The Benefits to a Local Section in Running a Regional Meeting

Why should a local section get involved in planning a regional meeting? After all, planning and running a regional meeting is a very large and long-term commitment. But wait—there are numerous benefits and rewards to the local section and its members.

The initial planning stages for a regional meeting (RM) means getting local section members involved for a 1–3 year period. This can be a benefit for the local section in identifying untapped talent and leadership at many different levels. For example, the first order of business in organizing a RM is selecting a general chair. This is at least a 3-year commitment, so it is advisable to appoint general co-chairs so that the tasks can be shared and the RM committee will have some assurance of continuity if a co-chair must leave for any number of reasons.

The next step is to identify a dedicated group of volunteers to serve on the organizing committee. This would include program co-chairs, a treasurer, and others who would be responsible for fundraising, exhibits, printing, publicity, and local arrangements. Again, it is advisable to appoint program co-chairs for the same reason as above, but also so one can represent industry and the other academia. They should look at the region’s demographics to decide on what areas of chemistry to focus on to attract as many members as possible to the meeting. This is an ideal opportunity to draw in members of neighboring local sections to expand participation within the region and to get them vested in the meeting. When organized and run properly, regional meetings can provide a venue for chemists to attend a larger local ACS meeting tailored to their interests.

Remember that committee members are volunteers who have jobs, families, and other responsibilities and must not be so overburdened that they withdraw from their voluntary responsibilities. Several tips should be followed when working with volunteers: Be realistic when assigning responsibilities. Be very clear on what the assignment involves and make sure that communication is sufficient. Follow up regularly to ensure that tasks are being accomplished and that the volunteer is not having problems. Be sure that volunteers feel recognized and appreciated for their contributions—motivate and reward them. Remember that the committee members and volunteers involved in the RM experience will hopefully remain active at various levels of section activities if they feel that they have been part of something successful and fulfilling.

RMs are also an excellent opportunity for local sections to build relationships with other societies, divisions, and surrounding local sections. Divisions and other societies not only can aid in and add value to programming but also can serve as a source of revenue for the meeting. Many division members within each region and section can be identified to help with programming and other functions. Many divisions have identified a liaison to RMs and have made funds available for programming. You can contact the divisions directly, the Office of Regional Meetings (ORM), or the Office of Local Section Activities 9OLSA) for this information. Joining with other societies such as the American Institute of Chemical Engineers can benefit the RM in terms of programming and funding. These relationships may last well beyond the RM.

Workshops are an excellent means of reaching out to the many types of attendees who come to the meetings. You can target academics, high school teachers, undergraduate and graduate students, technicians, women, minorities, and retired chemists. Topics can be on careers, personal growth, or any aspect of chemistry. This is also a chance to attract attendees who normally may not go to a RM but would like to attend a workshop.

A RM is also an excellent opportunity to showcase your local section. Hand out brochures and information about the local section. RMs should also be fun. When you consider special events, work with your local convention center and visitor’s bureau to find out what special local events will coincide with your meeting. These can include tours, festive events, and exhibits that showcase the local section and vicinity.

If all goes well financially (although that’s not the sole purpose), RMs can be a financial resource for the local section and the regional steering committee. The extra funds received from a RM can go back into the local section to stimulate programming at various levels.

Alan Cooper
ACS Committee on Local Section Activities

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