and execution of the conference. Most of the LAC members should be geographically located near the meeting site, although certain tasks can be delegated to distant members. A Membership Committee liaison, identified by the committee's Chair in consultation with the Chair of the Local Arrangements Committee, will be appointed by the President by the time of the previous conference. The function of this liaison is to serve the needs of outreach. Additional staffers (students, volunteers, etc.) will be needed at the time of the conference, although these people are not necessarily involved in the planning of the conference (see Conference Handbook ). The Board does not approve the other members of the LAC, nor is it necessary that they be members of the Society, although non-members should be encouraged to join.