Helping LMSCs Plan
2023 Annual Meeting

Eligibility and Who Should Go?

Delegates can attend the 2023 annual meeting virtually or in person at the Houston Airport Marriott at George Bush Intercontinental. When they determine how to attend, we encourage LMSCs and delegates to consider attendees’ personal/vacation time and how funds used to attend in person could be used locally in support of USMS member programming and benefits.

LMSC Final Delegate Entitlements as of June 15, 2023

• The LMSC’s final delegate entitlement is determined from the LMSC’s higher number of members – 2022 year-end or 2023 as of June 15th.

• Please complete the 2023 LMSC Group Registration Form and send it to Jessica Reilly for the delegates representing your LMSC by August 15, 2023. 

Automatic Delegates - The following national volunteer positions receive automatic delegate status, and do not count toward LMSC delegate entitlement:

• Members of the Board of Directors;

• Chairs of USMS standing, board, and ad hoc committees;

• Past Presidents;

• Zone chairs;

• National board of review chair;

• and all members of the Finance, Legislation, Long Distance, and Rules committees.

If you would like to know who from your LMSC is considered to be an automatic delegate, contact Jessica Reilly.

Delegate at Large requests - LMSCs have the opportunity to submit requests for delegate-at-large appointments no later than August 15, 2023. When submitting please include the reasons for requesting their appointment(s) as at-large delegate(s) (e.g. what are their contributions locally, what is their interest in the annual meeting, and what might they bring back from the annual meeting).

Hotel Reservations and Rooming

USMS will be making all hotel reservations for those attending the annual meeting in person. We're asking LMSCs to make reasonable efforts to submit roommate preferences that have already confirmed they are comfortable sharing a room. If a delegate feels comfortable sharing a room and is in need of a roommate, the National Office will help assist in pairing suitable roommates.
 
Please complete the 2023 LMSC Group Registration Form, which includes the following information, and submit to Jessica Reilly for the delegates representing your LMSC:

1. Full name;

2. email address;

3. attending virtually or in person.

4. If the delegate has determined to attend in person, please include the following additional information:

   1. the type of room requested (double/double or private room);

   2. roommate preference;

   3. Check in/out date(s)

   4. other details (i.e. food allergies, etc.).

Requests must be submitted by August 15, 2023 to guarantee a hotel reservation. Requests received after this date may be subject to additional fees.

Expense Responsibilities

Here’s an outline of expense responsibilities for in-person delegates.

LMSC 

• $250 annual meeting registration fee for each delegate attending in person (entitled and/or automatic from the LMSC)

• USMS will bill the LMSC for the total in the monthly financial statements. Please complete the 2023 LMSC Group Registration Form and send it to Jessica Reilly for the delegates representing your LMSC by August 15, 2023. 

• Airline or mileage travel cost for delegate(s) to travel to the annual meeting

• Meals while in transit to and from the annual meeting

• Home airport transportation or parking (the Houston Airport Marriott is a short walk from the George Bush Intercontinental airport, so no transportation will be needed in Houston)

• Other incidentals

USMS 

• ½ of hotel cost for two nights (i.e., no cost for those who share a room, but attendees who request a private room will be responsible for the balance)

  • Requests for a private room (which requires payment of ½ of the full room rate, likely $125/night) will be considered after all requests for double occupancy are fulfilled.

• The following meals will be provided:

  • Dinner on Friday night;

  • breakfast, lunch, and dinner on Saturday;

  • and breakfast on Sunday

• The following national volunteer positions will be fully funded by the National Office (including annual meeting registration fee, hotel, hospitality, and travel). 

  • Members of the Board of Directors

  • Chairs of USMS standing, board, and ad hoc committees

  • Zone Chairs

Important Dates

So we can properly communicate to all those who will be in attendance we will be holding true to the following traditional dates for you to be aware of:

• June 10

  • All proposed changes to the USMS code of regulations and rules of competition must be submitted by June 10, 2023 to be considered by the House of Delegates at the 2023 Annual Meeting. For more details, review the process overview of submitting proposed amendments.

• July 1

  • Volunteer Service Award Nominations Due

• July 31

  • All proposed rule or code changes from Rules, Long Distance, Legislation, and LMSC Development Committees are due to Jessica Reilly. 

• Aug. 1 

  • Committee Chairs - send their annual reports to their Vice Presidents using the USMS committee report template. 

  • Zone Chairs - send their annual reports and meeting agendas to Jessica Reilly using the USMS committee report template.

  • Special Appointments - send their annual reports to Jessica Reilly.

• August 8

  • Members of the Executive Committee submit their annual reports and the reports from the committees they oversee to Jessica Reilly.
• August 15
  • Deadline for LMSCs to complete the 2023 LMSC Group Registration Form and send it to Jessica Reilly for the delegates representing your LMSC. 
  • Deadline for requesting Delegate-at-Large appointments for Annual Meeting.

• August 19

  • President appoints Delegates-at-Large for Annual Meeting.