1. INFORMS Fall Conference.
   1. Organize the invited sessions (for the last couple of years we have had 6-10 sessions).
   2. Publicize the conference, and invite people to volunteer to organize sessions/be session chairs in the two Newsletters prior to the conference, and at College meetings. Each session should have 4 speakers if possible to help insure a good consistent block for the track (rather than scattered throughout the conference). Special sessions with one speaker for the whole time are reasonable exceptions.
   3. Newsletter ads should be written, to summarize the conference and to request that people volunteer for sessions. Personal contact at meetings and personal emails are very good ways to identify session organizers as well.
   4. Make requests at the business meetings (e.g. WSC) to find volunteers for upcoming meetings.
   5. Set up sessions via the WWW site interface (e.g. for fall meeting sessions need to be entered by Feb/March, and session chair's abstracts should be in by May/June). Go to logins for track coordinator area, where you can enter session chairs, send standard form emails, see dates for names of speakers-titles-abstracts. Paulette Bronis is the contact at the INFORMS office that works with track coordinators for the INFORMS conferences.
   6. Present report on conference activity at each meeting of the membership.
2. WSC:
   1. Report at general session, including information about past and upcoming conferences (including INFORMS Practice Conference in Spring, INFORMS Fall Conference, etc.)
   2. Organize Council meeting prior to general meeting (work with treasurer).
3. Other Conferences:
   1. There are periodically other conferences. The VP/President-Elect should work to organize invited session tracks at those conferences as well.
   2. Those conferences include, but are not limited to, (i) INFORMS International conference, (ii) EuroINFORMS, (iii) IFORS, and (iv) the Simulation Society Research Workshop.
   3. If there are volunteers that wish to co-organize the invited track, that is also possible and enjoyable.
   4. The tasks for the other conferences of INFORMS and related societies is much the same as for INFORMS Fall conference, except for the time frame. Start thinking about inviting session chairs about 8 months in advance of the conference.
4. Serve the President in an advisory role as requested, e.g. by serving as ex oficio member of committees (such as Awards committee, Membership Committee), as well as the INFORMS Simulation Society Council. Sounding board for committee structure and nomination. Participate in the Officer/Council meetings (a lot of this is done by email, but also at INFORMS Fall Meeting and at WSC).
5. Be point person for a new initiative or two. Take lead on making it happen. There are a variety of ways that this can happen. Some examples might include:
   1. Identify up and coming individuals in the simulation community to enlist their help with organizing sessions and find new ways to innovate at conferences.
   2. Membership drives. Sponsorships.
   3. Work on joint sessions with other groups (e.g. Quality-Statistics-Reliability, or Risk, or Health, or Military tracks). For joint sessions, make sure they are flagged out in WWW system so that schedule doesn't conflict. After a while, WWW locks down - email Paulette for changes if needed.
6. Help successor with transition (e.g., questions, file templates for forms/letterhead/etc.)

Comments: For invited and contributed sessions at conferences, the contact person at INFORMS for meetings is Paulette Bronis (Paulette.Bronis@informs.org).

1. Secretary's corner in the newsletter. Mostly just membership numbers. There's not usually much to say.
2. Record the minutes of the meetings for the main meetings (including INFORMS Fall meeting and WSC). Minutes are then for approval at the following meeting. If you can't make it to the meeting, then ask someone else to take the minutes. After you've written them up, they usually appear in the next newsletter. This last year was an exception: We handed the minutes of the INFORMS meeting out at the WSC business meeting, and they were approved there. That measure is probably a good idea, because it means the minutes don't need to appear in the Spring newsletter, which is usually packed.
3. Give secretary's report at meetings.
4. Make sure the website URL is paid up: The old www.informs-cs.org is listed under Jim Wilson's name. The site www.informs-sim.org is listed under Shane Henderson's name. Both of these are paid up for the next 4 years or so, so you shouldn't have to do anything. But Shane and/or Jim will contact you when the sites need renewal.
5. Generate certificates for PhD colloquium participants.
6. Handle communication with the membership for ad hoc polling, ballots, informational emails, etc. in coordination with the newsletter team and communication committee.
7. Participate in the Officer/Council meetings and take minutes. (We normally do things by email, so this hasn't been an issue.)
8. Maintain the monthly excel membership database from INFORMS (sent by Christy Kline), monitor and characterize the membership (student/non-student, industry/government/academic, delinquent/up-to-date with dues), keep officers and Newsletter Editors aware of the updates. A minimum target is to keep 500+ members active. This may mean developing reminder letters, etc. The membership usually dips early each year because memberships expire Dec 31. That is usually ok, since it lifts again once you remind people to renew.
9. Attendance sheet at the meetings (names and emails), with follow-up email for nonmembers to join, and a followup email to the Vice President about people willing to organize conference sessions.
10. Publicity information (e.g. pictures at meetings… in the past Keebom Kang and Loo Hay Lee have been very helpful with providing pictures from the meetings).
11. Fill out/gather information for/assemble the annual report of activities that INFORMS requires (that summarizes officer information, summary of how the college spent it's money, list of activities of the college like PhD student sponsorship, number of sessions organized at various conferences - NB all sessions of WSC can come under this heading). INFORMS will send you a worksheet.
12. Help successor with transition (e.g., questions, file templates for forms/letterhead/etc.)

Calendar*:

Jan:	Reminders to newly expired members to renew. Get email addresses from spreadsheet sent by INFORMS.
Mar:	Send Secretary's Corner, minutes for INFORMS and WSC business meetings to Newsletter Editor
May:	Assemble report for INFORMS.
Aug:	Secretary's Corner to Newsletter Editor
Nov:	INFORMS business meeting: Give secretary's report, take minutes. Invite nonmembers (from sign up sheets) to join. Generate certificates for PhD colloquium participants at the forthcoming WSC.
Dec:	WSC business meeting: Give secretary's report, take minutes. Invite nonmembers (from sign up sheets) to join.

* Monthly: Look at monthly file to monitor membership numbers.

Ancillary documents:
Sign up sheet for INFORMS-Sim business meetings (Word file)
Template for certificate for PhD Colloquium participant (ppt file)

1. Maintain financial record for the college, and handle income and expenses.
2. Two bank accounts exist: the INFORMS main account, and the "Local" account with Bank of America, which has checks that can be used to pay the above expenses. You need to fill out a card giving you the right to write checks on that. Mary Magrogan (Mary.magrogan@INFORMS.ORG) and Christy Kline (Christy.Kline@INFORMS.ORG) are the people to contact on that front.
3. Statement for the local bank account will be faxed from Informs monthly, while the account statement for the Informs main account will be emailed from Informs quarterly.
4. Expenses to be done in consultation with the President and Vice President.
5. Generate a financial status report for each newsletter
6. Present a financial status report for each official meeting of the society.
7. Organize meeting rooms and receptions for the main meetings: INFORMS Fall Conference, WSC, and INFORMS international conference. Christy Kline (Christy.Kline@INFORMS.ORG) can help on room reservation and Cheryl Clark (cheryl.clark@INFORMS.ORG) can help on reception order.
8. For Informs Annual Meeting (Fall):
   1. Insure that a meeting room is available, with times passed to other officers and Newsletter staff for proper advertising. A room for 50 people insures that there will be sufficient space.
   2. Arrange beverages/snacks: in recent years there have been 20-30 attendees, and beverages/snacks can be targeted accordingly.
9. For International conference:
   a. Similar to Fall conference, though there might be somewhat fewer attendees. Not enough history to predict well.
10. For WSC, this is a busy time.
    1. Insure a large meeting room for the society business meeting is available, which traditionally has been on Tuesday evening of WSC after last pm session. A room for 120 people is wise, with snacks/beverages for 80-100 people. More food is needed if the LPAA is given. This can be expensive, as service and taxes can add 20-30% onto the price-it might be possible to negotiate a price break, or check if a tax exempt ID for nonprofit organizations helps.
    2. Awards may be given: Awards checks for DSA, BestPub ($500 shared), and potentially LPAA (WSC registration fee and travel expenses) may need to be cut.
    3. The PhD Colloquium on Sunday. Interact with PHD colloquium organizers, cut honoraria checks for each actual PhD student-presenter (e.g. $100 registration fee) is required. WSC will reimburse the society for the registration fees. The checks are awarded to the presenters at the business meeting.
    4. CUM/W: Coordinate with CUM/W organizer to arrange for honoraria/registration fees/ and/or lunch, depending on how it is organized, and preparing certificates.
    5. NOTE: There are a lot of expenses at WSC, and all the names for awardees comes too late to have the checks done through the INFORMS main account… so this needs to be done by writing checks on the Bank of America Local account. For this to be successful, a month or month and a half before WSC, some amount (e.g. $4000-$5000) may need to be wired from the INFORMS main account to the local account. Mary Magrogan and/or Christy Kline have helped with that in the past.
11. Other items:
    1. Fees for WWW maintenance from Walpole/Peter Welch come due around December/January. The fee is now $1200/year.
    2. Once every couple of years, Jim Wilson has a reimbursable expense for maintaining the registration of the WWW domain.
    3. Each year, two (2) hardcopies of the WSC proceedings are ordered for the Simulation archives at NCSU. Coordinate with Jim Wilson on this.
12. Help successor with transition (e.g., account signatures, check book, questions, file templates for forms/letterhead/etc.)

Calendar*:

Mar:	Send treasurer report to Newsletter Editor. Reserve room and order reception for the business meeting in the Informs international conference if there is one.
Sep:	Send treasurer report to Newsletter Editor. Reserve room and order reception for the business meeting in Informs Annual Meeting.
Oct:	Transfer fund from Informs main account to local account
Nov:	Reserve room and order reception for the business meeting in WSC.
Dec:	Cut checks for awardees and Ph.D. colloquium presenters.

* Monthly: Receive bank statement for the local checking account.
* Quarterly: Receive bank statement for the Informs main account.

Prepare and edit 2 issues of newsletter per year (Fall and Spring issue)
Time to aim to send it out:
1. Fall 2 weeks before INFORMS annual conference
2. Spring 2 weeks before WSC submission.

Editor puts together a draft, checks the thing over.
Asst Editor helps on various things including checking copy, calendar of events, email list.

Critical Path

• Send word file to Peter Welch for posting on the web. < 1 week.
• Newsletter email by Asst Newsletter Editor: few days
• Editing takes around 40 hours. Allow 2 week buffer for editing.
• Email 6 weeks before 2 week buffer. Bug contributors 2 weeks later. Give contributors a SPECIFIC DEADLINE to be sure of getting something. Need to chase them up as people have other things on their minds!

Contents and Contributors:

1. President's message - President
2. Treasurer's Report - Treasurer
3. Minutes of meetings (INFORMS and WSC business meetings) - Secretary
4. Secretary's corner - Secretary
5. Calendar - Asst Newsletter editor
6. Editor's corner - editor
7. For editor reports - Area Editor
   • Man Sci
   • OR
   • INFORMS J on Computing
   • ACM TOMACS
   • IIE Transactions
8. WSC announcement - Editor.
9. INFORMS meeting - VP / Editor.
10. Call for sponsored sessions - VP (or anything else he might want to say)
11. Other conferences - VP
12. Puzzle - As Newsletter Editor
13. Member Corner - As Newsletter Editor
14. WSC papers being online - Editor (Spring Issue only)
15. Council announcement (if any) - President
16. Committee Report (if any) - Chair of each committee

The committee also looks for ways to add value to being a member of the Simulation Society, and therefore help to retain members, and brings these ideas to the Executive Committee.

1. In January prepare a Call for Nominations with a due date of September 1st deadline. Have this Call for Nominations (1) put on the Simulation Society's website, (2) put into the Simulation Society's Spring Newsletter, and (3) put into INFORMS' OR/MS Today.
2. In September put together the set of nominations including carryover nominations and give to the committee members along with the LPAA Rules. Have the committee evaluate, discuss, and if appropriate select a person to award the LPAA. The most important question to answer 'is the best nominee worthy of the LPAA'. Emphasize to the committee that all aspects of the LPAA is confidential.
3. If a candidate has been selected to receive the LPAA, notify that person that he/she is to receive the award at WSC, that reasonable travel expenses to attend WSC will be paid, and that the fact that this person is receiving the LPAA is to remain confidential until the award is presented.
4. Notifying all nominators either that their candidate will or will not receive the LPAA. This is to be done after the candidate who will receive the LPAA his been notified, if the award is to be given. Furthermore, if a candidate has been selected for the LPAA, emphasize to that nominator that the fact that his/her nomination has been selected for the LPAA is to remain confidential until the LPAA has been presented.
5. Inform the President of the Simulation Society whether the LPAA is or is to be awarded. If the LPAA is to be given, remind the President that according to current policy that reasonable travel expenses are to be paid for the awardee to attend the WSC to receive the award. Also discuss with the President if the LPAA is to be presented again at the Society's WSC meeting and if they want to have the awardee to make a short talk (usually about ten - thirty minutes). Furthermore, ask if there is going to have a special reception for the awardee. (If a special reception is to be had, it is up to the Society to arrange for this and not the Chair of the LPAA Committee.) If the award is to be given again at the Society's meeting, the Chair (or a committee member) needs to prepare his/her remarks about the awardee and inform the awardee about their talk, if one is to be given.
6. If the LPAA is to be given, it is given at the opening session of the WSC. The LPAA Chair needs to ask the General Chair of the WSC to make the award during the opening session of WSC. (If necessary, remind the WSC General Chair that this award has been presented at the WSC opening session in past years.) The time to present this award is generally 3-5 minutes with two overheads/slides. The first slide says the LPAA award and the name of the person (the Chair or a committee member) presenting the award. The second slide gives the name of the awardee. A short set of remarks need to prepared by the presenter of the award. (It is best to keep the name of the awardee unmentioned until the end of the remarks and not show the second overhead/slide until that time because the audience will clap and take away from the presentation time.) Furthermore, whoever is presenting the LPAA needs to arrange to meet the awardee prior to the opening WSC session.
7. If the LPAA is given, a plaque needs to be obtained to give at the WSC. First determine from the awardee their precise name desired on the plaque. Then contact Bruce Schemiser about 3-4 weeks ahead of time, as he is the person who obtains the Societies' plaques. He brings them to the WSC.
8. If the LPAA is to be awarded, arrangements need to be made for photos. It is best to arrange for two people to take photos incase one person has difficultly. Two types of photos are needed. One showing the presenter with the awardee for the Society's website of LPAA awardees. (See the Website for past awardees to see what this type of photo is like.) The second photo is a head short of the awardee, which is used for announcements of the LPAA. (This photo can also be obtained from the other photo using digital photo software to obtain a photo of only the head of the awardees.)
9. If the LPAA is given, then an article should be prepared for publicity of the LPAA awardee, which includes the head photo of the awardee. This article should be submitted to the Simulation Society's Newsletter, INFORMS' OR/MS Today, and other appropriate outlets (such as Professional Society Publications for IIE, ACM, IEEE, ASA, etc.), which will depend on the awardee. Furthermore, a write-up with a photo should be prepared for the Society's website with joint photo of the awardee and presenter. (In the past his write-up has been prepared jointly with Jim Wilson as he has taken care of this on the website.)
10. Assist next year's Chair and keep a copy of carryover nominations.

1. In January prepare a Call for Nominations with the nomination due date of September 1. Have this Call for Nominations (1) put on the ISS website, www.informs-cs.org; (2) published in the ISS Spring Newsletter; and (3) published in OR/MS Today (in multiple issues, if possible). Other appropriate avenues to publicize the Call can also be taken.
2. In September put together the set of nominations including carryover nominations from the previous year, and give to the DSA Committee members along with any relevant DSA selection criteria. Have the Committee evaluate, discuss, and if appropriate, select a person to award the DSA. It is sometimes the case that no DSA is awarded for a particular year if the Committee feels that the nominations are not worthy. Note that all aspects of the DSA are confidential.
3. If a candidate has been selected to receive the DSA, notify that person that he/she is to receive the award at the WSC, that reasonable travel expenses to attend WSC will be paid, and that the fact that this person is receiving the DSA is to remain confidential until the award is presented.
4. Notify all nominators whether or not their candidate will receive the DSA. This is to be done after the "winning" candidate (if any) has been notified. Furthermore, remind the "winning" nominator to keep all information confidential until the DSA has been presented.
5. Inform the President of the ISS whether the DSA will be awarded. If the DSA is to be given, remind the President that according to current policy, reasonable travel expenses are to be paid for the awardee to attend the WSC to receive the award. Also remind the President that the DSA is to be presented again at the ISS WSC Business meeting. 6
6. If the DSA is to be given, it is given at the opening session of the WSC. The DSA Chair needs to ask the General Chair of the WSC to make the award during the opening session of WSC. (If necessary, remind the WSC General Chair that this award has been presented at the WSC opening session in past years.) The time to present this award is generally a couple of minutes with perhaps two overheads/slides. The first slide announces the DSA award and the name of the person (the Chair or a committee member) presenting the award. The second gives the name of the awardee. A (very) short set of remarks needs to prepared by the presenter of the award. In addition, whoever is presenting the DSA needs to arrange to meet the awardee prior to the opening WSC session.
7. If the DSA is given, a plaque needs to be obtained to give at the WSC. First determine from the awardee his/her precise name desired on the plaque. Then contact Bruce Schmeiser about 3-4 weeks ahead of time, since he is the person who obtains and brings to the WSC the ISS plaques.
8. If the DSA is to be awarded, arrangements need to be made for photos. It is best to arrange for two people to take photos "just in case". The photos can go on the ISS website and can be used for publicity in other outlets (see below).
9. If the DSA is given, then an article should be prepared publicizing the award. The article should include a photo (e.g., a head shot of the awardee or a picture of the awardee and presenter). This article should be submitted to the ISS Newsletter, OR/MS Today, and other appropriate outlets (such as Professional Society Publications for IIE, ACM, IEEE, ASA, etc.), which will depend on the awardee.
10. Assist next year's Chair and keep a copy of carryover nominations.