Building an ASBH Conference

Have you ever wondered what goes into an ASBH conference? Or thought about what your registration fees are paying for? Here’s a look into some of the details that make up the ASBH conference.

Breaking Down the Cost

• Staff/Operations: This category covers staff time for everything from negotiations with the hotel to the review and processing of proposals, as well as staff travel to and from the conference. Our staff are careful to manage their time so that operations are handled efficiently throughout the life cycle of the conference.
• Technology: This category covers A/V labor and materials during the conference week; software licensing for our abstract collection portal, website, app, and evaluations module; registration technology; laptops for staff members and presenters; and integration services between ASBH software.
• Awards: ASBH offers a set of Annual Awards to leaders in the field. This category includes the awards, the Student Paper Award prize, and the Lifetime Achievement Award winner’s travel to the Annual Conference.
• CE Accreditation: This category supports ASBH’s accreditation application fees and our joint provider’s processing fee.
• Hotel, Food, Entertainment: This category spans a wide number of expenses, including contracts with our host hotel, coffee, breakfast and lunch, and entertainment during our Opening Reception.
• Insurance: This essential expense covers ASBH’s liability insurance for the event.
• Exhibits: This category supports the cost of setting up and operating ASBH’s Networking Hall, including booth and furniture rentals and signage.
• Program Materials: This category includes both the cost of designing and printing the annual program notebook, promotional materials, and any sponsored or branded items.
• Speaker Fees/Travel: This category covers honoraria, travel, and lodging for our plenary speakers and any other speakers invited to present.
• Miscellaneous: This category covers expenses not addressed by the other categories, such as ASL interpretation services, music licensing fees, and printed materials.

When is the Conference Planned? 

Planning for the Annual Conference begins long before we launch our annual Call for Proposals. Our first conference preparations begin between 2-5 years in advance of the conference, when our Strategic Events staff begin researching and negotiating with our host conference center and/or hotel.

Here’s a look into the life cycle of a conference:

• One Year Out: Staff works with the Program Committee to review conference evaluations and develop the conference theme, a Call for Proposals, and our plenary sessions.
• Ten Months Out: Staff begins to develop the frame of our conference schedule, contracts vendors, and launches the Call for Proposals. Staff works with the Program Committee to invite plenary speakers and confirm Category Leaders.
• Seven Months Out: Category Leaders confirm Peer Reviewer rosters. Staff closes our Call for Proposals and assigns all eligible proposals to reviewers. Staff works with the Program Committee to select a winning candidate from the Graphic Design Contest submissions.
• Five Months Out: The Program Committee makes its final decisions and begins scheduling each presentation. Staff launches registration.
• Four Months Out: Speakers confirm their presentation slots. Staff finalizes and launches the full conference schedule.
• Two Months Out: Staff finalizes conference logistics, such as food and beverage orders, signage, and A/V needs.

How Do I Get Involved? 

There are a number of ways for members to help shape programming at the Annual Conference. 

• Submit a Proposal: Each year, our Call for Proposals runs from the beginning of January through early March. Take advantage of the Program Committee's advice for Writing an Effective Proposal and make sure that your proposal clearly represents what you would like to discuss. 
• Submit an Evaluation: After each conference, ASBH provides an opportunity for members to share feedback, offer suggestions, and rate individual presentations. This data is reviewed by the Board of Directors and Program Committee, and your feedback is a helpful guide as we begin to plan the next year's conference. While evaluations are required to claim continuing education (CE) credit, we welcome input from all attendees, and those that did not phrchase CE may use the evaluations module to claim an attendance-only certificate. 
• Serve as a Peer Reviewer: In January, ASBH sends out an annual call for peer reviewer volunteers. These reviewers are expected to offer their feedback on up to 22 proposals per year. Reviewers' comments are used by both Category Leaders and Program Committee members in later stages of the review process to inform the final slate of presentations accepted into the conference schedule. 
• Volunteer: Throughout the year, ASBH calls on members to serve as affinity group leaders, committee members, and timekeepers. Each of these roles is critical to ensuring that the conference offers attendees high-quality programming that is carried out without a hitch. Keep an eye out for calls delivered through email, or monitor our Service Opportunities web page! 

Members with a history of providing reliable, helpful service through the roles above may be considered for a more advanced volunteer role, such as a Category Leader or Program Committee member. Learn more about the Program Committee's work and selection process here.