Section meetings are commonly lunchtime events often hosted at restaurants or hotels. Some are held at agency, consultant or university sites to reduce costs by bringing in take-out food. Finding speakers is a key role for Section leadership. Many Sections program their meeting presentation content prior to the coming year in a strategy session with the officers. Topics can be aligned with developing trends or emerging initiatives of ITE. Virtual meetings allow a wider range of potential speakers. If leaders struggle to identify topics or speakers, they can reach out to District officers, International officers or ITE Council and Standing Committee chairs for ideas and speakers.
Adam Martin, ITE’s Director of Meetings, serves as your primary contact for meeting and event related information. He can be reached at email@example.com or 202-464-7234.
In 2019, ITE began holding quarterly webinars for DSC members planning meetings/events. Each webinar focuses on a topic determined by questions submitted by DSC members. There is also a time for open discussions and Q&A. If your meeting managers are interested in joining the webinars, please have them email Adam Martin to be added to the email list.
Adam is available to review your venue and third-party contracts as well. You can email the contracts to his requesting review. Please allow 48 hours for review.
Individuals who choose to join ITE as members should receive clear financial benefit from supporting the organization at all levels – International, District, Section/Chapter. This serves as an important incentive for non-members to join ITE.
At the International level we have adopted a policy of providing members with a minimum of a 33% discount for all paid conferences, professional development and publications. For example, a product that is priced at $150 for a non-member will be priced at $100 for a member. At times we may decide to provide a product to members for free. When we do so we continue to charge non-members the full value of that product. The only time we provide a product for free to members and non-members is when the delivery is fully subsidized by USDOT or a private sector entity.
We believe a similar approach must be implemented at the District and Section/Chapter levels. In-person events should have differential pricing for members and non-members. We recommend the 33% discount as a starting point, but recognize that depending on the nature of the event and the pricing structure there will be variation. In general, even when the Districts and Section/Chapters choose to offer events for free to members, non-members should be charged (at least nominally). General sponsorship support should accrue to members over non-members. When a sponsor is funding a specific event the District or Section/Chapter may choose to make it free for both members and non-members.
Discounted or free pricing can also be used to attract key target audiences. At the International level, former affiliate members have been offered the opportunity to join for free for the first year and at a 50% discount for the second. Meeting pricing has been discounted for groups of public agency participants (regardless of membership status) that register. Public agency members are offered free access to certain webinars sponsored by the private sector. Similarly, a District or Section/Chapter may choose to offer free or discounted pricing to public agency non-members or give non-members free access to a product or service for a limited time as an incentive to join ITE.
This section outlines ITE’s guidelines for issuing professional development hours (PDHs) for Districts, Sections and Chapters hosting and participation in local technical meetings. This service is provided for ITE programs only.
Credit Calculation Formula: 1 contact hour = 1 PDH (minimum of 55 minutes to earn 1 PDH)
This calculation does not include breaks. Questions? Please feel free to contact Eunice Thoya, ITE Membership Associate, firstname.lastname@example.org
District Annual Meetings are commonly larger events which include many elements of an International Annual Meeting. These require greater attention to contracting and space requirements due to their financial implications. Nearly all District Meetings are jointly hosted by the District and local arrangements committee from the local Section. Having procedures for these meetings is a District responsibility. They involve complexities that are expensive to address: audio visual, wifi, exhibit hall set-up, power, food & beverage, room attrition, deposits, liquidated damages, etc.
Each of our Districts hosts one (or more) Annual Meeting(s) and we try to coordinate ITE International and Executive Committee involvement with each of them. Districts are asked to stay within a window of time so as not to overlap with one another. Information on those windows, budget, and registration information for each of the Districts is available here. Guidance may be available on your District website.
International ITE Annual Meetings involve collaboration with Districts and Sections. Some of the key aspects are noted below.
ITE opens Call for Abstracts for the Annual Meeting and Exhibition in October of each year. At that time, you are invited to submit an abstract in support of the upcoming Annual Meeting and Exhibition. ITE seeks abstracts that address the broad range of issues that underlie transportation's transformative role in building vibrant, livable, and healthy communities.
In developing your abstract, we encourage you to thoughtfully consider the conference theme and purpose of the meeting and shape your proposed presentation appropriately. An attendee needs to come away from your presentation with immediately applicable tools and/or skills or a clear vision how what you presented will shape the future of transportation.
If you have any questions regarding the Call for Abstracts, you should contact Jeff Lindley, Deputy Executive Director, CTO at email@example.com.
It is the intent of ITE that its Annual Meeting will be held in partnership with one of the ITE Districts and its regularly scheduled annual meeting. A joint meeting between two Districts also will be considered. The philosophy of the Annual Meeting will be to work with the District(s) in order for all to share in the success of the meeting. Initial planning for the meeting will include working out a suitable arrangement to ensure this mutual success.
A rotational schedule was developed in 2016 to boost meeting attendance, reduce expenses, and limit competition with district meetings. This has proven effective as attendance at the ITE Annual Meeting has grown with the 2019 meeting being the largest in-person Annual Meeting in 15 years.
Revised Road Map following April 2020 Meeting
Annual Meeting Planning Guide for Local Arrangements Committees
Annual Meeting Site Selection Guide Template
In addition to joint Annual Meeting opportunities, there is also the opportunity to host the International Board of Direction and LeadershipITE in conjunction with your District Annual Meeting. You can find the requirements here.