2016 SfC Business and Tactical Plan

Strategic Direction 1. The Society for Cryobiology will be the premier scientific membership organization representing all applicable fields of cryobiology particularly translational science and medicine.


Goals
> Actively recruit and retain new members into the SfC from all applicable scientific fields of cryobiology
   # Identify potential new members using emails and other information from journal paper authors, annual meeting attendees, etc.
      * Gowri will collect and compile non-member’s names and email addresses from journal submissions from 2014 to present – May 1st
      * Ed will collect and compile non-member’s names and email addresses from CRYO2015 and send them to Gowri – May 1st
      * Yuksel (Secretary) and Gowri will generate list of lapsed members from past five years – May 1st
      * Ed will prepare an email to be sent to compiled list of non-members and send it to Gowri for distribution – May 1st
   # Send out emails requesting that current members nominate new members
      * Ed and Yuksel will prepare an email marketing message for members to nominate new members (focus on full members and not students) and send it to Gowri for distribution – May 1st

> Develop an open and friendly, scientific atmosphere in the society where members are welcome and can discuss opposing points of view based on sound science
   # Recruit new members from all applicable fields of cryobiology
      * See tactics and deadlines above for expanding membership – May 1st
   # Offer broader programming at the annual meeting and broader coverage in the journal(s)
      * Jason and Rob to develop a broad technical program for CRYO2016 in Ottawa, Canada – May 1st
      * David to facilitate a discussion with the Editorial Board to explore adding new areas/topics, possible new journal(s), and handle repetitive papers that do not expand the science – present report to Board with goals, objectives, and timelines - July 23rd
   # Develop new and modify current products and services to meet broadening membership
      * See tactics and deadlines above for broader meeting programming and journal coverage – July 23rd
      * Secretary to chair a subcommittee aimed at assessing member satisfaction with current products / services, evaluating what other similar societies offer members and developing recommendations – October 1st

Strategic Direction 2. The Society for Cryobiology will reflect the scientific interest of the membership in its products and services particularly at the annual meeting and in its journal.
Goals
> Site the annual meeting at locations that are attractive, have plenty of amenities and attractions for family and friends, and near ample                        convenient transportation while rotating between the U.S., Europe, and Asia
   # Actively recruit local organizers at attractive international locations
      * Program Committee to launch effort to secure Asian (2017) and European (2018) meeting locations with proposals to the Board for vote - July 23rd
   # Begin developing a distributed organizational model where staff and officers will select sites and organize the meeting
      * Ed will coordinate logistics, contract negotiations, budgeting, marketing, etc. with Jason, Rob, and Gowri for CRYO2016 in Canada – July 23rd
      * Ed to coordinate logistics, contract negotiations, budgeting, marketing, etc. with CRYO2017 organizers and Ana Torres, ISBER Executive Director – July 2017
   # Develop and prepare a guide/blueprint document to eliminate yearly reinvention and make organizing and implementing an annual meeting easier
      * Ed will develop, write, and upkeep this living set of documents – May 6th and ongoing

> Plan annual meetings 2 – 4 years in advance and better manage them with the help of SfC staff to handle logistics, marketing, advertising, and support the meeting program chair(s)
   # Develop and use the distributed model to organize the annual meeting
      * Ed will coordinate logistics, contract negotiations, budgeting, marketing, etc. with Jason, Rob, and Gowri for CRYO2016 in Canada – July 23rd
      * Ed to coordinate logistics, contract negotiations, budgeting, marketing, etc. with CRYO2017 organizers and Ana Torres, ISBER Executive Director – July 2017
   # Actively identify international sites and potential local organizers
      * Program Committee to launch effort to secure Asian (2017) and European (2018) meeting locations with proposals to the Board for vote – July 23rd

> Develop broader scientific programming for the meeting
   # Recruit new members from all applicable fields of cryobiology and have them participate in meeting programming
      * Jason and Rob to develop a broad technical program for CRYO2016 in Ottawa, Canada – May 1st
      * CRYO2017 organizers to develop a broad technical program for Hefei, China – October 1st

> Develop affiliations and relationships with similar scientific societies
   # Identify societies and organizations similar to the SfC and offer them the chance to collaboratively program sessions at the annual meeting
      * Jason and Rob working with ISBER and ISCT to develop joint sessions for CRYO2016 – May 1st
      * Jason and Rob working with Peter Kilbride to develop unique ICYR events for CRYO2016 – May 1st

> Expand the publication of papers in Cryobiology into new areas/topics or explore the possibility of adding other related scientific journals
   # Recruit new members from all applicable fields of cryobiology and ask them to publish in our journal(s)
      * See tactics and deadlines above for expanding membership – May 1st
   # Expand the Editorial Board to explore adding new areas/topics and possible journals
      * See tactics and deadlines above for journal and Editorial Board – July 23rd

> Explore the reorganization of Cryobiology to handle repetitive papers that do not expand the science and the new areas/topics
   # Charge the Editorial Board with examining the organization of the journal and ways to improve it
      * See tactics and deadlines above for journal and Editorial Board – July 23rd

Strategic Direction 3. The Society for Cryobiology will pursue a course of financial stability and growth in order to add resources to improve service to its members.

Goals
> Increase membership and continuously assess the dues structure to cover costs and add products and services
   # Recruit new members from all applicable fields of cryobiology and assess and adjust the current dues structure
      * See tactics and deadlines above for expanding membership – May 1st

> Explore the issue of student membership and more productive use of SfC funds for alternative uses
   # Implement a task force to study this issue and make actionable recommendations to the Board of Governors
      * Jason to appoint task force to study this issue and make recommendations at Board meeting at CRYO2016 - July 23rd

> Actively pursue a strategy of gaining funding through grants, exhibitors, and sponsorships for annual meetings once the location has been selected and approved
   # Identify potential corporate sponsors to fund the annual meeting and possibly SfC and recognize their support on our website and with other appropriate forms of communication
      * Ed to develop a list of past and potential future sponsors and exhibitors and keep this “living” document updated - May 6th and ongoing
      * Jason and Ed to work with SfC members to compile a list of cryobiology vendors and suppliers – May 6th
   # Identify and pursue potential exhibitors at least a year or more in advance to give them time to schedule this activity
      * Ed to write an email marketing message for CRYO2017 in China for sponsors and exhibitors – July 29th
      * Gowri to send out the email marketing message for CRYO2017 using Ed’s list of potential sponsors and exhibitors – August 3rd
   # Develop a sponsor and exhibitor kit to use to recruit annual meeting sponsors and exhibitors
      * Ed to develop and prepare a sponsor and exhibitor prospectus for CRYO2016 that will be used as a template for future meetings – January 29th

> Continuously assess the journal cost and page charges for Cryobiology
   # Unless a reciprocal agreement is in place with other organizations or societies, charge for the publication of every page in our journal to at least cover costs
      * David to implement this policy and page charges – January 1st
   # Continually assess the cost of the journal and adjust the price as necessary
      * David and the Editorial Board will study the costs, price point, and adjustments yearly and make recommendations to the Board – July 23rd

> Explore other revenue streams such as estate gifts for awards or research funding, corporate sponsorships, etc.
   # Develop materials for estate donations to SfC and send them to members for them to remember SfC in their will
      * Erik, Jason, and Ed will work on developing this material and report on effort at Board meeting – July 23rd
   # Identify wealthy members as donors and seek funding for awards, meeting grants, etc.
      * Jason will work with the entire Board to develop this list and report on effort at Board meeting – July 23rd
   # Identify wealthy members and gauge interest in their establishing an endowed young investigator research grant
      * Jason will work with the entire Board to develop this list and report on effort at Board meeting – July 23rd

Strategic Direction 4. The Society for Cryobiology will effectively communicate its activities, products and services, and cryobiology’s vital role in addressing the world’s challenges to the public and policymakers.

Goals
> Refresh the SfC website and add current information and content
   # Examine and update every web page to insure it is current and remove old material
      * Ed and Gowri to refresh website pages – September 30th
      * Ed and Gowri to explore how to integrate dynamic social media links to website (i.e. Facebook, Twitter, LinkedIn, Instagram) – November 4th
   # Explore a possible new layout and refreshed look
      * Gowri and Ed to study possibility of more customer-focused and friendly layout and look – November 4th
   # Send out scheduled emails requesting new information for the website e.g. awards, grants, tenure or promotions, recent publications and books affiliated societies meetings, etc.
      * Ed to prepare an email message requesting this information so it can be incorporated into website refresh – August 12th

> Communicate more effectively with membership though the timely delivery of the SfC newsletter, emails, and social media
   # Maintain the on time quarterly delivery of the Newsletter
      * Gowri to send reminders for contributors to get material in on time - ongoing
   # Send out more and timely emails e.g. welcoming new members, announcing important awards or grants, announcing a death of a prominent cryobiologist, etc.
      * Ed and contributors to prepare pieces and messages in a timely manner - ongoing
   # Continue to actively post on social media
      * Gowri to coordinate and continue this activity to maintain a SfC social presence - ongoing
   # Consider hosting satellite workshops or sessions at related societies’ annual meetings
      * Jason to act as a conduit to membership when other related societies request SfC presence at their meetings - ongoing

Strategic Direction 5. The Society for Cryobiology will revise its Bylaws and governance structure, and groom and prepared leaders to guide the Society into the future.

Goals
> Review and revise the SfC Bylaws to reflect current practice and insure efficient and effective operation of the Society
   # Implement a task force with a specific deadline to modernise the Bylaws to reflect current and possibly future practice to insure the efficient and effective operation of the Society
      * Jens and Ed will facilitate an ongoing discussion with the Board to revise the current SfC Bylaws beginning on - March 15th
   # After discussion by the Board, send the draft Bylaws to a parliamentarian to edit for final approval
      * Jens to continue to coordinate this task with Jonathan Jacobs with goal of presenting the new Draft Bylaws at the General Business Meeting at             CRYO2016 for a vote – July 27th

> Make use of member expertise to operate the Society through committees, task forces, or assignments and not through required assignment of officers to committees
   # Implement a task force with a specific deadline to explore how the work of the Society can be better accomplished in an efficient manner using these tools
      * The Board will consider these changes as part of the revision of the Bylaws with final decision by the membership – July 27th

> Explore mechanisms to groom and prepare interested and skilled members to run for office in the Society
   # Implement a task force with a specific deadline to explore how this can be accomplished
      * The Board will consider this task during the revision of the Bylaws and specifically the composition and duties of the Nominating Committee – July 27th