Volunteer Reference Guide 2012 - Automotive Industry Action Group

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Volunteer Reference Guide AIAG MEETINGS DEFINITION OF A MEETING Any volunteer committee meeting that is held at AIAG headquarters or off-site (including audio teleconferences) is considered an official AIAG meeting if the following two situations apply: • The meeting has employees of three or more member companies in attendance who are not full-time AIAG employees or industry loaned executives. • The topic of discussion is a proposed or current AIAG project or other volunteer committee activity (such as special presentations or liaison with other associations). Not included are meetings where one or more AIAG staff members are present and that are held solely for the purpose of discussing AIAG staff/association business. TYPES OF MEETINGS There are three types of AIAG meetings: 1. In-house meetings: held at the AIAG offices in Southfield, Michigan 2. Sponsored off-site meetings: held at a site other than the AIAG offices, where the facilities, equipment, and refreshments are provided by an organization other than AIAG (e.g., the meeting is held in the offices of a member of the committee) 3. Unsponsored off-site meetings: held at a site other than the AIAG offices, where the facilities are paid for by AIAG. Such meetings must be in the committee’s business plan and budget, and require the signature of the product development director on the off-site meeting request form. ANTI-TRUST REQUIREMENTS Anti-trust compliance requires that every official AIAG meeting, whether held in AIAG offices or off-site, must have: • Public announcement of the meeting date, time, and location • Full documentation of the meeting, including: - An agenda published in advance - Minutes listing every topic of discussion - A complete list of all attendees, including teleconference attendees Because of legal considerations, the executive director must authorize any exceptions to these requirements in advance PRESENTATION OF PRODUCTS OR SERVICES AT AIAG VOLUNTEER MEETINGS AIAG will not endorse any publication, training offering, or other product or service provided by an outside party. Therefore, AIAG does not allow vendors to present, demonstrate, or advertise their products in any manner that might give the impression that AIAG is endorsing that product. For this reason, sales or promotion of products is strictly prohibited during AIAG volunteer meetings. 2007-021 11 Revision Date2/8/13
Volunteer Reference Guide Vendors may not use the sign-in sheets from AIAG volunteer meetings to send promotional materials or announcements by any method. AIAG provides the opportunity for promotion of vendor products through exhibit space at conferences and events. From time to time, AIAG volunteer groups may invite vendors to present information about their products and services when such information is relevant to a process or technology that the committee is reviewing as part of its work. In these instances the following principles apply: • The invitation to include vendor presentations in the meeting must be approved in advance by a program manager. • The presentation(s) must be announced in the published agenda of the committee at least two weeks before the meeting. • The committee must document (in the minutes of the committee) the purpose for which vendors are being invited to present and the questions that must be answered in the presentation. • The committee must make a reasonable effort to invite all known vendors whose offerings are relevant to the subject and must document their efforts in the minutes of the committee. Such efforts might include letters to a list of vendors, an announcement in a trade magazine soliciting responses, or other methods. • The vendor’s presentation: - Must not include promotional material. - Must be relevant to the committee’s documented questions. No sales or promotional efforts, including the distribution of sales literature or promotional items, may be conducted during the meetings or at breaks before, during, or immediately after the meeting. REPRESENTING AIAG From time to time, AIAG volunteers are called upon to represent AIAG at meetings/activities both in this country and abroad. If you have been requested to travel representing AIAG, please consider the following: When you express an opinion on an issue, clearly identify whether you are speaking for your company or for AIAG, if applicable. • Be sure to get feedback from the appropriate volunteer committees regarding the issues you will be addressing to ensure that you are offering the consensus of the group sponsoring the trip rather than just your own personal opinion. • Compile a list of issues that the AIAG volunteer committees want addressed as well as any specific questions the group may have. • Remember that in most cases you will be speaking for AIAG and not your own company. If you will be representing both your company individually and AIAG at the same time, be sure to announce that fact at the start of the meeting. • The AIAG position should be presented as a single, consensus-based agreement. When attending a meeting with others from AIAG, agree on a common strategy and choose one representative to speak for AIAG if voting becomes necessary. 2007-021 12 Revision Date 2/8/13
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Volunteer Reference Guide 2012 - Automotive Industry Action Group

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