Plan Your Next ACCJ Event

By completing this form, you’re helping to ensure the success of your next event. Provide as much information as you can, and the programs team will be in touch to begin planning.

If you need information about event planning at ACCJ, consult the ACCJ Event Planning Guide.

 
 

ACCJ Event Policy

Programs include events that bring people together for the purpose of extending a clear benefit to ACCJ members. This member benefit should dovetail with one or more of the ACCJ’s four pillars: networking, information, advocacy and community.

Programs should be relevant and compelling and appropriately and demonstrably meet the needs of ACCJ members.All ACCJ events are governed by the following policies:

  • All ACCJ hosted programs must appropriately and demonstrably meet the needs of ACCJ members. This member benefit should dovetail with one or more of the ACCJ’s four pillars: networking, information-sharing, advocacy and community.

  • All events must be planned to run in the black financially.

  • All surplus returns to the ACCJ; it is not reserved for the committee that hosted the event.

  • As a non-profit organization, the ACCJ does not pay honoraria, travel or commutation expenses to guest speakers. Meals or refreshments served at the event may be provided to the speaker with compliments.

  • All ACCJ hosted programs must involve coordination by the ACCJ office. This means, at minimum:

    • Committee Coordinators must be notified well in advance of the planned meeting. Optimal lead time is 6 weeks in advance.

    • If outside parties, like speakers, are involved, their participation and level of involvement should be notified to the Committee Coordinator in advance of the event planning.

    • The venue must be determined in consultation with the Committee Coordinator.

    • Only the Committee Coordinator may contact and make agreements with venues to book ACCJ events. 

    • The attendance fee must be determined in consultation with the Committee Coordinator.

    • All attendance fees must be approved by the ACCJ office.

    • The event notice must be sent out through the Committee Coordinator.

    • Event registration will be accurately recorded by the Committee Coordinator.


      Force Majeure Clause
      In the event of unforeseen circumstances such as weather, natural disasters, riots, strikes, etc., ACCJ events may suddenly be cancelled.

      In such circumstances, please check with the ACCJ office for more details.

 

Media Coverage

If either the sponsoring committee chair prefers to hold the meeting off the record, members of the media who are not ACCJ members will not be admitted, and ACCJ members with press credentials will only be allowed to attend on the condition that they treat the material presented as off the record.

If the sponsoring committee chair prefers to hold the meeting on the record, there are several options. For questions on these, please reach out to the Communications Department.

FULLY ON THE RECORD: The ACCJ Journal and members of the media will be invited and audience will be allowed to take notes and share information about the event on social media

NO MEDIA, BUT ON THE RECORD: Media will not be invited, but the audience will be allowed to take notes and share information about the event on social media.

ACCJ JOURNAL ONLY: Only The ACCJ Journal will be invited and the speaker and committee have the option to review the content before it is published in The ACCJ Journal.

For on-the-record meetings, the speaker (or his or her PR department) should coordinate this aspect of the program with the Committee Coordinator before approaching the media. The Programs Department staff will then involve the Communications Department, which will then work with the speaker and his or her PR department in handling the media.

In general, the media will be invited to join on-the-record programs only during the speech portion of the event; they will not be served a meal and will not be charged for attending the program. If the committee invites specific members of the media to attend the meal portion of the program, the media representatives will be charged the non-member attendance fee.

If the speaker or committee has its own list of media contacts, the speaker or his or her PR department is asked to submit the list of media representatives who will be attending to the Communications Department in advance.

The list should include the names of the publications/companies, the names of the attendees, and type of media (print, television, electronic/Internet, etc.).

The ACCJ can arrange VIP seating for media representatives who are guests of the speaker. Other members of the media will be seated in a special section of the room where the event is being held.

Members of the media in attendance will be asked to mention the ACCJ’s name in any reporting on the program.

During the Q&A session, preference will be given to ACCJ members.