Sigma Xi: The Scientific Research Society: Report of the Committee on Meetings for the Year ending June 30, 2007

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Report of the Committee on Meetings
for the Year ending June 30, 2007

Philip Carter, Chair
Dee Windley, Staff Contact

Committee Members FY 2006 - 2007

Parimal Chowdbury
Lawrence Gettleman
Jan Kowakowski
James W. Porter
Catherine King Skokan

Others in Attendance
James Baur
Laura Nigro

Site selection for the 2009 Annual Meeting and Student Research Conference: The Committee on Meetings met by conference call on August 30, 2006 to consider site selections for the Annual Meeting and the Student Research Conference. Committee members participating in the call were Philip Carter, Chair; Parimal Chowdbury, Lawrence Gettleman, Jan Kowakowski, James W. Porter, Catherine King Skokan, Staff member in attendance was Dee Windley and also President Dr. James Baur and Laura Nigro, Director of Membership and Chapter Programs.

As previously suggested by the Committee, in order to maintain confirmed bookings in a minimum of three years in advance, a site search was conducted and recommendations submitted for holding the 2009 meeting in the Southwest Region.

The Committee voted to hold the 2009 Annual Meeting and Student Research Conference at the Marriott Woodlands Waterway Hotel and Convention Center in Houston, Texas. The meeting dates will be November 12 - November 15, 2009. The Committee empowered Dee Windley, staff liaison, to negotiate a most favorable contract with the hotel on behalf of the Society. A fully executed contract was signed on September 7, 2007.

Annual Meetings currently contracted include:
2007 - Rosen's Shingle Creek Resort, Orlando, Florida, November 1 - 4, 2007
2008 - Renaissance DC Hotel, Washington DC, November 20- 23, 2008
2009 - Marriott Woodlands Waterway Hotel and Convention Center, Houston Texas, November 12 - November 15, 2009.

In the 2005 -2006 meeting of the Committee, Dr. Jim Baur then President Elect requested the staff explore the costs associated with holding an Annual Meeting in Budapest or Moscow. A cost comparison was prepared by HelmsBriscoe and presented to the Committee for their review. The members agreed the report was thorough and helpful in regards to considering this issue. Based on the figures of the report the consensus of the members was that it would be extremely expensive to hold an Annual Meeting and Student Research Conference in Budapest or Moscow. Alternative to holding an Annual Meeting in Budapest of Moscow, the Committee suggested that the Society consider holding a smaller, regional gathering in one of the these cities for the Sigma Xi chapters and partners in that geographical area.

The Committee was asked to consider and make a recommendation to Staff regarding the Society seeking financial sponsorships for the Science Sessions at the Annual Meeting. The Society currently solicits sponsorships for various other aspects of the meeting, which is a usual and customary practice for organizations, including nonprofits. Out of this practice, the suggestion emerged that Sigma Xi might also offer prospective sponsors naming rights to the Science Sessions, the same way that it currently offers sponsorships for organized lunches and receptions. After some discussion, the Committee expressed support for this idea, and expressed confidence in staff's intelligence and judgment to proceed, with caution, in offering up the Science Sessions to prospective sponsors and in carefully crafting messages regarding these sponsorships.

Use of Sigma Xi Center:
The listing of events and activities held in the Sigma Xi Center during the fiscal year 2006 was presented for review by the Committee. The rental revenue for fiscal year 2006 was $15,972.00. The Committee was pleased with the level of use and diversity of organizations that have convened at the Center.