2.0: Determination of Meeting Sites
2.1: Rotation of Meeting Sites
For the purpose of selecting meeting sites, the section has been divided into three geographical areas. The current areas are shown in Figure 1.
Meeting sites are rotated in numerical order among the three areas. Since two meetings are held each year, each area will have the opportunity to host a summer meeting followed 18 months later by the opportunity to host a winter meeting.
2.2 Site Selection Procedure
2.2.1 Solicitation of Written Invitations
Meeting sites are selected 18 months in advance by vote of those in attendance at each TexITE Business Meeting. Approximately 3 months before the site selection, the Secretary-Treasurer contacts a TexITE member in the larger cities in the eligible geographical area and requests the submission of invitations to host a meeting. Normally, the individual contacted is the city’s chief transportation official. In addition, others in the area who may be interested in hosting a meeting may be contacted.
2.2.2 Desired Content of Written Invitations
Invitations should be submitted in writing to the Secretary-Treasurer at least two weeks before the selection date. As a minimum, the invitation should include the following information:
- A commitment from one or more members or affiliates that they are willing to serve as chair of the Local Arrangements Committee and take primary responsibility for the planning and operation of the meeting.
- Names of other members willing to assist with the local arrangements; also, the types of assistance and support, if any, that will be available from the city's Convention Bureau.
- Information on potential hotel accommodations:
- Number of guest rooms available and approximate room rates.
- Availability of exhibit space for the Highway Products Group (HPG).
- Number and sizes of meeting rooms and direct cost, if any, for their use. (Hotels typically offer conventions free use of a certain number of meeting rooms provided that the convention delegates reserve and use a specified minimum number of guest rooms.)
NOTE: It is desirable to obtain a commitment on rates and other hotel polices before a city is selected as the meeting site, especially in cities which have a limited number of hotels with adequate facilities. There is much less incentive for a hotel to be competitive after the city has been selected as the meeting site.
- Available meeting dates. If possible, meeting dates should be selected to avoid conflict with other organizations which may be of interest to our members and members of the HPG. These organizations include (but are not limited to) TRB, ASCE, ITS Texas, ITS America, IMSA, NCUTCD, and APWA. Future meeting dates for these organizations may be listed on their web pages. A conflict with a meeting which is also attended by the HPG members may significantly reduce the number of exhibits at our meeting.
NOTE: TexITE’s bylaws require that the Summer Meeting be held during the month of June. The bylaws impose no such restrictions on the Winter Meeting, which is traditionally held between midJanuary and mid-February.
- Visuals aids, if any, that will be needed for the presentation at the business meeting (see subsection 2.2.3 below).
2.2.3 Procedures at TexITE Business Meeting
Written invitations submitted in advance are felt to be the best evidence of the local desire and commitment which is necessary to host a TexITE meeting. Impromptu invitations from the floor will be permitted, but the individual making the invitation must be prepared to follow the guidelines contained in this document to host a successful meeting.
Each competing city will be afforded the opportunity at the Business Meeting to make a brief presentation on the advantages of having the meeting in their city. Presentations at the Business Meeting are to be made only by TexITE members. After all such presentations, the site will be selected by majority vote of the voting members and section affiliates present. If no city receives a majority on the first vote, a second vote will be held to choose between the two cities which received the most votes.