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Section Conveners: Administrative Essentials

Read Important Information for Section Conveners thoroughly at least once when you assume your duties. Topics below are presented more elaborately there.

Contact AFS staff in advance concerning:

  • All financial transactions
  • Any first-time activity
  • Any fund-raising plans
  • Any new communication channels that are not provided by the AFS website (eg, listservs, Facebook, etc.)
  • Any activities beyond the annual meeting or online group communications
  • Any and all questions or concerns

To request a payment, contact us and/or use our online check request form. Allow up to two weeks for delivery.

You can use the Section Conveners’ online group to communicate with other conveners and to find information for conveners provided by AFS. 

You must use your own section’s group email for your section business. It is the only way to make sure that you reach all current members. You may use off-site communications, like listservs or Facebook, for general discussion, but not for section business. (See “Section Communications” in “Important Information for AFS Section Conveners.”)

You must submit a section annual report by December 31 each year; use this annual report form.

Your section is required to meet at the annual meeting, as specified in the AFS bylaws, and AFS will make space available for you; however, you must request meeting space by March 31 to have a meeting scheduled. Use the “special event request” form that will be posted each year to that year’s Annual Meeting web page. If you don't request the room, your business meeting may not be listed in the meeting program.

It is up to you to keep information about your section current. (See “AFS Sections Online” in “Important Information for AFS Section Conveners.”) It's important to remember that you have a public presence, for those who are not necessarily already in your section, and private space, for group members only. Always think about your audience, and use these options accordingly.

Use AFS channels for communication to your advantage:

  • We want to help you share information about your section and interests using our website news, email newsletter, and social media. This need not be just calls for submissions or prize announcements; consider writing a feature, note or report.  Submit text to publish in Word or text format.
  • We ask that you first post announcements through AFS: email your group and send us information to post to the AFS Review, then spread the word through non-AFS channels like publore and h-folk.

Keep the Section Prize ball rolling: AFS staff will assist at all stages of your prize process, but you (or a prize committee chair) will have to initiate it; each section is responsible for managing and documenting its own process. (See “Section Prizes” in “Important Information for AFS Section Conveners.”). At minimum, you will:

  • Update prize information on the AFS website and circulate a call for submissions.
  • Request prize payments.
  • Send a formal letter of recognition on AFS stationery for the prize recipient.
  • Notify the Executive Director before noon on the Saturday of the AFS annual meeting if you want the prize announced during the AFS business meeting.


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