Annual Meeting Process

A Guide to NCWM Annual Meetings

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

Agenda Item Designations

  • (V) Voting - Voted upon at the Annual Meeting
  • (I) Informational - Open for discussion, cannot be voted upon at the Annual Meeting
  • (A) Assigned - Assigned to a task group or subcommittee for further development
  • (D) Developmental - For review, but still under development by the submitter
  • (W) Withdrawn - Removed from the agenda

Standing Committee Scopes

  • Board of Directors (BOD) - Governing body of the corporation which oversees financial and corporate reports; establishes fees and policies
  • Laws and Regulations Committee (L&R) - Interprets and develops model laws and regulations as well as standards and testing for checking the net content of packaged goods
  • Specifications and Tolerances Committee (S&T) - Interprets and develops standards for the design, installation, testing and performance of commercial weighing and measuring devices
  • Professional Development Committee (PDC) - Addresses consumer affairs and safety issues while promoting awareness of weights and measures activities to the general public; facilitates training and certification
  • National Type Evaluation Program Committee (NTEP) - Sets the goals, objectives, operating policies and procedures published in NCWM Publication 14; sponsors technical subcommittees in various areas to develop technical test procedures and evaluation criteria; authorizes participating NTEP laboratories and issues NTEP certifications


  • 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

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 may be seated here)
    • Indicated by a maroon ribbon on your name badge
  • House of Delegates - regulatory officials in excess of the House of Representatives
    • Seated in chairs across the row from House of Representatives
    • Indicated by a 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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