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STCOM ORGCHART
STEERING COMMITTEE COMMITMENT
Navigating the complexities of a National Elective Conference requires exceptional leadership. The Steering Committee will provided just that, steering us with precision, foresight, and commitment from inception to a triumphant conclusion. We owe the success of this conference to their guidance.
SACCMVA STEERING COMMITTEE PROJECT CHARTER
STEERING COMMITTEE MANDATE
To successfully plan, organize, and execute a comprehensive and transparent National Elective Conference for the South African Cape Corps Military Veterans’ Association.
PURPOSE OF THE NATIONAL CONFERENCE
Electing the new National Executive Committee (NEC) of the Association.
Reviewing and adopting key policy positions and resolutions that will guide the Association's work for the upcoming term.
Facilitating robust engagement and dialogue among delegates, fostering unity and shared purpose within the veteran community.
2.1.4. Showcasing the Association's commitment to good governance, accountability, and the welfare of its members.
2.1.5. Ensuring all proceedings comply with the Association's constitution, relevant national legislation, and best practices for democratic processes.
PROJECT SCOPE
Conference Planning & Management: Overall project management, coordination of all sub-committees, and strategic oversight.
Venue Selection & Management: Identification, negotiation, and full management of a suitable conference venue in Gqeberha, Eastern Cape, including all infrastructure (plenary, breakout rooms, exhibition areas).
Delegate Management: Registration, accreditation, information dissemination, and on-site support for all delegates.
Accommodation: Sourcing and managing accommodation for all official delegates and VIPs.
Transportation: Providing necessary transportation for delegates (e.g., airport transfers, shuttle services).
Catering: Provision of all meals and refreshments for the duration of the conference.
Electoral Process: Planning, organizing, and overseeing the entire election process in adherence to the Association's constitution.
Security & Safety: Comprehensive security measures and health & safety protocols.
Audio-Visual & Technical Support: Provision of all necessary AV equipment, IT support, and internet connectivity.
Marketing & Communications: Branding, public relations, media engagement, and promotional activities.
Financial Management: Budgeting, fundraising, expenditure control, and financial reporting.
Administrative Support: Secretarial services, document control, and general office management.
Post-Conference Activities: Final reporting, financial reconciliation, and archiving of records.
STCOM DELIVERABLES
Approved Master Conference Project Plan
Comprehensive Conference Budget and Financial Reports
Secured Conference Venue and Accommodation Agreements
Confirmed Transportation and Catering Service Providers
Detailed Health and Safety Plan
Robust Security Plan
Conference Website/Registration Portal
All Conference Marketing and Communication Materials
Accredited Delegate List
Conference Programme Booklet
Functional Audio-Visual and IT Infrastructure
Election Materials and Results
Conference Resolutions Document
Post-Conference Financial Audit Report
Comprehensive Post-Conference Project Report (including lessons learned)
Archived Conference Records
OUT OF SCOPE
Any programmatic activities or policy changes not directly related to the elective conference's primary mandate.
Long-term policy implementation strategies post-conference (these will be the responsibility of the newly elected NEC).
Individual travel expenses for non-official attendees not covered by the conference budget.
Personal security arrangements beyond the general conference security plan.
Detailed branch-level pre-conference activities (e.g., internal branch elections) unless specifically requested by the Association's NEC.
All current NEC operational activities, decisions and resolutions
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