Planning an Articulation Meeting
Articulation meeting organizers have a number of logistical issues to consider in planning the meeting:
- Scheduling the meeting times to coordinate with attendees’ travel schedules (e.g., taking flight or ferry arrival times into consideration, especially if these services are limited).
- Ensuring that the host institution has adequate meeting space available at the time of the meeting (this may require coordination with schedules for classes and other events). Organizers should determine if any attendees require special accommodations for the meeting (e.g., for a disability) and ensure that the meeting space is appropriate to meet those needs.
- Arranging appropriate accommodation, considering cost and location (e.g., proximity to the host institution, or ease of getting to and from the meeting site). It is often possible to arrange a group accommodation rate at a discount if many attendees will be staying at the same location. If possible, this rate should be available prior to and after the meeting dates for any attendees who may wish to arrive early or stay longer. If accommodation is at a distance from the meeting site, organizers may want to consider arranging for a bus or other group transportation to and from the meeting.
- Arranging for a Dean or other administrator at the host institution to welcome the attendees at the start of the meeting. A representative of the local Indigenous community associated with the institution should also be invited to welcome the attendees.
- Arranging for any staff support that the institution may be providing (e.g., a minute-taker).
- Arranging catering for meals and/or coffee breaks, taking any special dietary requirements of attendees into account.
- Arranging for any equipment needed for the meeting room (e.g., data projector, internet and/or videoconferencing connection).
- Making reservations or other arrangements for social events or other activities, including transportation to or from the site if necessary.
- Distribution of any materials required (e.g., promotional material for the institution, local tourism information, directions to closest parking lot, parking passes).
In recent years, many articulation committees have attempted to reduce attendees’ travel costs and/or institutions’ hosting costs by collaborating on scheduling with other committees in related disciplines. For example, if two articulation committees in related disciplines can schedule their meetings consecutively at a single location, a delegate from a single institution can attend both meetings and save their institution the cost of sending two delegates to separate meetings. Such collaborations may also make it possible for committees to reduce other costs, such as those associated with catering, guest speakers and even field trips or excursions. Articulation committee meeting organizers are encouraged to use such cost-saving opportunities whenever possible.
The dates and locations of every scheduled articulation committee meeting can be found at bccat.ca/articulation/committees/meetings/.