Open Education Conference Advisory Board Charter

I. Establishment

The Open Education Conference Advisory Board (“Conference Board”) is hereby established to provide programmatic leadership for the Open Education Conference (“Conference”). The Conference operates as a program of the Open Education Association (“Association”) under the legal, fiscal, and operational management of the Association’s Board of Directors (“Association Board”) and in collaboration with the Association's Steering Committee and other community leadership.

II. Purpose

The Conference Board exists to steward the Open Education Conference as a welcoming international gathering that strives to build trust, foster relationships, strengthen skills, and cultivate open practices in accordance with the Conference’s Strategic Vision.  

III. Scope            

The Conference Board is responsible for guiding the overall programming and design of the Conference, subject to the oversight of the Association Board. This encompasses: 

  1. Setting the annual format, priorities, keynotes, and thematic framing of the Conference.

  2. Shaping program structure, session types, and overall participant experience.

  3. Guiding the call for proposals and the process for reviewing and selecting sessions.

  4. Establishing community-facing guidelines for participants, speakers and volunteers.

  5. Supporting meaningful community feedback and engagement throughout planning and implementation.

  6. Advising the Association on policies and practices that uphold the Conference’s culture and values.

  7. Maintaining and updating the Conference’s Strategic Vision consistent with community needs.

IV. Collaboration with the Association

The Conference Board works collaboratively with the Association to plan and deliver the Conference:

  1. The Association’s staff supports the work of the Conference Board, including developing plans, coordinating logistics, and managing operations. 

  2. The Association Board provides oversight for decisions with legal, financial, or reputational implications, consistent with its fiduciary responsibilities and charitable purpose.

V. Composition

The composition of the Conference Board is: 

  1. Twelve (12) voting seats, divided into staggered two-year terms so that six (6) seats expire each year.  

  2. One (1) ex officio seat for the President of the Association Board or their designee, who votes only in case of a tie.

  3. Any additional non-voting seats the Conference Board may create.

VI. Selection and Service

  1. Eligibility. Any individual who supports the mission and vision of the Conference and is able to carry out the responsibilities of service is eligible to serve on the Conference Board, subject to any additional criteria the Conference Board may establish.  

  2. Appointment of Voting Members. 

    1. The Conference Board will establish a transparent, community-facing process for appointing eligible individuals to fill the seats that expire annually. 

    2. Appointments are subject to confirmation by the Association Board, and confirmation is expected except in rare circumstances that could compromise the integrity of the Conference or the Association’s legal or financial obligations. 

  3. Terms. 

    1. Terms for voting members are two (2) years, beginning on January 1 of the first year and ending on December 31 of the second year.

    2. If a successor has not been confirmed by the date a seat expires, the incumbent may remain in the seat until a successor is confirmed.

  4. Vacancies. Vacancies may be filled for the remainder of the term by a vote of the Conference Board, subject to confirmation by the Association Board.

  5. Resignation. A member may resign at any time by providing written notice to the Chair.

  6. Removal. A member may be removed by a two-thirds vote of the Conference Board, subject to confirmation by the Association Board.

VII. Officers

The Conference Board elects from among its members a Chair and Vice Chair each year. Officer terms run from the date of election through December 31 and may be renewed.  

  1. The Chair:

    1. Must have served at least one year as a member of the Conference Board, except for the initial Chair elected under this Charter.

    2. Speaks on behalf of the Conference Board to the community and to the Association Board.

    3. Presides at meetings of the Conference Board.

    4. Works closely with staff to coordinate planning and communication.

  2. The Vice Chair:

    1. Serves when the Chair is unavailable.

    2. Supports the Chair in fulfilling their responsibilities.

VIII. Meetings and Decision-Making

  1. Meeting Frequency. The Conference Board meets at least once per month at regular intervals it determines.

  2. Meeting Format. Meetings are held virtually or with a virtual participation option.  

  3. Decision-Making. 

    1. The Conference Board strives to make decisions by consensus. 

    2. When consensus cannot be reached, a decision may be made by majority vote of voting members present.

  4. Quorum. A majority of voting members then in office constitutes a quorum.

IX. Internal Procedures

The Conference Board may establish and amend additional policies and procedures regarding its internal operations, including decision-making, meetings, officers, elections, and general operations, provided that such policies and procedures are consistent with this Charter and applicable Association policies.

X. Fiduciary Authority of the Association Board

Nothing in this Charter shall be construed to limit the Association Board in fulfilling its fiduciary, legal or financial responsibilities for the Association or the Open Education Conference in accordance with the Association’s Bylaws, policies, and applicable law. All authority granted to the Conference Board under this Charter is programmatic in nature and operates subject to the Association Board’s overarching responsibility for the governance and stewardship of the Association and its programs.

XI. Amendments

This Charter may be amended by the Association Board following consultation with the Conference Board.  

XII. Adoption 

This Charter takes effect on January 6, 2026 and replaces any prior structures or practices related to the programmatic governance of the Open Education Conference. 

The Association Board confirms that the group known prior to January 6, 2026 as the Open Education Conference Board of Directors was consulted in the development of this Charter and was asked to recommend a slate of individuals for appointment as the initial members of the Conference Board.

Updated: January 6, 2026