Annual Conference
The Annual Conference bid process shall take place three years in advance of the year of the planned conference.
Site Selection
In recognition of NODA’s Equity, Inclusion, and Social Justice Commitment, the Annual conference location over 4 years should rotate between the following areas of the country – East Coast, West Coast, South Central US, and Midwest. The Annual conference location will not be consecutively in a state that California or a significant number of NODA members are unable to attend due to the California or other state(s) school travel ban.
All other NODA in person events adhere to the below when selecting their in person locations for NODA hosted and sponsored events.
Whereas, NODA is committed to non-discrimination, including non-discrimination on the basis of race, color, religion, national origin, sexual orientation, all genders, veteran status, age, and/or disability, the Hotel warrants that the services and facilities being made available by and within the Hotel and conference area, are offered on such a non-discriminatory basis.
Any laws, ordinances, or practices condoning discrimination or restricting rights on the basis of race, color, religion, national origin, sexual orientation, all genders, veteran status, age, and/or disability, are grounds for negotiations with the hotel and or agency.
Hotel warrants that it is and will be in compliance with all federal, state and local laws prohibiting discrimination against any legally protected individual or group on the basis of any legally protected characteristic such as race, color, religion, national origin, sexual orientation, all gender, veteran status, age, or disability. Group may terminate this Agreement without liability upon written notice to Hotel if Hotel is named in administrative charges or a suit is filed against Hotel in a court of law charging that Hotel has violated any of the above laws.
The hotel location will allow for all gender restrooms to be implemented if not already part of the hotel practice. If this is not allowed, we will not join in a contract with the hotel.
The hotel location will allow for lactation spaces as well as prayer and decompressions spaces. The association team and conference committee will be responsible for ensuring that lactation spaces, prayer and decompression spaces are made available to the membership for the duration of conference programming.
The hotel location should consider the following Accessibility (mobility, visual, hearing, learning, emotional/mental) needs: The following questions should be considered when reviewing the accessibility accommodations of the hotel.
- Is there sufficient access to skilled interpreters who are fluent in American Sign Language so that all of our members who request accommodations have their needs met?
- Does the venue have the audio-visual technology to support Universal Design practices that you are planning for the event (i.e., screens, sound systems, projectors, etc., to caption Opening, Closing and other major events)? (for more information about Universal Design, contact the NODA Equity & Inclusion Officer)
- Service animals ~ Does the location have sufficient facilities to accommodate bathroom needs?
- How easy is it to navigate using a wheelchair, crutches, or a cane among the venues and other routes that impact attendees?
- Are there a sufficient number of accessible sleeping rooms?
If a conference is held in a city, state, or geographical locations that has laws and policies contrary to the values of NODA, we recommend the following:
- DEI Committee, Association Staff, and Conference Planning Committee shall meet to identify and address issues of concern
- Educational programming should be developed for the body to increase awareness of key cultural issues or relevant needs of the host city(e.g. information session(s), roundtable discussion(s), service project(s), etc.)
- Establish spaces to combat discriminatory practices (i.e. all gender bathroom, lactation rooms, prayer areas)
- Information regarding the law and policy at hand shall be formally disseminated pre-conference to the body for review and during the conference to promote further understanding
Budget Planning
Conference Registration Fee
A conference registration fee structure will be set by the Association staff. The fee structure will include the rates for each membership status, a non-member rate and the late cancellation fee.
Base Attendance
The base attendance figure for Annual Conference Planning shall be set by the Association staff in consultation with the Executive Director.
Annual Conference Profit
The Annual Conference is expected to generate revenue of at least $35,000. This shall be added to the conference budget as a line item entitled Association Revenue.
Registration
All conference participants must be registered for the conference. On a limited basis, determined by the Association staff, featured and invited speakers may be allowed to present a session without paying the registration fee.
Annual Conferences Refund/Cancellation Policy
Participants may request a refund for the conference registration fees based on a refund timeline established by the Association staff. Conference organizers cannot accept refund requests that result from canceled flights and/or natural disasters.
Conference Materials
Themes and Logos
All themes and logos should reflect the professionalism and integrity of the Association. Themes and logos for Annual conferences should be approved by the Association staff.
NODA conferences and other events receiving financial or staff support of any kind from NODA must acknowledge NODA in all materials.
The official NODA logo must be incorporated on the front or back cover of the program of events, prominently on the conference website, and as appropriate on other pieces. See the General Publication Design Standards.
Conference Planning
Conference programs and events should be balanced to reflect both the diversity and similarity of the orientation, transition, and retention programs and institutions of NODA’s constituencies.
Educational Session Selection
In selecting educational sessions, the following priorities shall apply unless the Conference Host Conference Planning Committee determines that allowing limited exceptions would enhance the conference. Annual Conference Learning Outcomes and the NODA Strategic Plan should be considered when choosing appropriate Educational Sessions.
- Priority shall be given to conference participants presenting educational programs with no commercial interest or affiliations and which are in line with conference learning outcomes and the NODA strategic priorities;
- NODA will not accept more than 7 educational session proposals per individual per educational offering. This is regardless if they are the primary presenter or if they are 2nd/3rd/4th presenter listed;
- No presenter will be allowed to present more than three educational session proposals during any Association educational offering.
Leadership Reception at the Annual Conference
The Association will incur the cost of a Board reception for all of those listed in the NODA Leadership Directory, in addition to those with lifetime membership.
The reception arrangements and costs will be determined in consultation with the President and Executive Director.
Exhibitors
Associate Members will be permitted to display their products or service only in an area set aside for their use and during specific hours as determined by the Association staff.
The presence and/or participation of any individual or organization at NODA conferences does not constitute an endorsement by the NODA.
Sale of Merchandise
The Association retains the right to offer merchandise for sale to the membership. Such merchandise representing the Association must be in line with the guidelines provided in the Brand Style Guide. Prices for each item will be set by the Association staff in consultation with the Executive Committee.
Associate Members/Exhibitors
Associate Members shall be able to sell non-NODA branded items at Annual conferences.
Conference Planning Committee
The sale of merchandise is not permitted by conference planning committees. Should a conference committee desire to distribute such items, cost should be included in the conference registration fee.
Refund Policy
Refunds for Association merchandise will be provided to members with original receipt of purchase.