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AASMAN1 Ch10 Conclaves


Funding assistance to money-losing conclaves ... Conclave staff should calculate per-member registration fee ... NLT 30 days prior to conclave ... – PowerPoint PPT presentation

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Title: AASMAN1 Ch10 Conclaves

AASMAN-1 Ch10Conclaves
  • AAS C/Lt Col Sean McConville

  • General Information

General Information
  • Purpose
  • Business session of both AAS and SW
  • Attendance is encouraged for benefit of
    individual and society
  • Procedures
  • All parliamentary meetings are to abide by
    Roberts Rules of Order Newly Revised Edition
  • Roll Calls
  • At first joint meeting, along with each Separate
    meeting, attendance may be taken one of two ways
  • Determined by NBC
  • Unit-by-Unit roll call, taken by Parliamentarian
  • Poll taken by each Area Commander
  • Reports attendance to National Parliamentarian
  • Includes number of proxy absent units

  • Scheduling
  • Held in conjunction with SW NATCON
  • Normally held during Easter Weekend
  • Economic room rates more available during this
  • Attendance
  • Each squadron entitled to representation by one
    delegate alternates
  • Area CC is delegate for Area HQ
  • Squadrons may pick own delegates
  • Squadrons and Area HQs WILL invite advisors to
  • Transportation
  • Airlift provided by USAF
  • Squadron advisor and PAS will consider following
    priorities for allocation of airlift seats
  • Nat Staff
  • Area Commander or delegate
  • Area alternate
  • Delegates in good standing
  • Alternates of units in good standing
  • Area staff members

NATCON (cont)
  • Social Functions
  • Executive Director should be consulted concerning
    any events impact on registration fees
  • Awards
  • National awards are presented IAW AASMAN-1, CH.
  • Attire
  • All AFROTC and USAFA uniforms are appropriate
  • Excludes utility uniforms
  • Subject to AFI 36-2903, AFOATSI 36-2008,
    AASMAN-1, para 19.3.6 and 19.4
  • Also subject to guidance and policies of National

  • Purpose
  • Handle business on Regional Level
  • Scheduling
  • Held once each year b/w 01 October and 30
  • ARCON HQ may appeal this rule to Nat HQ
  • Must provide full justification
  • Must be submitted NLT fall Board of Directors
  • Site Selection
  • Larger cities provide most advantageous price
  • In smaller towns, avoid scheduling in conflict w/
    local events

ARCON (cont)
  • Bidding
  • Requirements
  • Squadron must obtain approval of PAS
  • Must complete ARCON Planning package (AASMAN-1
    Attachment 4)
  • This is to be submitted to AAS EMC upon unit
  • Due NLT end of academic year prior to scheduled
  • Unit should make no agreement w/ hotels or other
    agencies until EMC returns planning package
  • Bids may be presented at ARCONs, NATCON area
    Caucuses, or by mail

ARCON Staffs
  • ARCON HQ/CC (AAS C/Lt Col)
  • directs planning
  • Presides over meetings
  • Recommended staff includes
  • Vice Commander (CV) AAS C/Maj
  • Dir. of Operations AAS C/Capt
  • Dir. of Information Management (IM) AAS C/Capt
  • Dir. of Financial Management (FM) AAS C/Capt
  • Dir. of Public Affairs (PA) AAS C/Capt
  • Dir. Of Training (DT) AAS C/Capt
  • Dir. Of Support (DS) AAS C/Capt

ARCON Finances
  • Funding assistance to money-losing conclaves
  • If suggestions in planning packet are followed,
    units may be endorsed up to 250.00
  • Otherwise, reimbursement limited to 50
  • Budget Review
  • National FM may review any ARCON budget
  • With approval of Nat/CC and Executive Director,
    may make viability adjustments
  • Conclave staff should calculate per-member
    registration fee
  • Area HQ should provide whatever financial
    assistance is possible to prevent ARCON HQ unit
    from losing money
  • Advance Registration
  • Members must pay registration fees in advance
  • Host unit may set cancellation date for units
  • If individuals do not cancel by selected date
    they become responsible for paying for their own
    share of fixed-expenses
  • If individual cancel before date, ARCON HQ
    becomes responsible for refund

ARCON Agendas
  • ARCON HQ responsible for distribution
  • All Area AAS squadrons and SW chapters
  • NLT 30 days prior to conclave
  • Include reminder that proxy votes need to be
    received prior to ARCON
  • AAS Area CC and SW REO responsible for developing
    business agenda
  • Should be distributed NLT 15 days prior to ARCON

ARCON Transportation
  • Make airlift requests through proper channels
  • Use civilian vehicles whenever possible

ARCON protocol
  • Opening Ceremonies
  • Must include welcome by hosts
  • May include
  • Keynote speaker
  • Posting of colors
  • Invocation
  • Guests
  • Invite in writing NLT 60 days prior to ARCON
  • Active duty military guests on per diem and
    industry guests an expense accounts are expected
    to pay for hotel accommodations
  • Send agenda and information on social activities
    NLT 30 days prior to conclave
  • ARCOP duties
  • Guest lists
  • Receptions
  • Seating of head tables
  • If ARCOP position vacant, ARCON staff fills
  • Social Functions
  • Awards and entertainment provided in conjunction
    w/ a major meal should not be called
  • Use awards luncheon/banquet/ball instead
  • Commander's Call
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