Each summer the ROPA Board organizes a conference in a ROPA Orchestra city.  Each conference is hosted by a ROPA orchestra and its Local.  All ROPA orchestras must have representation at the conference.

 Preparation for the Conference

• Each Delegate should meet with his/her AFM Local Officers, inform them of the projected expenses of attending the conference, and request funding.  Those expenses include transportation needs, per diem, and hotel room. The AFM bylaws provide that the AFM Local is responsible for covering a Delegate’s conference expenses.
• Delegates must prepare a one-page report on their orchestra’s demographics and highlights.  This should be e-mailed to the ROPA Secretary by the designated deadline.

Orchestra Report Instructions

Please include the following information in your report to the conference:

1. Orchestra
2. Delegate Name
3. Orchestra Demographics:  Season Length, budget, number of musicians, number of guaranteed services, service rate, list of the concerts performed.
4. Description of the orchestra
5. Year in review: Include notable events: contract settlements highlights, grievances, awards, fundraising accomplishments, recordings.

Conference Responsibilities

• Delegates are responsible for making their own travel arrangements and hotel reservations at the conference hotel.  Each year the conference hotel offers special hotel rates which are generally lower than market rate.  Please pay attention to deadlines for reserving your room at the conference hotel in order to ensure the best rates.
• New Delegates must attend the new delegate orientation session.
• Each Delegate will participate in a small group “break-out” session and will be provided the opportunity to give a short report to the orchestras attending their session, which will be hosted by their assigned Member-at-Large (ROPA board representative).
• Delegates should take detailed notes of the conference to assist them in preparing an oral and written report of the conference to their orchestra and their Local Officers.  A fifteen-minute oral report about the conference should be scheduled for both your orchestra and your local at a regularly scheduled meeting.  These reports are crucial for maintaining the connection between ROPA, your orchestra, and your Local.   Make sure to highlight what you have learned at the conference and in particular, the issues that impact your orchestra.
• Conference App: The ROPA board will strive to provide delegates with an app for their mobile devices which will assist them in tracking the conference sessions, getting updates about conference events, learning about presenters, and taking notes.  Information about downloading the app and/or other ways delegates can use technology to aid in their conference experience will be sent shortly before the conference begins so that delegates will be able bring appropriate devices with them to the conference.
• Consider submitting a resolution at the annual conference.
• Consider hosting a conference.

Hosting a ROPA Conference

Orchestras interested in hosting the next ROPA Conference will be given time for a short presentation at this Conference. We suggest you provide a hotel brochure(s) or website showing the conference facilities  with your presentation.

Official Invitation and Commitment – The official invitation to host the annual ROPA conference must come from the member orchestra’s committee and the Local.  The invitation should include a commitment from the orchestra committee to: have a substantial percentage of the orchestra attend at least one session of the conference, assist in putting on a public labor event if local circumstances make that desirable, and have a corps of volunteers to help before, during, and after the conference.  The invitation should also include a commitment from the Local to assist with the items listed below under “Local Requirements”:

Basics – The hotel should be a union hotel if possible. The location of the hotel should be central or near sites of interest to attendees.  Ground transport from airport to hotel should be convenient and reasonably priced.

Guest rooms – The hotel should have an adequate number of rooms, reasonably priced (preferably between$100 and $150 before any local taxes), to accommodate all attendees. About 100 people customarily attend on official business, and family members and others usually brings the total to 120.

Hotel Needs:

Conference Room – The conference room should seat 100 people comfortably; this usually requires at least 2000 square feet. Sightlines should be unobstructed; watch out for columns and irregular walls.  The conference room should be exclusively for ROPA’s use during the conference and available for general sessions, large caucuses, and workshops.

Audio-Visual Needs – Participants should be able to hear each other when they speak; that usually requires a sound system, either in-house or rented, with microphones easily accessed.

Executive Board Meeting Room – The Executive Board requires a room that can seat up to 16 people comfortably for meetings.  The room may be needed for other meetings during the conference.

Office – A room near the conference room is needed for office supplies and paper distribution. Office equipment appliances (computer, printer, copier) require suitable outlets.

Hospitality Suite – A large comfortable room where delegates can meet informally is customary. The room should have a refrigerator. ROPA should be allowed to stock the room with drinks and snacks, but the hotel may require that its own food and beverage service be used.

Local Requirements:

Local Knowledge and Recommendations – ROPA appreciates the local hosts’ knowledge of food and entertainment options for our attendees. Providing a list of these options is very helpful.

Social Event- There is usually a social event, hosted by the Local, held in conjunction with the Conference.  This is not a mandatory requirement but highly recommended. Interested locals may contact the ROPA secretary for more information on past events.

Volunteers – Local volunteers are crucial to helping the conference run smoothly. One or two volunteers from the host orchestras or Local members usually man the registration table to greet guests and to run errands for the board as needed.

Copy Paper – Occasionally we ask the Local to provide a ream or two of copy paper for board printing needs.