TIME & PLACE COMMITTEE
The Time & Place Committee plays a vital role in ensuring that Department conferences and conventions are accessible, fiscally responsible, and mission focused for all Virginia DAV members and guests. Charged with recommending sites for the Fall and Spring Conferences at least two years in advance, the committee evaluates locations across the Commonwealth based on availability, cost, and full compliance with the Americans with Disabilities Act, and then negotiates with hotel and venue management to secure favorable contracts that support our programs and safeguard DAV resources. In doing so, the committee also recommends appropriate registration fees, monitors accommodations and meeting-room issues in coordination with Department leadership, and serves as the primary voice in addressing any concerns with host facilities so that every gathering of the Department of Virginia is conducted in a professional, veteran-centered environment.
25-26 COMMITTEE MEMBERS
Department By-Laws Article 4, Section 4-4, Para. 13: Time and Place Committee
Para 13: TIME AND PLACE COMMITTEE
Para 13.1: Shall be responsible for recommending locations in the Commonwealth of Virginia for the Department to hold the Fall and Spring Conferences.
Para 13.2: Shall report to the Convention their recommendations of sites for the Fall and Spring Conferences. Site selections shall be made two (2) years in advance. The Convention is authorized to waive the two (2) year provision if mitigating circumstances exist to prevent the Spring or Fall Conference being held at a previously approved site. Contractual agreements must be taken into consideration when such approval is granted.
Para 13.3: Shall negotiate with hotel-motel management to obtain favorable contracts for conventions and conferences.
Para 13.4: Shall not accept, for a convention or conference, a site where there are architectural barriers or obstacles for the handicapped. All proposed sites considered must be in compliance with the Americans with Disabilities Act.
Para 13.5: Shall recommend to the DEC, for approval, the fee to be charged for conventions and conferences.
Para 13.6: The Time and Place Committee Chairperson shall be the primary authority to speak for the Department regarding any complaints about accommodations or meeting rooms in consultation with the DADJ / EO.
Para 13.7: Shall provide in writing at the next succeeding convention or conference a final report of the costs of the preceding meeting.
Para 13.8: Shall ensure that all delegates to the convention and all DEC members during DEC meetings have paid their Registration Fee and are provided with proper identification tags for easy recognition.
Para 13.9: The Committee will provide to the Credentials Committee a list of all persons who have registered during the Convention.
Para 13.10: The Committee will provide to the DADJ / EO a list of all DEC members who have registered for each DEC meeting.