Annual Meeting Process

What You Need to Know Before You Go:

What to Do When You Get to the Conference:

Give a Presentation During the Conference:

What You Need to Know Before You Go:

NCWM Publication 16

  • Contains agenda items
  • Changes to the agenda can and do occur
  • Review items prior to arrival
  • Be prepared to state your point of view during Open Hearings
  • Written testimony is also accepted to compliment your Open Hearing comments

Committee Reference Keys

  • 100 Series - Board of Directors (BOD)
  • 200 Series - Laws and Regulations Committee (L&R)
  • 300 Series - Specifications and Tolerances Committee (S&T)
  • 400 Series - Professional Development Committee (PDC)
  • 500 Series - National Type Evaluation Program Committee (NTEP)
  • 800 Series - Nominating Committee

Agenda Item Designations

  • (V) Voting - voted on at the Annual Meeting
  • (I) Informational - open for discussion but cannot be voted on at the Annual Meeting
  • (D) Developmental - not ready for action by the conference
  • (W) Withdrawn - removed from the agenda

Standing Committee Scopes

  • Board of Directors (BOD)
    • Manages administrative functions, sets vision and direction for NCWM
    • Oversee the activities of the four standing committees
    • Provide counsel on weights and measures issues as they emerge in the marketplace by drawing on the expertise of the diverse membership of public and private sector members
  • Laws and Regulations Committee (L&R)
    • NIST Handbook 130: Uniform Laws and Regulations for Legal Metrology and Engine Fuel Quality
    • NIST Handbook 133: Procedures for Checking Net Contents of Packaged Goods
    • Interprets and develops standards and testing for checking the net contents of packaged goods such as food, drugs and cosmetics
  • Specifications and Tolerances Committee (S&T)
    • NIST Handbook 44: Specifications and Tolerances, and Other Technical Requirements for Weighing and Measuring Devices
    • Interprets and develops standards and testing equipment for weights and measures officials
    • Recommends procedures for testing commercial equipment
  • Professional Development Committee (PDC)
    • Addresses consumer affairs and safety issues
    • Promote awareness of weights and measures activities among the general public
    • Responsible for facilitating training and certification
  • National Type Evaluation Program Committee (NTEP)
    • Oversee NTEP activity
    • Set the goals and objectives as well as the operating policies and procedures which are published in NCWM Publication 14
    • Sponsors technical subcommittees in various areas to develop technical test procedures and evaluation criteria
    • Authorize participating laboratories


  • Business attire is appropriate for all meetings
  • Social events are normally business casual or casual, depending on the event

What to Do When You Get to the Conference:

  • Review schedule, agendas and meeting locations
  • Visit the exhibitors and familiarize yourself with the meeting space
  • Attend one or more committee review sessions
  • Talk with other stakeholders from government, industry, or other organizations
  • Verify contact information on attendee list (located at registration table)
  • Check registration monitor for announcements
  • Join our social networking opportunities to receive the latest news about NCWM and meeting changes

New Attendees Lunch

  • Open to first-time attendees by invitation
  • Informal presentations and open discussion to get acquainted with the organization and procedures
  • Ask questions

Observe Committee Work Sessions

  • Time for committee to review, discuss and revise agenda items
  • Open to all attendees
  • Only committee members may speak

Open Hearings

  • Stakeholder participation in standards development process
  • Each standing committee has an Open Hearing
  • Input used to determine final reports
  • Any registered attendee may speak on any issue
  • Address the Committee Chair (e.g. Madame Chair, members of the committee, my name is John Doe from the State of Alabama...)
  • Written comments are welcome

Chairman's Reception

  • All paid attendees and guests (additional cost) are invited to the reception
  • Dress is business casual


Voting Session

  • Addendum sheets will be available Tuesday evening and contain final agenda item changes prior to voting
  • Items are presented again with final opportunity for comment and discussion
  • House of Representatives - one person from each state/territory
    • Seated at the tables (only one state regulator from each state/territory can sit here)
    • Maroon ribbon on your name badge designates you to sit here
  • House of Delegates - regulatory officials in excess of the House of Representatives
    • Seated in chairs across the row from House of Delegates
    • Blue ribbon on your name badge
  • Business Items - all attendees may vote
  • Technical Items - members from the two houses vote
  • 27 affirmative votes from each house needed for an item to pass
  • Proxy votes not allowed

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