THE CONSTITUTION
OF THE HYPERBARIC TECHNICIANS AND NURSES ASSOCIATION, INC.
COPYRIGHT, HYPERBARIC TECHNICIANS AND NURSES ASSOCIATION.INC 1995
THE CONSTITUTION
OF THE HYPERBARIC TECHNICIANS AND NURSES ASSOCIATION, INC.
COPYRIGHT, HYPERBARIC TECHNICIANS AND NURSES ASSOCIATION.INC 1995
1. NAME
2. OBJECTIVES
3. MEMBERSHIP
4. RESIGNATION AND EXPULSION OF MEMBERS
5. COMMITTEE OF MANAGEMENT
6. ELECTION OF OFFICE
7. PRESIDENT
8. SECRETARY
9. EDITOR
10. TREASURER
11. STATE AND OVERSEAS REPRESENTATIVES
12. ANNUAL GENERAL MEETING
13. SPECIAL GENERAL MEETINGS
14. NOTICE OF MEETINGS
15. PROCEEDINGS OF MEETINGS
16. ALTERATION OF THE CONSTITUTION
17. DISSOLUTION OF THE ASSOCIATION
18. AMALGAMATION OF ASSOCIATIONS
19. SEAL
20. FUNDS
21. RECORDS
22. DATE OF OPERATION OF CONSTITUTION
STANDING ORDERS
GUIDLINES FOR THE ANNUAL SCIENTIFIC MEETING
HTNA CONSTITUTION
1. NAME
1.1 The name of the incorporated Association is Hyperbaric Technicians and Nurses Association (HTNA) hereinafter called the "Association".
1.2 The address of the registered office of the Association will be the postal address of the Secretary of the Association.
2.1 The objectives of the Association are to:
a. To promote and encourage the exchange of information between members;
b. To standardise practice and protocols within technical and nursing communities affiliated with the Association;
c. To educate and inform interested groups or individuals of the relevance of, or any advancement in, the field of hyperbaric oxygen therapy and diving safety;
d. To maintain and uphold the principle that the Association exists to cater for the interests of the full range of its membership so long as individual members interests are not in breach of the objectives of the HTNA;
e. To abide by the rules promulgated by the provisions of the Associations Incorporation Act 1983 for the benefit and protection of its members, and
f. To encourage hyperbaric research in order to advance the scientific basis of our practice.
3.1 Association membership categories and eligibility criteria are:
a. Full: open to any nurse or technician appropriately trained and currently working in the field of hyperbaric or diving medicine. Only full financial members are eligible to vote and hold elected office;
b. Associate: open to interested individuals and parties;
c. Corporate: open to any corporate organisation or interested group that is interested in the aims of the Association, and
d. Honorary Life: awarded to any individual who has made a significant contribution to the Association as decided at the Annual General Meeting (AGM).
3.2 Corporate membership shall be divided into the following categories:
a. Diamond
b. Platinum Plus;
c. Platinum
b. Gold, and
c. Silver.
3.3 The advantages offered to each level of membership shall be:
a. Diamond
1) Recognition of your company on the HTNA Website as a Diamond Sponsor;
2) A link from the HTNA's Website to your company's Website;
3) Trade display for the duration of the conference (including workshops);
4) Full registration to the annual scientific meeting for three (including all social events);
5) A one-colour advertisement in the HTNA journal for one year;
6) One full page, full colour advertisement (A4) in the conference proceedings and/or satchel;
7) Three subscriptions to the HTNA journal, Offgassing, for one year; and
8) Recognised in the closing address as a Diamond Sponsor.
b. Platinum Plus
1) Recognition of your company on the HTNA Website as a Platinum sponsor;
2) A link from the HTNA's Website to your company's Website;
3) Trade display for the duration of the annual scientific meeting (including workshops);
4) Full registration to the annual scientific meeting for two (including all social events);
5) A one colour advertisement in the HTNA journal, Offgassing, for one year;
6) One full page, full colour advertisement (A4) in the conference proceedings and/or satchel;
7) Two subscriptions to the HTNA journal, Offgassing, for one year; and
8) Recognised in the closing address as a Platinum sponsor.
c. Platinum
1) Recognition of your company on the HTNA Website as a Platinum sponsor;
2) Trade display for the duration of the annual scientific meeting (including workshops);
3) Full registration for two at the annual scientific meeting (including the Conference Dinner);
4) A self provided advertisement (A4) in the conference proceedings and /or satchel;
5) One year subscription to the HTNA Journal (three issues),
6) Advertisement in three issues of the HTNA Journal; and
7) Recognised in the closing address as a Platinum sponsor.
d. Gold
1.) Recognition of your company on the HTNA Website as a Gold Sponsor;
2.) Trade display for the duration of the annual conference (not including workshops);
3.) Full registration for one at the annual scientific meeting;
4.) A self provided advertisement (A4) in the conference proceedings and /or satchel;
5.) One year subscription to the HTNA Journal (three issues), and
6.) Advertisement in three issues of the HTNA Journal.
e. Silver
1.) Trade display for the duration of the annual conference;
2.) A self provided advertisement (A4) in the conference proceedings and /or satchel;
3.) One year subscription to the HTNA Journal (three issues), and
4.) Advertisement in three issues of the HTNA Journal.
3.4 The following guidelines shall be observed in the administration of memberships:
a. Annual membership fees are due at the beginning of the financial year which extends from 1 July to 30 June;
b. Fees shall be payable on application to join;
c. If any member's subscription is in arrears for more than three months, or other monies are owed to the Association for a period to be determined by the Committee of Management (hereinafter called "the Committee"), the Committee may direct that the member's name be removed from the database of members. Such person shall cease to be a member and lose any voting rights;
d. The Committee may restore membership upon payment of all monies due to the Association;
e. Membership fees will be periodically reviewed at the AGM;
f. Members may terminate their membership at any time, however, membership fees will not be refunded, and
g. Only full members and honorary life members have voting rights.
3.5 The procedure for registration of members shall be:
a. An individual seeking membership must send a completed application form and the annual membership fee to the Secretary;
b. Membership shall commence when the completed application and membership fee are received by the Treasurer;
c. Upon notification by the Treasurer that membership has commenced, the Secretary shall enter the applicant's name in the database of members, and
d. The Committee may reject any new member at its next meeting and shall be under no obligation to give any reason for its decision.
3.6 A database of members shall be kept and maintained by the Secretary. Membership details must include, as a minimum the member's full name, address, date of membership and occupation if applying for full membership.
4. RESIGNATION AND EXPULSION OF MEMBERS
4.1 Any member of the Association may terminate their membership by either not renewing their membership or by informing the Secretary of their intention to terminate their membership.
4.2 The Committee may by resolution, suspend or expel a member of the Association for contravention of the its rules, or for behaviour unbecoming a member or prejudicial to the interests of the Association. Particulars of the charge shall be communicated to the member at least one calendar month before the meeting of the Committee at which the matter will be determined.
4.3 Any member suspended or expelled, shall have the opportunity of appearing before a Committee to exercise a right of appeal, provided that such an appeal is lodged with the Secretary within 21 days of having received written notice informing them of the penalty. The Committee may at the appeal meeting determine whether to confirm or revoke the resolution.
4.4 All rights of membership shall cease on the member's death, suspension, expulsion or resignation.
5.1 The Management Committee shall manage the business and affairs of the Association and shall make any decisions or take any action in the best interests of the Association as governed by the terms of the constitution or the will of the members.
5.2 The Management Committee positions are only available to full or honorary life members and shall consist of:
a. President;
b. Secretary;
c. Treasurer;
d. Editor;
e. State representative - one representative from each State and Territory (except Queensland where there is a Northern and Southern Representative) , and
f. New Zealand representative.
5.3 All positions are honorary and each member of The Management Committee shall hold office for a nominal period of two years unless removed by special resolution at a special general meeting of the Association.
The tenure shall normally conclude at the end of the AGM, however, the member is eligible for re-election at the AGM. In the event of an unexpected vacancy occurring in The Management Committee, it may appoint a full or honorary life member of the Association to fill the vacancy until the next AGM.
5.4 The Management Committee may remove from office committee officials, however, such an official must be advised in writing of the reason for the action and have the right of appeal at the next Committee meeting.
5.5 The Management Committee may create positions or form sub-committees to be filled from within its ranks to assist in the management of the Association. Incumbents of such appointments do not automatically become members of The Management Committee and decisions made are provisional until approved by The Management Committee.
6.1 The Secretary shall distribute to the members eligible to vote an official Management Committee nomination form at least 90 days before the date of the AGM. Both the candidate nominating and the member seconding the nomination must sign The Management Committee nomination form. Nominations shall close 40 days before the date of the election to facilitate a postal ballot if required.
6.2 If only one nomination is received for each of The Management Committee positions then the candidates shall be deemed to be elected. If more than one nomination is received for a Management Committee position, a postal ballot to contest the position/s shall be held. Ballot papers shall be distributed by the Secretary 28 days prior to AGM.
7.1 The President shall be responsible to the members for:
a. The overall administration of the Association;
b. Delegation of Committee activities;
c. Promoting the Association,
d. Keep in contact with current HTNA Annual Scientific Meeting Sponsors,
e. Representing the Association as necessary, and
f. Officially convening or nominating a representative to convene any AGM or SGM.
8.1 The Secretary shall be responsible to the members for:
a. The administration of memberships including the maintenance of a membership database and the collection of membership monies;
b. Maintain a database of Hyperbaric Technical Officers and Chamber Operators;
c. Maintain a database of Hyperbaric Nursing Attendants;
d. Promoting membership;
e. Providing a status of Association membership at the AGM;
f. Assist the Editor with the distributing the Association's Journal "Offgassing";
g. Compiling and distributing minutes of the resolutions and proceedings of meetings;
h. The safe custody of the Association's common seal, books, documents and securities, and
i. Ensuring all activities conducted by the Association are constitutional.
8.2 The position of Secretary and Editor may be held concurrently by the same member.
9.1 Responsible for the compiling and distribution of the Association's Journal Offgassing (four monthly).
10.1 The Treasurer shall be responsible to the members for:
a. The collecting and banking all monies due to the Association;
b. Making payments authorised by The Management Committee;
c. Keeping correct accounts and books showing the financial affairs of the Association with full details of all receipts and expenditure connected with activities of the Association;
d. Presenting to The Management Committee a financial statement of all accounts as required;
e. Preparing and presenting the annual audited financial report condition of the Association to the AGM, and
f. Presenting all books for inspection by members of the Association at the AGM.
10.2 The Treasurer, along with the President and the Secretary are empowered to operate bank accounts. Any two may sign but the Treasurer must be one of the co-signatories. If the President or Secretary do not live within a convenient distance, a full member of the Association shall be appointed by The Management Committee at the AGM to act as co-signatory with the Treasurer.
10.3 The Treasurer may hold an amount of petty cash, as resolved by The Management Committee, and must maintain a true and correct record in the form of a petty cash book.
11. STATE AND OVERSEAS REPRESENTATIVES
11.1 The state (in the context of this document, state shall include territories) and overseas representatives shall be responsible to the members for:
a. Actively representing the Association and participating in the meetings of the Association;
b. Promoting membership in their respective state/country;
c. Keeping their members informed of the activities of the Association;
d. Preparing and presenting an annual report, in poster format, to the membership at the Annual Scientific Meeting (ASM), and
e. Submitting an article on hyperbaric-related matters to the Secretary for inclusion in the Association's Journal.
12.1 The Association shall convene an AGM of its members each calendar year at a venue and time determined by The Management Committee in conjunction with the host hyperbaric facility. The venue, time and guest speakers of the meeting shall be determined at least a year in advance of the scheduled AGM.
12.2 The AGM will be conducted in accordance with the Standing Orders contained in Appendix 1.
12.2 The ordinary business of the AGM shall be to:
a. Confirm the minutes of the last preceding AGM;
b. Receive the Annual Report and Statement of Accounts from The Management Committee of the preceding financial year;
c. Elect members of The Management Committee as required;
d. Elect State Representatives;
e. Elect a full member of the Association, to act as co-signatory for the purposes of Paragraph 21 of the constitution, and
f. Select the next host hyperbaric facility.
12.3 The order of business at the AGM shall be:
a. Apologies;
b. Acceptance of previous AGM minutes;
c. Individual reports from the President, Secretary and Treasurer of The Management Committee;
d. Address matters rising from the previous year's minutes;
e. Address new business matters;
f. Announce newly elected office bearers, and
g. Closure of the meeting.
13.1 With the exception of the AGM, any other meetings that are convened shall be called Special General Meetings (SGM) - a teleconference is a recognised format for a SGM. SGMs shall be convened when:
a. The Management Committee deems fit to do so, and
b. The Management Committee receives in writing from ten percent of full member's justification to convene a SGM. The justification shall state the purpose of the meeting and shall be signed by the convening members.
14.1 The Secretary shall give the Association at least six weeks notice in writing of the intention to hold an AGM or SGM. Such notice shall include details of the place, date and time of that meeting and in the case of SGMs the nature of the business to be transacted. An agenda is to be prepared and no other business other than that set out in the final notice posted four weeks prior to the AGM shall be transacted.
14.2 A member desiring to bring any business before a meeting shall give notice of that business in writing to the Secretary five weeks prior to the date of the meeting.
15.1 Procedures shall be followed at meetings are:
a. The President, or in his/her absence, the Secretary or the President's nominated representative, shall preside as chairperson at any AGM or SGM to officially convene that meeting. If none of these are present, the members present shall elect a person to preside as chairperson that meeting;
b. The quorum required to transact business at any meeting shall be five (5) financial full members (see para 4d). Attendance can be by proxy, actual, or by conference phone;
c. Full members shall be entitled to one (1) vote only either given personally or by proxy. In the case of an equality of voting, the President shall have the casting vote;
d. Absent members are entitled to vote by proxy, by appointing another member to vote on their behalf and by giving notice to the honorary Secretary of the intention to do so;
e. With the consent of the meeting, an adjournment may take place and another meeting scheduled in its place, and
f. General business shall be passed by a majority of votes cast. For changes to the constitution a majority shall be two thirds of the full members.
16. ALTERATION OF THE CONSTITUTION
16.1 The Association may, by special resolution, alter its statement of purposes or rules at an AGM or SGM, provided that:
a. Twenty eight (28) clear working days notice in advance of the date set for the meeting is given to the Secretary, or his/her representative, in the form of "a notice of motion", and
b. Fourteen (14) clear working days notice in advance of the date set for the meeting is then given, in writing, to those who are full members of the association and two thirds majority of those present at the AGM or SGM agree to the motion, or
17. DISSOLUTION OF THE ASSOCIATION
17.1 The Association may at any time be dissolved at an AGM, or SGM, upon the correct notification
of members of the intention to do so. Forty two (42) days notice is to be given.
17.2 Should the meeting approve dissolution of the Association, the following shall apply:
a. All liabilities shall be honoured;
b. All remaining assets, both real and monetary, shall be passed to an organisation with similar objectives to be held in trust for a period of three (3) years;
c. If during this time the Association is reconstituted or a new Association is constituted, the holders of the trust fund may determine to pass those assets held in trust to such an association, and
d. If after the expiration of three (3) years no claim has been recognised, all assets held in trust shall become the property of the holders of the trust fund to be used for the advancement of hyperbaric medicine.
18. AMALGAMATION OF ASSOCIATIONS
18.1 The Association may associate with any other organisation by special resolution passed by the majority of members at a SGM.
19.1 The common seal shall not be affixed to any instrument except by the authority of The Management Committee and signatures of two members of The Management Committee shall attest the affixing of the common seal. The common seal shall be kept in custody of the Secretary.
20.1 The funds of the Association shall be derived from annual membership fees, donations, fund raising activities or other sources as determined by The Management Committee.
20.2 The Association may:
a. Borrow money from banks or other financial institutions upon such terms and conditions as The Management Committee deems fit, and may secure the repayment thereof by charging the property of the Association, and
b. Invite and accept deposits of money from any person on such terms and conditions as determined by The Management Committee.
20.3 The assets and income of the Association shall be applied solely in furtherance of its objectives and no portion shall be distributed, directly or indirectly, to its members except as a bonafide compensation for its services rendered or expenses incurred on behalf of the Association.
20.4 Those authorised in paragraph 9.2 may only spend up to A$500 on the behalf of the HTNA. Approval for general expenditure in excess of $500 must be sought in writing from The Management Committee providing justification for the expenditure. Should approval be sought, a majority is required for the expenditure to proceed.
20.5 Those authorised in paragraph 9.2 may issue cheques in excess of A$500 to cover normal operating costs for the publication of the HTNA Journal and for financing the Annual Scientific meeting.
21.1 Association records and any other archival records will be housed at one location to be determined at the AGM. The outgoing Secretary will be responsible for that year's records being consolidated and placed in the care of an archivist.
22. DATE OF OPERATION OF CONSTITUTION
22.1 This constitution shall become effective upon two thirds majority acceptance by full members.
The Secretary shall ascertain the level of acceptance by providing full members forty two (42) days from the date of receipt of the constitution to raise any objections in writing. If less than one third of the full members raise objections then the constitution shall be considered to have been accepted.
1. These standing orders shall be applicable to all general meetings and committee meetings and, as far as appropriate, to meetings of sub-committees, and shall be construed subject to the Constitution.
2. Meetings shall, subject to the presence of a quorum, start at the time set out on the notice, and shall, subject to the discretion of the meeting, continue until all business on the agenda is disposed of.
3. If no quorum is present within 30 minutes of the starting time set out on the notice, the meeting shall lapse, and, subject to any resolution previously passed, the Chairman shall fix the time of the next meeting. All business on the agenda of the lapsed meeting shall be included on the agenda of the next meeting and shall take precedence over new business.
4. Any member desiring to speak at general meetings shall rise in her or his place and when called upon by the Chairman shall address the meeting. If two or more members rise simultaneously, the Chairman shall call upon the member who first caught the eye of the Chairman.
5. When the Chairman speaks any member standing shall sit down.
6. Except in committee, no member other than the proposer of a motion or an amendment shall speak to it until it has been seconded. A motion or amendment lapsing for want of a seconder shall not be recorded in the minutes.
7. A motion or amendment before the Chairman shall not be withdrawn except by its mover and by leave of the meeting. No motion shall be withdrawn while any amendment is under discussion or after any amendment has been adopted.
8. If required to do so by the Chairman, the proposer of any motion or amendment shall submit it in writing.
9. A motion or amendment before the Chairman may be reworded by the mover subject to leave of the meeting.
10. Except in committee, no member shall speak more than once to any question, except that the mover of a motion (but not of an amendment) shall have a right of reply, which reply shall close the debate. An amendment shall constitute a separate question from the original motion and from any other amendment.
11. A member moving a motion or amendment shall be deemed to have spoken to it. A member seconding a motion or amendment without speaking to it may reserve the right to speak to it subsequently.
12. When an amendment is before the meeting, discussion shall be confined to that amendment. No further amendment shall be proposed until the amendment before the Chairman has been disposed of unless a further proposed amendment had direct relevance to the amendment under discussion.
13. The Chairman shall, as far as practicable, call on speakers for and against a motion or amendment alternatively, subject to the right of the seconder to speak immediately after the mover. If two consecutive speakers have both argued for or against a motion or an amendment, and there is no member wishing to argue the opposite view, or, in the case of a motion, to move an amendment, the motion or the amendment shall, subject, in the case of a motion, to the mover's right of reply, be put without further debate.
14. Any member may raise a point of order, which shall take precedence over all other business, and which shall be open to discussion. The point must be raised at the time the alleged irregularity occurred. An explanation or contradiction shall not constitute a point of order.
15. Any member disagreeing with the Chairman's ruling on a point of order may move dissent (1). The Chairman shall then vacate the chair and such motion shall be put forthwith without debate.
16. On an equality of voting, the Chairman shall declare the question resolved so as to maintain the status quo.
17. A member who has not already participated in the debate may at any time, whether another speaker has the floor or not, move, "That the question be now put" (2), which motion, if accepted by the Chairman, shall be put without amendment or debate. The Chairman shall have absolute discretion to accept or refuse the motion. The Chairman may also without returning a motion put the question if the Chairman feels that adequate discussion has taken place. In either case the mover of a motion shall retain the right of reply. If an amendment is before the Chairman, the closure motion shall be deemed to close the debate on the amendment only.
18. A member may at any time move, "That the speaker be no longer heard" (3) or, "That the speaker be heard for a further limited period only" (3). Such motions shall be put without amendment or debate. No other motion, except the closure motion or a motion dealing with the speaker's time, shall be moved while a speaker has the floor.
19. During the discussion of a motion (but not of an amendment), a member who has not already participated in the debate on the motion may move: "That the question be not now put " (4). This motion shall be open to debate, and shall be debated together with the original motion. If carried, the original motion shall not be dealt with further. If lost, the original motion shall be put forthwith, subject to the mover's right of reply. The motion may be foreshadowed while an amendment is before the Chairman, but in no case shall it be put until all amendments have been disposed of.
20. A member may move: "That the debate [or meeting] be now adjourned" (5)(6). Discussion shall be in order, but only
amendments as to time and/or place shall be permitted. The motion shall take precedence' over other business before the
Chairman except points of order and personal explanations.
21. Standing Orders may be suspended by a majority of those present. A motion to this effect shall be open to debate.
22. No member shall reflect on the vote of a meeting, except on a motion for the rescission of any resolution previously adopted.
No member shall reflect on a clause of the Constitution or a standing order, except on a motion (of which due notice was
given) to amend or repeal such clause or order.
23. Voting will be done by a show of hands of only financial, Full Members.
24. When members rise to speak they are to state their name for the minutes.
25. Alterations to the standing orders shall be made by a majority decision of the Management Committee.
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26. Any matters not dealt with in the above standing orders shall be governed by the customary procedure at meetings.
27. Explanatory Notes
a. Dissent
A dissent motion is not a motion of no confidence. It is used either to correct a bona fide mistake on the Chairman's part, or give legitimate effect to the will of the meeting. For example, the Chairman may correctly rule out of discussion some subject as irrelevant to the motion, but the meeting may decide that to have such a discussion would be a more convenient course of action.
b. That the question now be put
If members of the meeting feel that the discussion has gone on long enough on a particular matter then this motion can be raised from the floor. If the majority are in agreement then the proposer of the original motion is given the right of reply and a vote on the motion is then taken.
c. That the speaker be no longer heard
If a particular speaker is taking too long to put his point across on a particular motion then it can be raised from the floor that the speaker be no longer heard or that a time limit be placed on the speaker to finish.
d. That the question not now be put
This motion is mainly used where during the discussion it is considered that a vote either way on the motion in hand could be embarrassing or misleading. It means that the meeting is not committed to make a decision on the motion and the meeting moves on the next business.
e. That the debate be now adjourned
That discussion on that particular motion be set aside till a later time to allow other business of the meeting to proceed.
f. That the meeting be now adjourned
The purpose of this motion is to provide the members with a break in the meeting, there is usually a time imposed i.e. 15 minutes.
GUIDLINES FOR THE ANNUAL SCIENTIFIC MEETING
1. Annual Scientific Meetings (ASM)
a. The ASM will be conducted annually on the Thursday, Friday and Saturday of the last weekend in August. The HTNA AGM is to be programmed for the 0900 - 1200 period on the first day.
Note: This may not be possible with the 2000 ASM, as there may be a clash with the Olympics. Dave King is to investigate this and report back to the committee with an alternate date if required.
b. The host unit for the ASM will be decided at the AGM two years prior to the event.
c. The meeting will normally be hosted by a hyperbaric unit located in either a public or private hospital or military establishment in a major Australasian city. If two units are in close proximity to each other they may co-host the ASM.
d. Applications from institutions outside of the Australian mainland may also be considered.
e. The ASM should have one day dedicated to diving medicine and the other to hyperbaric medicine.
f. The ASM is to include the following social functions:
1.) Pre conference informal "get together" ($500 funded by the HTNA remainder by the host unit or local sponsorship). This function may be at the host unit or other suitable venue.
2.) Cocktail Party (Funded by registration costs).
3.) Conference Dinner (Funded by registration costs).
g. Full registration should include, all days of the conference, conference proceedings, all social functions, breakfast, lunch and morning and afternoon teas.
2. Invited Speakers
a. The speakers shall be suitably qualified Doctors, Nurses or Technicians but they may be from other disciplines if their subject matter is sufficient and relevant to Diving and Hyperbaric Medicine.
b. Where possible a representative from each arm of Hyperbaric Medicine should be selected.
c. Invited speakers will receive free full registration.
d. No honorariums will be paid.
e. The maximum number of invited speakers is to be limited to three. It is encouraged that a guest speaker is from Australia/New Zealand.
3. Pre/ Post Tours
a. For pre/post tours of hyperbaric units it is the individual unit's responsibility to determine which if any of the speakers will visit them.
b. The cost of internal airfares for pre/post tours will be shared equally by those units on the tour itinerary. The HTNA treasurer will individually invoice each unit. All internal travel will be economy class.
c. During the pre/post tour the cost of accommodation, airport transfers and itinerary in each unit's location is the responsibility of that unit.
d. The conference host unit is responsible for organising the overall itinerary and planning the internal air travel.
4. Travel to and from the Conference
a. The HTNA will pay for a return economy class airfare from the country/ state of origin plus any domestic travel costs to the conference location. Business class airfares may be offered at the discretion of the Executive Committee based on the economics of the HTNA.
b. In country transfers from the airport to the accommodation and return will also be paid.
c. Qantas should be the preferred carrier.
d. The HTNA will not pay for a spouse/family member accompanying the guest speaker.
5. Accommodation
a. The HTNA will pay accommodation costs (double room) for each invited speaker at the venue if available or a suitable hotel/motel if not.
b. The standard of accommodation shall be of a high standard.
6. Registration
a. The Secretary shall format a generic registration and abstract form and the associated database.
b. There will be no reduced cost for early registration.
c. There will be a reduced rate for HTNA members and members of affiliated organizations (BNA, UHMS and SAUHMS). ANZHMG membership does not qualify.
d. There will be a warning advising that the registration will be returned without action if the cheque or credit cards are not honored or are non-financial.
e. There will be a 20% penalty for cancellation after 14 days prior to the conference. This will be shown on the registration form.
f. Registrations will be forwarded directly to the Secretary who will pass them to the Treasurer.
6. Registration (cont.)
g. Call for abstract will be forwarded directly to the host unit.
h. The Secretary will keep the host unit informed of all the necessary delegate details.
7. Responsibility of the Host Unit
a. Selection of the conference venue. The venue is to be:
1.) Be capable of seating a minimum of 150 persons, and
2.) Have an area adjacent capable of accepting tables for at least 10 trade displays.
4.) Have suitable accommodation at the venue or nearby (walking distance).
b. Provide details of three other accommodation sites in close proximity to the conference venue.
c. Selection of a suitable "personality" to open the meeting.
d. Selection of the invited guest speakers.
e. Selection of the venue for the conference dinner and cocktail party.
f. Provide suitable venues for the HTNA and ANZHMG AGMs.
g. The attraction of sponsorship to affray some or all of the cost.
h. The printing and distribution of a comprehensive literature package advertising the meeting including the Call for Abstracts and Registration form. This package is to be released by the end of February.
i. Receive and evaluate Abstracts and publish the meeting Proceedings (A4 size, ring bound).
j. Provision of delegate's nametags and conference satchels.
k. Provide a suitable insertion for the HTNA Journals published prior to the conference (February and June).
l. Pass on all relevant information to and assist where possible the next ASM host unit.
8. Responsibility of the HTNA Committee of Management
a. The formatting of the Registration and Call for Abstracts forms for use by the host unit. The mailing address for completed registration forms will be the address of the HTNA Secretary. The Call for Abstract's return address will be the host unit.
b. Acceptance and processing of all completed registration forms, including banking and the issue of receipts.
c. Negotiate with a major air carrier (preferably Qantas) for reduced conference rates for delegates.
d. Confirm/ book/ arrange payment of itinerary air tickets.
e. The maintenance of a database of conference delegates details and liaison with the host unit.
f. The payment of invoices presented by the host unit in conjunction with the cost of the meeting.
g. Provide overall guidance for the conduct and administration of the ASM.
9. Sponsorship
a. The following is suggested.
1.) Diamond >= $5000.00 Recognition of your company on the HTNA Website as a Diamond Sponsor.
A link from the HTNA's Website to your company's Website;
Trade display for the conference duration (including workshops)
Full registration to the scientific meeting for three (including all social events)
A one-colour advertisement in the HTNA Journal, Offgassing, for one year
One full page, full colour advertisement (A4) in the conference proceedings and/or satchel.
Three subscriptions to the HTNA Journal, Offgassing, for one year
Recognised in the closing address as a Diamond Sponsor
2.) Platinum Plus. > =$3000.00 Recognition of your company on the HTNA Website as a Platinum Plus Sponsor.
A link from the HTNA's Website to your company's Website;
Trade display for the conference duration (including workshops)
Full registration to the scientific meeting for two (including all social events)
A one-colour advertisement in the HTNA Journal, Offgassing, for one year
One full page, full colour advertisement (A4) in the conference proceedings and/or satchel.
Two subscriptions to the HTNA Journal, Offgassing, for one year
Recognised in the closing address as a Platinum Plus Sponsor
3.) Platinum >= $2000.00 Recognition of your company on the HTNA Website as a Platinum Sponsor.
Trade display for the conference duration (including workshops)
Full registration to the scientific meeting for two (including the conference dinner)
A self provided advertisement (A4) in the conference proceedings and/or satchel.
Advertisement in the HTNA journal, Offgassing
One year subscription to the HTNA Journal
Recognised in the closing address as a Platinum Sponsor
4.) Gold >=$1000.00 Recognition of your company on the HTNA Website as a Gold Sponsor.
Trade display for the conference duration (not including workshops).
Full registration to the scientific meeting for one (not including social events)
A self provided advertisement in the conference proceedings and /or satchel.
One year subscription to the HTNA Journal
Recognised in the closing address as a Gold Sponsor
5.) Silver. >=$500.00 Trade display for the conference duration.
A self provided advertisement (A4) in the conference proceedings and/ or satchel.
One year subscription to the HTNA Journal
Advertisement in the HTNA journal, Offgassing
6.) Bronze. $250 - $500.00 Trade display one day of the scientific meeting (not including
workshops)
Recognised in the programme and in the closing
address.
b. Sponsors that provide goods or services with a dollar value equivalent to that of Diamond, Platinum Plus, Platinum, Gold, Silver or Bronze Sponsors will be offered the same sponsor privileges.
c. Sponsors providing goods or services, to a dollar value less than a Bronze Sponsor will be recognised in the programme and in the closing address.
d. The prime trade display locations should be offered to the top sponsors.
10. Workshops
a. Pre/post conference workshops may be arranged in conjunction with the ASM providing that they relevant to hyperbaric medicine.
b. Workshop timings and venues can not clash with other HTNA functions.
c. The host unit will be responsible for liaison with the workshop organisers.
d. Prior approval from the Committee of Management must be obtained before any "deals" or "concessions" are made with workshop organisers.
11. Additional matters
If any additional matters arise that are not covered by or contravene these guidelines then prior approval from the Committee of Management must be sought before action can be taken.