Our Committees

Executive Committee

The Executive Committee provides leadership and continuity between Board meetings, advancing HCEA’s priorities and addressing association business within its authority. The committee consists of the President, President-Elect, Vice-President, Secretary, Treasurer, and Immediate Past President. The President presides over Executive Committee meetings.

Authority and Board Accountability

• Act on behalf of the Board between Board meetings, except on matters specifically reserved to the Board by the bylaws.
• Report all Executive Committee actions at the next Board meeting.
• Refer decisions requiring Board approval to the full Board, including adoption of the annual operating budget and approval of committee appointments.
• Carry out responsibilities delegated by the Board and support implementation of Board decisions.

Meetings and Decision-Making

• Meet as association business requires, with meetings called by the President or upon the request of three Executive Committee members.
• Ensure a majority of the Executive Committee is present to constitute a quorum.
• Maintain a record of decisions, assigned responsibilities, and follow-up items to support reporting to the Board.

Financial Review and Coordination

• Receive the Treasurer’s report on HCEA’s financial condition at Executive Committee meetings.
• Review financial performance and emerging concerns with the Treasurer.
• Coordinate with the Finance Committee on recommendations requiring Board consideration.
• Support implementation of the Board-approved budget.

Strategic and Committee Coordination

• Translate Board-approved priorities into near-term actions and monitor progress.
• Coordinate across Membership, Marketing, Events, Education, Sponsorship, and Finance to align activities and deadlines.
• Help committee leaders resolve issues that affect multiple areas of the association.
• Prepare recommendations and supporting information for Board discussion.
• Elevate significant operational, financial, or member concerns to the Board.

Leadership Continuity

• Follow the officer succession and vacancy procedures established in the bylaws.
• Support orderly transitions through handoff of records, priorities, contacts, and outstanding commitments.
• Support the President and Immediate Past President in their designated Nominating Committee roles; the Immediate Past President serves as its chair.

Education Committee

The Education Committee Chair leads the development of educational programming that supports HCEA members’ professional growth and addresses the evolving needs of the healthcare convention and exhibition industry. The chair works with the committee, Board, and other committee leaders to deliver relevant, engaging, and practical learning opportunities.

Education Strategy and Planning

• Develop an annual education plan aligned with HCEA’s priorities and member needs.
• Identify timely topics, emerging trends, and industry challenges through member feedback and committee input.
• Recommend program formats, including conference sessions, webinars, panel discussions, and workshops.
• Establish learning objectives and a balanced mix of topics and perspectives.

Program and Content Development

• Develop educational agendas for HCEA meetings and year-round programming.
• Evaluate session proposals for relevance, quality, and practical value.
• Work with presenters to refine session descriptions, learning objectives, and content.
• Ensure educational programming remains informative and appropriately distinguishes education from commercial promotion.

Speaker Recruitment and Support

• Identify and recruit speakers, moderators, and subject matter experts.
• Manage calls for presentations and coordinate the selection process.
• Communicate speaker expectations, deadlines, presentation requirements, and program details.
• Coordinate speaker preparation, collect materials, and confirm readiness before each program.

Event and Webinar Coordination

• Partner with the Events Committee to align educational programming with meeting schedules, room arrangements, audiovisual needs, and speaker logistics.
• Coordinate webinar scheduling, platform requirements, rehearsals, and live-session support.
• Work with Marketing to provide session descriptions, speaker biographies, and promotional content.
• Coordinate with Sponsorship on supported educational opportunities while maintaining content quality and integrity.
• Work with Finance to plan and monitor educational expenses, including speaker fees and technology costs.

Member Learning and Resources

• Identify opportunities to extend learning beyond individual events through recordings, presentation materials, and follow-up resources.
• Coordinate permissions and distribution of educational materials.
• Encourage members to contribute expertise, suggest topics, and participate as presenters or discussion leaders.

Program Evaluation and Reporting

• Gather attendee feedback and assess whether programs met their learning objectives.
• Monitor participation, engagement, and topic interest to guide future programming.
• Provide regular updates to the Board on educational activities, results, and upcoming priorities.

Committee Leadership

• Lead committee meetings, assign responsibilities, and track program development deadlines.
• Coordinate with other HCEA committees to support shared priorities.
• Maintain organized program records, speaker contacts, and planning materials to support continuity.

Events Committee

The Events Committee leads the planning and execution of HCEA’s in-person meetings and networking events. The committee works with executive committee, BOD, and other committees to deliver engaging, well-organized events that support member connections, education, and organizational goals.

Event Strategy and Planning

• Develop an annual event plan and calendar aligned with HCEA’s priorities.
• Define each event’s objectives, target audience, format, and anticipated attendance.
• Establish planning timelines, assign responsibilities, and track key deadlines.
• Incorporate member feedback and lessons from previous events into future planning.

Location Selection and RFP Management

• Identify potential locations and venues based on accessibility, member needs, timing, and budget.
• Develop and issue requests for proposals (RFPs) to venues and service providers.
• Evaluate proposals for cost, capacity, amenities, and overall suitability.
• Present recommendations for approval and coordinate contract review with authorized leadership.

In-Person Meeting Coordination

• Partner with the Education Committee to align meeting space, schedules, audiovisual needs, and speaker logistics with the program.
• Coordinate with the Sponsorship Committee to incorporate sponsor benefits, recognition, and participation.
• Work with Finance to establish budgets, monitor expenses, and track registration revenue.
• Partner with Marketing to provide event details, registration deadlines, and promotional content.
• Oversee registration, venue arrangements, catering, signage, audiovisual services, and on-site logistics.
• Maintain an event schedule and coordinate staff, volunteers, vendors, and committee responsibilities.
• Address accessibility, dietary, and other attendee needs during planning.
• Serve as the primary coordination point for event issues and contingency plans.

Meetups and Networking

• Coordinate with the Sponsorship Committee to organize meetups and networking opportunities.
• Identify suitable hosts, venues, and formats that encourage member interaction.
• Confirm sponsor commitments, event logistics, and attendee communications.
• Create opportunities for new and prospective members to connect with the HCEA community.

Post-Event Review and Reporting

• Gather feedback from attendees, sponsors, speakers, and volunteers.
• Review attendance, financial results, and performance against event objectives.
• Coordinate final invoices and budget reconciliation with Finance.
• Report results and recommendations to the Board and document lessons for future events.

Committee Leadership

• Lead committee meetings, delegate tasks, and monitor planning progress.
• Maintain regular communication with leadership and collaborating committees.
• Keep event records, vendor contacts, and planning materials organized to support continuity.

Finance Committee

The Finance Committee supports HCEA’s financial planning, oversight, and reporting. Under the July 2021 bylaws, the Treasurer serves as chair, with additional Board members appointed by the President and approved by the Board. The committee prepares financial recommendations for the Board and performs other financial duties assigned by the Board.

Note: Finance Committee shall consist of the Treasurer and members of the Board as appointed by the President, with the approval of the Board. The Treasurer shall act as Chair.

Budget Planning and Management

• Work with the Treasurer to develop and implement annual organizational and event budgets.
• Prepare recommended budgets for the upcoming fiscal year and longer-term planning, as appropriate.
• Submit the annual operating budget to the Board for adoption.
• Monitor actual income and expenses against approved budgets and recommend adjustments.
• Establish the association’s fiscal period with Board approval.

Financial Reporting

• Support the Treasurer in reporting the association’s financial condition at the Annual Meeting, Board meetings, Executive Committee meetings, and other times requested by the President.
• Prepare clear summaries of revenue, expenses, cash balances, and budget variances.
• Support the Treasurer in providing members with a financial report following the close of each fiscal year.

Ongoing Financial Oversight

• Review bank statements and reconciliations regularly, investigating discrepancies.
• Track association expenses throughout the calendar year and align reporting with the approved fiscal period.
• Review expenditures against approved budgets and approve payments within authority delegated by the Board.
• Maintain supporting documentation for payments, reimbursements, and financial transactions.
• Monitor available cash and upcoming financial commitments.

Event Financial Management

• Partner with the Events Committee and Treasurer to prepare budgets for each event.
• Coordinate revenue projections with Sponsorship and event registration leaders.
• Track expenses and revenue for each event, including outstanding invoices and commitments.
• Review event financial performance and prepare a final reconciliation to inform future planning.

Tax Preparation and Annual Review

• Coordinate with the accountant to prepare and file the association’s required tax returns.
• Provide bank statements, final income and expense reports, and other supporting financial documents.
• Maintain a calendar of filing deadlines and confirm completion with the accountant.
• Coordinate the required annual review of association accounts by an independent Certified Public Accountant, whose report is provided to the Board.

Payment Processing and Financial Administration

• Oversee renewal of HCEA’s credit card processing through Payroc.  
• Examine processing fees, deposits, and account concerns with the provider.  
• Sustain current financial contacts, authorized access, and renewal details.  
• Organize financial records to aid reporting, tax preparation, and leadership shifts.

Committee Leadership

• The Treasurer chairs committee meetings, assigns responsibilities, and tracks financial deadlines.
• Present financial recommendations and concerns to the Board.
• Coordinate with other committee chairs to support budgeting and responsible spending.
• Carry out additional financial responsibilities assigned by the Board.

Sponsorship Committee

The Sponsorship Committee Chair leads efforts to secure and maintain sponsor support for HCEA’s programs, events, and initiatives. The chair works with the committee, Board, and other committee leaders to develop sponsorship opportunities that provide value to sponsors and support HCEA’s mission.

Sponsorship Strategy and Planning

• Develop an annual sponsorship plan aligned with HCEA’s priorities, event calendar, and revenue goals.
• Identify opportunities for annual, event-specific, educational, and meetup sponsorships.
• Establish recommended sponsorship levels, pricing, benefits, and availability in coordination with Finance and relevant committee leaders.
• Submit proposed sponsorship offerings for approval within Board-established authority.

Sponsor Recruitment and Outreach

• Identify prospective sponsors and maintain an organized prospect list.
• Develop sponsorship proposals and presentation materials with Marketing.
• Coordinate outreach, follow up on inquiries, and match opportunities to prospective sponsors’ objectives.
• Engage Board members and current sponsors in introductions and referrals.

Sponsor Relationship Management

• Serve as the primary contact for sponsors throughout their engagement.
• Confirm sponsorship commitments, benefits, deadlines, and deliverables in writing.
• Maintain regular communication to understand sponsor needs and encourage continued participation.
• Conduct post-event follow-up and coordinate renewal discussions.

Event and Meetup Coordination

• Work with the Events Committee to integrate sponsorship opportunities into in-person meetings.
• Coordinate with Events to organize sponsored meetups, including host participation, venue needs, and recognition.
• Confirm sponsor logistics, including registrations, signage, exhibit space, and other agreed benefits.
• Partner with Education on sponsored programming while preserving educational content quality and integrity.

Sponsor Recognition and Fulfillment

• Work with Marketing to deliver sponsor recognition across email, website, social media, and event materials.
• Collect sponsor logos, descriptions, advertisements, and other required assets.
• Track fulfillment of all agreed sponsorship benefits and resolve outstanding commitments.
• Ensure recognition is consistent with each sponsor’s package and agreement.

Financial and Administrative Coordination

• Work with the Treasurer and Finance Committee to establish sponsorship revenue projections.
• Coordinate invoicing, payment tracking, and follow-up on outstanding balances.
• Maintain accurate records of agreements, contacts, commitments, payments, and benefits.
• Obtain appropriate approval for discounts, custom arrangements, or commitments outside established offerings.

Performance and Reporting

• Track sponsorship revenue, renewals, new sponsors, and benefit fulfillment.
• Gather sponsor feedback to improve future offerings.
• Provide regular updates to the Board on commitments, prospective sponsors, revenue progress, and support needed.

Committee Leadership

• Lead committee meetings, assign responsibilities, and track outreach and fulfillment deadlines.
• Coordinate with Events, Education, Marketing, Membership, and Finance to align sponsorship activities.
• Maintain organized records and relationship history to support continuity.

Membership Committee

The Membership Committee leads efforts to attract, welcome, engage, and retain HCEA members. The chair works with executive committee, BOD, and other committees (esp Marketing) to communicate the value of membership and support a positive member experience.

New Member Recruitment and Outreach

• Develop initiatives to recruit new members across HCEA’s target audiences.
• Coordinate outreach to prospective members and follow up on membership inquiries.
• Work with marketing to develop recruiting tools, including membership materials, email campaigns, testimonials, and social media content.
• Engage current members and Board members in referrals and recruitment.
• Identify opportunities to promote membership through HCEA events and industry relationships.

New Member Welcome and Onboarding

• Coordinate a consistent welcome process that introduces new members to HCEA’s benefits, resources, and ways to get involved.
• Help new members connect with committees, educational programs, events, and other members.
• Follow up with new members during their first year to answer questions and encourage participation.

Current Member Engagement and Retention

• Maintain regular outreach to current members to understand their needs and encourage involvement.
• Partner with marketing to highlight membership benefits, upcoming opportunities, and member accomplishments.
• Support renewal efforts, including personal outreach to members approaching renewal or with lapsed memberships.
• Gather member feedback and recommend improvements to membership benefits and the overall member experience.

Membership Administration and Reporting

• Oversee membership records and account management in MemberClicks (HCEA’s platform), coordinate updates and issue resolution with designated staff or administrators.
• Monitor membership trends, including new members, renewals, lapsed memberships, and engagement.
• Provide regular updates to the Board on recruitment, retention, member feedback, and committee priorities.

Committee Leadership

• Establish annual membership goals and a practical action plan.
• Lead committee meetings, assign responsibilities, and track progress.
• Coordinate with other HCEA committees to align membership efforts with the organization’s broader priorities.

Marketing Committee

The Marketing Committee leads efforts to promote HCEA, communicate its value, and support membership growth and event participation. The chair works with the Executive Committee, BOD, and other committees to deliver consistent, timely, and engaging communications.

Marketing Strategy and Planning

• Develop an annual marketing plan aligned with HCEA’s goals, events, and membership priorities.
• Maintain a communications calendar that coordinates messaging across email, website, and social media.
• Establish consistent branding, messaging, and editorial standards.

Ongoing Communications and Channel Management

• Manage HCEA’s email, website, and social media channels, coordinating content creation, scheduling, and publishing.
• Review and approve all communications for accuracy, brand consistency, and alignment with HCEA priorities.
• Keep website content current, including event information, membership resources, leadership listings, and announcements.
• Monitor incoming messages and comments, responding or directing inquiries to the appropriate contact.

Membership Recruitment and Engagement

• Partner with the Membership Committee to develop recruiting materials and campaigns that communicate the value of HCEA membership.
• Support new member welcome communications, renewal reminders, and ongoing member engagement.
• Highlight member accomplishments, testimonials, volunteer opportunities, and ways to get involved.

Event and Program Promotion

• Develop coordinated promotional campaigns for HCEA events, educational programs, and other initiatives.
• Work with event and program leaders to confirm details, deadlines, and registration information.
• Coordinate sponsor and partner recognition in accordance with agreed commitments.
• Share event recaps, photos, and key takeaways to extend engagement after programs conclude.

Website and Digital Administration

• Oversee domain and hosting renewals through GoDaddy to maintain uninterrupted service.
• Maintain an inventory of digital accounts, renewal dates, and authorized administrators.
• Coordinate website maintenance and resolve technical issues with designated staff or service providers.

Performance and Reporting

• Monitor email performance, website traffic, social media engagement, and campaign results.
• Use findings to improve content, timing, and channel effectiveness.
• Provide regular updates to the Board on marketing activity, results, and upcoming priorities.

Committee Leadership

• Lead committee meetings, assign responsibilities, and track progress against the marketing plan.
• Coordinate with other HCEA committees to gather content and support their communications needs.
• Recommend marketing expenditures and manage activities within the approved budget.

Nominations Committee

The Nominations Committee identifies and recommends candidates for HCEA officer and Board positions, supporting leadership continuity and member participation. Under the July 2021 bylaws, the Immediate Past President serves as chair. The responsibilities below combine bylaw requirements with proposed ongoing leadership recruitment activities.

Committee Composition and Eligibility

• Include the President, Immediate Past President, one member appointed by each, and one member appointed by the Board.
• Ensure the Board-appointed member is not a current Board member.
• Confirm that no two committee members represent the same member company.
• Ensure no Nominating Committee member is considered a candidate for an open office or position.

Leadership Planning and Term Tracking

• Maintain a roster of officers and Directors, including terms, expiration dates, and eligibility for continued service.
• Identify positions becoming vacant and distinguish elected positions from automatic officer succession.
• Track Director term limits and maintain a nominations and election calendar.
• Coordinate with the Secretary to verify leadership records and required notices.

Candidate Recruitment and Evaluation

- Solicit nominations from the membership for officer and Director positions that are vacant or approaching expiration.
- Identify potential new Board members and encourage qualified members to participate.
- Confirm candidates represent member companies in good standing and meet applicable eligibility requirements.
- Review company representation against the bylaws’ restrictions.
- Discuss responsibilities, time commitments, and willingness to serve with prospective candidates.

Nominations and Membership Voting

• Submit candidates for open officer and Director positions to the membership at least 60 days before the Annual Meeting.
• Present the suggested slate for elected Director seats at least 45 days before the Annual Meeting.
• Coordinate the 15-day electronic voting period for the Director slate, with one designated individual voting per member company.
• Coordinate with the Secretary on ballots, election results, and the requirement to complete applicable elections at least 30 days before the Annual Meeting.

Committee Chair and Member Recruitment — Proposed Additional Responsibilities

• Identify prospective committee chairs for roles without a chair designated by the bylaws.
• Recommend candidates to the President for appointment, subject to Board approval.
• Work with the President and committee chairs to identify and recruit new committee members.
• Maintain a list of members interested in future committee and Board leadership opportunities.
• Support leadership transitions by coordinating introductions and handoff of committee records.

Committee Coordination and Reporting

• Lead nominations meetings, assign outreach responsibilities, and track deadlines.
• Keep the Board informed of upcoming vacancies and recruitment progress.
• Maintain nomination records, candidate confirmations, and election documentation in coordination with the Secretary.
• Support an orderly transition of incoming officers and Directors at the Annual Meeting.