AMS Banner
Bookmark and Share

AMS Administrative Handbook

Page 10 [Section II.B.2.a]: [Committees—cont.] Committees Mandated in the By-Laws, cont — Annual Committees, cont. — Annual Meeting Committees, cont. — Performance—Program

    1. Performance Committee
    2. By-Law definition: By-Laws VII.C.4: “It shall be the duty of the Performance Committee to select and administer the concerts and related events sponsored by the Society at the Annual Meeting.”

      Charge: Responsibility for solicitation, evaluation, and acceptance of proposals for performances to take place at the Annual Meeting (or in conjunction with it).

      Guidelines: The committee develops the Call for Performances, which may reflect evolving interests in the Society, and evaluates the submitted materials.

      Constitution: rotation of members. Three or four members, including the preceding and succeeding committee chairs and the chair of the Local Liaison Committee, who will serve ex officio.

      Timetable:

      1. The chair must be appointed by the Annual Meeting two years prior to the meeting for which s/he will be responsible.
      2. A call for performance proposals, with a deadline for their submission, should appear in the August Newsletter (copy deadline 1 June) of the year prior to the Annual Meeting concerned.

      Special Concerns: Communication with the Local Arrangements Committee is crucial from the start, especially to coordinate approval of AMS-sponsored events with local, non-AMS-sponsored (and usually professional) events promoted by the Local Arrangements Committee, and, for joint meetings, with events sponsored by the other society/societies. The Performance Committee recently began to offer the possibility of evening concerts, which have a greater possibility of creating such conflicts. The number and quality of proposals increases when the chair sends out the Call for Performances to the Society for American Music and to Early Music America as well as to the AMS Newsletter.

      The Call for Performances reads: “The AMS can sometimes offer modest financial support for performance-related expenses.”

      Travel reimbursement: [n.a.]

    3. Program Committee
    4. By-Law definition: By-Law Article VII.C.2: “It shall be the duty of the Program Committee to prepare the program of the annual meetings of the Society.”

      Charge: [See By-Law definition above]

      Guidelines: The current procedure for submission and evaluation of abstracts and proposals—as recommended by the Ad Hoc Committee on the Program, and approved, with slight emendations by the Board of Directors (2002, 2009) is as follows:

      1. The first reading and discussion of abstracts (deadline for submission: 15 January) is done “blind”; approximately 160 papers are selected from this pool. Names of authors of all abstracts are uncovered for the selection of the remaining papers, with 192 accepted in all. No paper already accepted during the “blind” review will be eliminated during the second round of review, and no paper that was not accepted during the “blind” review will be eliminated in advance of the second round of review. The Executive Director is charged to supply the chair of the committee with information concerning the identity of the authors.
      2. As much as is practical, session chairs will be discussed by the entire committee. The chair of the committee may also consult outside the committee for suggestions. Self-nominations for session chairs are now accepted, with March 1 deadline. It is absolutely essential that session chairs be made to understand the forty-five minute total time limit for papers and question periods; if questions do not go on long enough, the chair must call for a break until the next “slot” begins.
      3. Formal sessions should be considered as an integral unit. Proposals for formal sessions must include a 350-word cover sheet by the organizer in addition to the abstracts of the presenters.

      Constitution: rotation of members. Usually seven members, including the current and succeeding years’ committee chairs.

      Timetable:

      1. The chair is appointed at least two full years before the Annual Meeting concerned, the remaining members shortly thereafter—i.e., sufficiently far in advance to be able to consult with members of the previous committee (and if necessary with the Board); also, for years with joint society meetings, to coordinate with the program committees of the other society/societies; also, if so decided, to enable the planning of special sessions.
      2. The chair of the committee is announced in the February Newsletter (copy deadline 1 December) of the year prior to the Annual Meeting concerned.
      3. Special sessions are announced (with contact names), and a general call for paper proposals issued, in the August Newsletter (copy deadline 1 June) of the year prior to the Annual Meeting concerned. The chair also delivers a call for paper proposals during the Business Meeting and Awards Presentation in the fall of the year prior to the Annual Meeting concerned. Deadline for submission of proposals: currently the business day closest to 15 January, the year of the meeting.
      4. The chair for a given year delivers a brief viva voce report to the Board at the conclusion of the Annual Meeting at the Board’s Sunday morning meeting. The report usually serves as the basis for the formal report that appears in the February Newsletter following the meeting.

      Other Concerns: The committee holds a planning meeting during the Annual Meeting preceding the one for which the committee is responsible.

      Travel reimbursement: Travel and lodging expenses of committee members to the spring meeting of the committee are reimbursed.