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Advisory Committee on Immunization Practices ,
Centers for Disease Control and Prevention (ACIP, CDC)
Meeting Administration and Planning Workg roup
Terms of Reference
UPDATED: January 21, 2026
PURPOSE
This document defines the activities, membership, and administrative requirements associated
with the establishment of a Meeting Administration and Planning Workgroup (WG) under
the Advisory Committee on Immunization Practices, Centers for Disease Control and Prevention
(ACIP, CDC). ACIP utilizes subgroups of the Committee, known as WGs, to develop options
for presentation to the full ACIP parent committee during its public meetings to facilitate
discussion, deliberation , and development of recommendations. ACIP WGs are intended to
augment the effectiveness of ACIP. The direction, focus, and pace of both ACIP and the
individual WGs are guided by CDC and HHS policies and priorities, a s well as the need for
expert input to inform development of CDC immunization policy.
DESCRI PTION of WG ACTIVITIES
The Meeting Administration and Planning W G will support the Designated Federal Officer
(DFO) with ACIP meeting preparation and planning. The WG’s activities may involve input
from other Federal and private partners:
• Provide input to the DFO regarding the d evelop ment and coordination of ACIP meeting
agendas , schedules, and critical materials to prepare members for the meetings .
• Provide suggestions to the DFO on needed s upport for orderly discussion s and time
management for ACIP meetings .
The WG will provide information and suggestions to the D FO for consideration. The D FO
welcomes this input, together with input from other relevant stakeholders and sources, and
determines its application as appropriate . For example, t he DF O will consider several factors
including operational/logistical (data availability, time needed for analyses, FDA vaccine
licensing timing, vaccine safety and efficacy data, etc.) and priorities (current administration,
HHS, CDC Director, and CDC programs) that inform agenda topic selection for an ACIP
meeting.
MEMBERSHIP
The Meeting Administration and Planning W G is chaired by a member of the ACIP committee .
The ACIP DFO or a designee from the ACIP Secretariat will serve as the WG Lead (WGL) . The
WG Chair , in consultation with both the WGL and the ACIP DFO, determines the WG’s
membership , work priorities , and deliverables . Other federal staff (e.g., HHS leadership) and
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members of liaison representatives may be invited to join WG meetings for expertise as needed
but will not serve as WG members or participate in any deliberations or WG discussions .
WG Membership : The Meeting Administration and Planning WG is comp osed of a WG Chair
and up to 5 additional ACIP voting members given their professional, scientific, and technical
expertise ; and vested interest in ensuring the success of the ACIP meetings. They are experts
who are regarded as an authority or a practitioner of unique competence and skill by other
persons in their profession or occupation. Upon request, HHS federal agencies named in the
ACIP charter may also appoint members to serve on WGs. The ACIP Chair may recommend
and DFO will select the WG members.
MEETINGS, ADMINISTRATION, and TIMELINES
1. Administrative Oversight : The WGL will work with the WG Chair to arrange meetings,
document meeting proceedings , and may provide presentations about the WG activities and
findings to the ACIP .
2. Meeting frequency and location : The Meeting Administration and Planning WG will meet on an
as needed basis as determined by the WG Chair , WGL, and DFO . All Meeting Administration
and Planning WG meetings are convened virtual ly via teleconference.
3. Meeting structure : In addition to the WGL, at least two ACIP parent committee members (one of
whom serves as the Meeting Administration and Planning WG Chair) must be present at each
meeting for a quorum . An agenda, relevant publications, and background documents will be
circulated as read ahead mat erial prior to each meeting.
4. Conflicts of Interest : N/A.
5. Confidentiality : The discussions of the Meeting Administration and Planning WG may include
information that is unpublished, protected, privileged, or confidential . Discussions within the
WG will be kept confidential. Information of this nature must not be disseminated, distributed,
or copied to persons not authorized to receive such information. When these types of
information are distributed, the person/s presenting will identify the information as such, so all
members are duly informed; and written materials shall be clearly marked as such. Unlike ACIP
parent committee meetings , which are open to the public, Meeting Administration and Planning
WG teleconferences are not subject to the open meeting requirements of the Federal Advisory
Committee Act or the GSA Final Rule ; data presented during these meetings/teleconferences are
often proprietary and should not be distributed to people other than approved WG members.
6. CDC Staff Involvement : The CDC staff engaged in the ACIP M eeting Administration and
Planning WG include the ACIP DFO and ACIP Secretariat staff . Consultation or information al
presentations by CDC staff may be requested by the WG . CDC staff do not serve as members of
the Meeting Administration and Planning WG but may be asked to provide administrative
support and technical expertise to ACIP WGs, bringing subject matter expertise and current
professional focus in areas relevant to the goa ls of the WG. Consultation or informational
presentations by CDC staff will be transparent and evident to minimize the risk of, or the
appearance of, undue influence that would compromise the independence of the WG. The ACIP,
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CDC DFO and WGL of the Meeting Administration and Planning WG, in consultation with the
Chair of the Meeting Administration and Planning WG, will monitor the interaction between the
WG and the agency staff to ensure that the WG activities and work products are appropriate and
that there is not undue influence by the CDC or by any special interest group on the activities or
work products of the WG.
7. Subject content : Findings and opinions of the Meeting Administration and Planning WG
members may be discussed at ACIP meetings. Where applicable, t he Meeting Administration
and Planning WG’s findings will be presented to the ACIP parent committee for consideration
for action (discussion, deliberation and decision , and recommendations ).
8. WG Meeting Summaries : Meeting minutes will be created to capture the information gathered
during each Meeting Administration and Planning WG meeting and teleconference.
9. WG finding s: The Meeting Administration and Planning WG will present any products to the
ACIP DFO and at the ACIP meeting, as applicable . Final versions of any products that may be
produced and presented at the ACIP parent committee meeting will be included in the
committee’s official records.
10. WG Record Keeping : All CDC FACA committees, subcommittees, and WGs are subject to the
Federal Records Act. All records will be uploaded in the Federal Advisory Committee
Management Portal. The summary report of WG meeting activities and other WG documents
will become part of the ACIP’s official records as required by GENERAL RECORDS
SCHEDULE 6.2: Federal Advisory Committee Records .
RECORDKEEPING and REPORTING
The WG will share approved products with the ACIP DFO and at ACIP meeting , if applicable.