Terms of Reference

Mandate

The Industry Support Committee (ISC) of the Association of Women's Health, Obstetric and Neonatal Nurses Canada acts to develop and strengthen relationships between our industry partners and AWHONN Canada. The committee is structured to reflect the mandate, mission and philosophy of AWHONN Canada. The ISC strives to create excellence and sustain an environment in which members can work effectively to improve health outcomes for women and newborns.

Principle Responsibilities & Core Functions

The Industry Support Committee functions to:

Maintain appropriate guidelines for industry funding for advertising and sponsorship activities for AWHONN Canada.

Identify and collaborate with industry partners to raise funds to support the mission of AWHONN Canada, to expand AWHONN Canada's visibility, and to profile industry support.
Act as a liaison between industry partners and members of AWHONN Canada Section Coordinating Team (SCT).
Monitor local, provincial and national industry support issues of significance to AWHONN members and our clients.
Formulate and forward recommendations to AWHONN Canada members, through the SCT to address issues related to industry support.
Liaise with other Canadian national groups re: industry support issues.

Membership

The Industry Support Committee is composed as follows:

Committee Chair
The past Conference Chair for the Conference Industry/Exhibit Committee
The incoming Conference Chair of the Conference Industry/Exhibit Committee
Other member(s) of the Conference Industry/Exhibit Committee for the upcoming conference
A representative from each Chapter (may be ex-officio if Chapter not immediately active in conference)
Association Manager (ex-officio member)
Chair of Research Committee (ex-officio)

FUNCTIONS

1. Chair will:

Ensure that there is an effort to secure overall corporate funding / industry support for SCT Meetings, awards, other types of grants (Students, volunteer program, etc), and Website
Ensure the List of Prospective Sponsors and Exhibitors is Up to Date with the companies for the coming year's conference (do November/December)
Pass on the information from one year to the next to the incoming Conference Chair of the Industry/Exhibit Committee (January)
Ensure that the proper "passing of the torch" has been done and that the work is ongoing with the Conference Industry/Exhibit Committee

2. Past Conference Industry/Exhibit Committee Chair will:

Train the incoming Chair of the Industry/Exhibit Committee
Help update the necessary documents for the coming year
Demonstrate process and procedures

Pass down information that may be useful for coming year

3. Current Conference Industry/Exhibit Committee Chair will:

Review the evaluation results for the previous conference to see if there is an impact on the coming conference's proposed plan
With the help of others, decide the outline for booth spaces and propose budget
Advise Association Manager of proposed booth space requirements (Association Manager to get quotes for the Trade Show Company and be the main contact)
Set up templates of reply letters, receipts, evaluation forms
With the help of others, update and send out the Opportunities Guide for Industry Partners (and identify new funding opportunities)
Confirm booth space contract received and receipt of payment as it comes in (need company description and company LOGO in EPS format)
Maintain Excel Spreadsheet with appropriate data
Send out reminders to book before Dec 15
Send out invoice as required or when requested
Develop list of delegate bag inserts
Develop list "Recognition Plan" for onsite (depends on types of Industry Support, Platinum, etc)
Confirm last minute details with companies and identify Onsite Representatives
Primary onsite contact for registration of Exhibitors and Industry Partners
With the help of others, develop a list of local companies and contacts for Gift Donations to the conference and follow up
With the help of others, develop a passport system or other method to entice attendees to visit all booths
Send thank you letters at the end
Sends payments to the responsible individual
Follow ups as necessary when forms are not completed properly

4. Association Manager

Trade show company and RFP (review and appoint)
Work with tradeshow company for floor-plans
Liaise with Conference Chair and trade show company to ensure the booth space meets requirements for exhibitors
Poster Boards and registration area set up
Tradeshow set up and take down and Food and Beverage
Liaise with hotel on any requirements from Industry Support
Table top bookings
Develop the Exhibitors Manual (how to for those who book space)
Signage (Association Manager to get all logo's for signage)
Support "Recognition Plan" for onsite (depending on types of Industry Support, Platinum, etc) - Signage
Develop thank you to Sponsors slides
Compilations of evaluation forms
Website related items (loading info and forms)
Develop Registration badges for the Exhibitors and Industry Support

Meetings

One in person meeting per year is held at the National Conference. Teleconferences are held every second month or at the call of the Chair. The chairperson organizes and conducts the meetings.

Terms of Reference

The Terms of Reference will be updated annually to reflect the changes in Committee membership. Ex-officio members will receive notice of meetings and minutes and participation in meetings is at their individual discretion.

Membership

Diane Sawchuck (BC/AB) Chair

Lois MacIinnis (Ontario) Past Conference/Exhibit Chair

Linda Ulrich (Man/Sask) Incoming/Current Conference/Exhibit Chair

Gaylene Kramchynski (Man/Sask) Member, Current Conference/Exhibit Committee

Francine Boucher (Quebec) Chapter Representative

Ex-Officio Members

Sylvie Paquette (Ontario) Association Manager

Joanne Yearly (BC/AB) Chair, Research Committee

Barbara Whynot (Atlantic) Chapter Representative

Updated: Jan 2009