Regional Meeting Host Manual

Regional Meeting Purpose
Brief Overview of Responsibilities
Initial Planning
- Brochure Template (.doc)
Detailed Responsibilities of the Host Chapter
Conducting the Meeting
Post Meeting Reports/Actions
The appendices are in downloadable PDF and .doc files.
Appendix A - Regional Meeting Calendar
Appendix B - Regional Meeting Contact Form
Appendix C - Regional Meeting Program Template
Appendix D - First Correspondence Samples
Appendix E - Second Correspondence Samples
- Second Letter to Chapter Presidents and Faculty Advisors
Appendix F - Third Correspondence Samples
- Third Letter to Chapter Presidents and Faculty Advisors
Appendix G - Professional Activities Form
Appendix H - Post Meeting Reports
Appendix I - List of Suggested Operational Topics
Appendix J - List of Suggested Professional Topics
Appendix K - 2010 Meeting Program Template

REGIONAL MEETING PURPOSE

Provide BAP members and candidates the opportunity to gain knowledge about
1. Personal and professional issues that attendees will encounter as they transition from student to professional;
2. Chapter operations and activities; and
3. Team dynamics
Showcase ideas about and talents involving
1. Innovative and unique chapter, professional and service ideas/successes that require planning/research, organizing, managing/conducting activities and reporting results; and
2. Communication (creating organizing, writing, speaking and presenting).
Build professional and/or social relationships between chapter members and
1. Other chapters’ members;
2. Professionals (Alumni and Forum members);
3. Members of the academic community; and
4. The Beta Alpha Psi organization and its leaders.

BRIEF OVERVIEW OF RESPONSIBILITIES

Responsibilities of Host Chapter(s)

Plan the program;
Participate in all conference calls arranged by the Conference Planner and/or Chapter Advocate;
Work with the Advisory Forum Liaison to select speakers appropriate for the theme of the meeting;
Coordinate with the Advisory Forum Liaison to let advisory forum members know their responsibilities;
Invite the guests;
Prepare and print the programs and any necessary handouts;
Prepare the registration packet;
Assume on-site responsibility for the administrative aspects of the regional meeting - registration, answer questions from participants, post session titles at meeting rooms, and other jobs as needed;
Account for petty cash and provide original receipts to the Chapter Advocate; and
Capture the information necessary to complete all post meeting reports and send them to the Chapter Advocate within two weeks after the meeting.

Responsibilities of Conference Planner

Oversee the entire planning process and on on-site meeting management;
Make arrangements for the hotel in the city based on the rotation established for the region;
Inform all chapters of the approved meeting fees;
Participate in all conference calls;
Manage and make available the online registration system;
Collect registration fees from participants through the online registration system;
Work with the Host Chapter to ensure that food/beverage and audio-visual requirements are met;
Insure deadlines are met and all parties involved are aware of location and hotel-related issues;
Prepare periodic reports of registrants and provide them to the Host Chapters and Directors at Large;
Assume full financial and managerial responsibility for all services provided by host facilities;
Be accountable for all financial aspects of the meeting, including budgets and food selection;
- Pay all bills, except those covered by petty cash;
Reserve hotel rooms only for Executive Office personnel;
Order giveaways and buy speaker gifts; and
Prepare a final report accounting for all revenues and expenses for the Beta Alpha Psi Board of Directors.

Responsibilities of Chapter Advocate

General oversight of the regional meeting, except those areas for which the Conference Planner is responsible;
Offer advice and assistance before, during, and after the regional meeting;
Serve as the conference call chairperson;
Emphasize importance of program content, facilitate meeting all deadlines, and keep everyone motivated to complete tasks;
Ensure that all correspondence and the meeting website contain accurate information;
Approve the program and all final reports;
Assume responsibility for managing the submission, approval, and notification of eligible Best Practice abstracts; (See the Best Practice Manual for more details.)
Assume leadership role for host chapter in the event of faculty advisor’s inability to perform in expected capacity.
Brief and advise best practice judges about judging guidelines;
- Remind the judging teams to be available after closing ceremonies to give informal feedback to best practice presenters. and
Manage and serve as master of ceremonies for the opening and closing sessions.

Responsibilities of BAP President-Elect

Announce no later than the January board meeting:
- BAP theme for the year and suggested presentation topics relating to the theme;
- Best Practice topics.

Responsibilities of Chair of the Advisory Forum

Identify the Forum Liaison for each regional meeting;
Schedule a kick off conference call with all Forum Liaisons and Liaisons in Training.
Compile a list of the Forum members who will attend each regional meeting.

Responsibilities of Advisory Forum Liaison

Arrange and/or conduct the Team Dynamics Session;
Determine that the Team Dynamics Session is adequately staffed, logistically supported, and appropriate for the selected venue - coordinate with the Host Chapter, Director at Large, and Conference Planner;
Assist the Host Chapter in securing the keynote speaker, if requested;
Ensure that professional sessions are organized and conducted appropriately;
Ensure that adequate staffing and technical support for Best Practice competitions are in place - coordinate with the Host Chapter, Chapter Advocate, and Conference Planner; and

Responsibilities of Advisory Forum Members

Participate in the Regional meeting as:
- Presenters in plenary or concurrent sessions;
- Panel discussion members;
- Attendees at the social event;
- Responders to and discussants of student presentations; and
- Judges for best practice competition.

INITIAL PLANNING

Locations, Host Chapters, Dates, and Facilities
1. Each Chapter Advocate will periodically suggest to the Executive Office locations that are easily accessible and centrally located within the region. Generally, meetings will rotate between those cities in the order recommended by the Chapter Advocate unless unusual circumstances apply.
2. The Chapter Advocate and Faculty Advisors from each region will jointly identify the host chapter(s) no later than 18 months prior to the meeting.
3. The Chapter Advocate and Host Chapter will jointly propose two different date-sets (Friday and Saturday) for the meeting, taking into consideration the timing of past meetings, academic schedules (spring breaks), national and religious holidays, and scheduled national, regional, and local events. The Host Chapter will be informed of the meeting date no later than August of the year prior to the meeting.
4. The Conference Planner will send out requests for proposals (RFP’s) to hotels to find the best possible rate and space for the meeting.
5. The Conference Planner will attempt to schedule meetings so that there will only be one regional meeting per weekend. During the January board meeting, the Conference Planner will
  1. Announce the city, host chapter, and tentative dates for upcoming meetings; and
  2. Seek approval of registration and late fees.
6. Based on the agreed location and date-sets, the Conference Planner will identify, negotiate, and select the host facility (meeting location and hotel). (Should a host facility be unavailable on the agreed dates, the Conference Planner, in conjunction with the Chapter Advocate and Host Chapter, will investigate and recommend alternative dates.) The Conference Planner will make the final decision. Final host locations and hotels will be announced no later than the June board meeting.
  1. Each region’s past attendance history, availability of alternative housing, and other factors will be used to estimate the number of hotel rooms (room block) and session rooms that may be needed.
7. An executive summary of the final contract will be sent to the Host Chapter and Chapter Advocate.
8. The Chapter Advocate will schedule a kick-off conference call with the Conference Planner, representatives of the Host Chapter, and the Advisory Forum Liaison no later than September 15th.
9. The Conference planner will negotiate and finalize contracts for audio-visual and food requirements.
  1. All communications regarding these matters must be made by the Conference Planner.
  2. BAP will not assume any responsibility nor be held accountable for any legal issues that may occur if this procedure is not followed.

DETAILED RESPONSIBLITIES OF THE HOST CHAPTER

As soon as possible after being designated a Host Chapter, the Host Chapter should:
1. Become familiar with all meeting deadlines shown in the Planning Checklist Calendar found in Appendix A;
2. Read and remember all BAP policies found on the BAP website;
3. Create a student leadership structure to facilitate planning and execution of a successful meeting;
4. Contact the local Convention and Visitors Bureau or Chamber of Commerce for maps, dining guides and other paraphernalia to represent the city;
5. Be advised by the Executive Office which Advisory Forum member is assigned as a liaison for the Regional Meeting. The Advisory Forum members are great resources and expect to be actively involved in the meeting. PLEASE contact only this liaison with ANY request for assistance from Forum Members. It is NOT appropriate to contact local offices of Forum Members or solicit support.
6. Determine whether there are state societies or other regional associates in your region so that you can invite them to participate in the program.
Participate in the kick-off conference call with the Chapter Advocate, Conference Planner, and the Advisory Forum Liaison that will occur no later than September 15th.
1. The Faculty Advisor and one or more students should participate in the first conference call. The student meeting team and the Faculty Advisor should participate in the remaining conference calls. Assign a person to take notes and distribute them to all conference call participants
Regional Meeting Contact Form (Appendix B)
1. By September 30th, complete the form and forward it to the Chapter Advocate.
  1. Information included in this form is necessary to provide the Conference Planner with contact information for all Host Chapters.
  2. This form also includes the affirmative statement by the faculty advisor(s) of the Host Chapter(s) that the regional meeting Participation Report and Petty Cash Reconciliation Form, with receipts, will be filed within two weeks after the meeting.
  3. A total of 1,500 minutes are available for hosting a regional meeting. The minutes may be divided among co- Host Chapters as they see fit.
2. The Chapter Advocate will review the Regional Meeting Contact Form and forward it to the Conference Planner.
Program Planning
1. Review the Regional Meeting Program Template (Appendix C) and all other documents in Appendices D through I. Questions about any of the items within these appendices should be discussed either with the Chapter Advocate or during the first conference call.
2. General program guidelines
  1. BAP policies must not be violated;
  2. The theme set forth by the Board of Directors must be incorporated throughout the entire meeting;
  3. Time frames allowed for the various activities must be appropriate;
  4. Suggested topics for presentations, papers, debate, or panel discussions must be consistent with the meeting theme;
  5. The planned social activity should provide a networking opportunity for attendees;
  6. Forum members should be fully engaged throughout the meeting doing presentations, judging, participating in panel discussions, etc.; and
  7. Where possible, students should actively (rather than passively) participate in all events.
  8. Planned off-site ventures and activities are NOT recommended.
3. Presentation/Discussion Topics
  1. The Host Chapter must use the specific topics suggested by the BAP president-elect and/or develop others specifically related to the general theme. The Host Chapter, with the approval of the Chapter Advocate, will select topics and a program format that will provide an opportunity for all chapters to participate in the program.
  2. Prepare guidelines/deadlines for preparing and submitting manuscripts or abstracts, if any, as well as expectations for presentations or discussions. Include these guidelines in communications with participating chapters and post them on the Regional Meeting webpage.
  3. The Board recommends, based on feedback from students and faculty, that the regional meeting provide more operational and hands-on sessions.
    - Debates or panel discussions are appropriate formats and should include as many students and chapters as possible. Be creative!
4. Program Content
  1. The Host Chapter will coordinate with the Conference Planner and the Director at Large the number of concurrent sessions at each point in the template (operational, best practice, and professional sessions).
  2. Minimum required content
    Opening Session: The Chapter Advocate will welcome all attendees and formally introduce every attending Board and Advisory Forum member. The Director at Large will also explain how the meeting relates to the current year BAP theme. The Host Chapter will be introduced and will give opening remarks.
    Team Dynamics Session: This should be on the first day of the meeting. The Advisory Forum Liaison is responsible for planning this conference.
    Plenary Session: This session should be on the second day of the meeting. The Host Chapter will select the Keynote speaker after consultation with the Advisory Forum Liaison and Chapter Advocate.
    Professional Sessions: Minimum of two (2) hours for plenary or concurrent professional presentations. No other activities, meetings, or presentations may be planned during professional presentations. However, several professional sessions may be held concurrently during the two-hour period. It is strongly recommended that the Host Chapter dedicate at least one of these blocks to student presentations, debates, or panel discussions. Multiple professional presentations during the same time block (i.e., 9:00 – 9:50) will count as only one hour of professional topics. Students should have the opportunity to attend at least two hours of professional sessions during the meeting. (See appendix J for suggested topics.)
    Operational Sessions: Minimum of one (1) hour for chapter exchanges of information and ideas. These should include special sessions for key officer positions such as president and reporter. The Host Chapter should ensure that at least one very knowledgeable, and prepared, student conducts these sessions. In addition, an experienced faculty advisor or Board member should be present in the session for the reporter. (See appendix I for suggested topics.)
    Deloitte Best Practice Presentations: Chapters should be given the opportunity to compete for Best Practice Awards as described in the Best Practices Manual.
    Board Meeting With Students: The Chapter Advocate or BAP President in attendance will chair this meeting with a student representative from each chapter and Board members. This session is normally scheduled for one hour during the second day’s lunch.
    Board Meeting With Faculty Advisors: The Chapter Advocate or BAP President in attendance will chair this meeting with faculty advisors from all chapters and Board members. This meeting is normally scheduled for one hour during the second day’s breakfast. This session may be scheduled concurrently with other activities except for the professional sessions.
    Closing Session: Best Practices winners will be announced; the Chapter Advocate will summarize the meeting and include a final expression of thanks to the members of the Board and Advisory Forum in attendance as well as any other presenters and program participants. Acknowledgments for other help received should also be made.
    Remainder of Program: The balance of the program may consist of additional hours of professional or operational programs (beyond the minimum requirements), presentations by members of the Advisory Forum or other professionals, panel discussions, or any other appropriate activity that has been approved by the Chapter Advocate.
5. By October 15, develop a preliminary meeting program including audio visual needs. The preliminary program does not have to include names of speakers or other participants in the program.
6. Receive approval of the preliminary program from the Chapter Advocate including topics and presentation formats.
7. Email a copy of the tentative program to the Conference Planner no later than October 1 to make sure the appropriate meeting space is reserved. After the program is emailed to the Conference Planner, meeting space needs may not be altered.
8. The Chapter Advocate must approve the program. Before making any significant change(s) in the approved program, you should discuss the change(s) with the Chapter Advocate. The Executive Office must also give final approval to your program and activities before anything is printed and/or placed on the website.
Webpage
1. A webpage for the regional meeting MUST be developed and operational by October 30.
2. Provide the webpage URL to the Executive Office of BAP so that it can be linked to the BAP website.
  1. Include the following information:
    - URL for the online registration process;
    - Registration information and cancellation policy;
    - Meeting dates;
    - Location;
    - Hotel information;
    - All relevant deadlines;
    - Opportunities for participation:
      - Professional Presentation topics
      - Deloitte Best Practices topics
    - Link to the Deloitte Best Practice topics;
    - Dress code; and
    - Directions/other relevant transportation information.
Invitation Correspondence
1. Email addresses for faculty advisors, chapter presidents, board members and advisory forum members will be provided by the Conference Planner.
2. Prepare the first email correspondence to chapter presidents and faculty advisors to all chapters (including petitioning chapters) in your region (see Appendix D1).
  1. Include the preliminary registration form for students and faculty advisors in this correspondence (see Appendix D2).
3. Invite advisory forum members, board members, and speakers who will participate in the program (see Appendix D3).
  1. An updated list of expected forum member attendance will be emailed to the Director at Large and the Faculty Advisor during September. The Chapter Advocate and/or Faculty Advisor may contact the Conference Planner at anytime for an updated list or to verify previous lists. The list will be shared with all Directors at Large and Forum Liaisons.
4. Information to be included with invitation:
  1. Instructions for registering online;
  2. Meeting dates, location;
  3. Timing of first and last sessions (to enable students to plan for travel time);
  4. Registration fees for the meeting;
  5. Early bird registration deadline;
  6. Registration cancellation policy;
  7. Hotel information, rates and terms (number per room, cancellation policy, deadline for meeting rate, etc.), telephone number, toll-free telephone number, and web site;
    - Encourage chapters to reserve hotel rooms early. They can cancel rooms at a later date if attendance is lower than projected. The cut off date for hotel reservations is 1 month before the start date of your meeting. Rates are not guaranteed if you go beyond the cut off date.
  8. NOTE: Requests for special needs, such as dietary requirements, special disability access, etc., will be included in the information gathered during the online registration process. (The Executive Office may help with additional costs that are involved in meeting special needs. The Conference Planner will assist in meeting these special needs for attendees.)
5. Participation Opportunity Information
  1. Distribute the following information
    - List of specific presentation topics, Best Practice topics, and other opportunities for participation;
    - Specifications for a presentation or other activity;
    - Description of audio/visual resources that will be available;
    - Deadline for submission of any materials, if applicable;
    - Criteria according to which any presentation or other activity will be evaluated, if applicable; and
    - Process for selecting a presentation or other participation opportunity.
Follow-up Correspondence
1. Second and third reminder emails (see Appendices E and F) should be sent according to the schedule listed in the Planning Calendar (Appendix A).
2. Include the following information:
  1. Need for additional presenters;
  2. Dress code;
  3. Information about meals;
  4. Explicit travel instructions;
  5. Reminder of hotel information, including deadline for obtaining the special meeting rate;
  6. Reminder of hotel cancellation policy; and
  7. Cancellation policy for registration fee.
Expenditure Tracking
1. The Host Chapter is responsible for printing and other minor charges.
2. The Executive Office will send $500 to the Host Chapter approximately two months before the meeting to cover miscellaneous expenses.
  1. The Host Chapter is expected to adhere to the $500 limitation.
3. The Host Chapter is responsible for keeping receipts for all expenditures from petty cash and for filing the Petty Cash Reconciliation Form within two weeks after the meeting.
4. The Conference Planner oversees the budget and other key items, such as meeting space, food and beverage.
5. Incentive items, speaker gifts, etc. will be paid directly by the Executive Office.
Prepare items for the registration packet
1. Schedule of events with times and location;
2. Professional Activity Hours Form
  1. Award seeking chapters need to track Professional Activity hours for their members. Each registration pack must include a Professional Activities Form listing all sessions qualifying for Professional Activity hours and the length of each session (see Appendix G). All professional or operational session qualify as a Professional Activity.
  2. Each attendee is responsible for checking off each session attended, signing the sheet, and submitting it to the chapter reporter for inclusion in the individual chapter’s report. The Host Chapter is NOT responsible for collecting and reporting student participation to the individual chapters.
3. Map of the area
4. List of local area attractions
5. List of inexpensive places to eat

CONDUCTING THE MEETING

Registration Packet:
1. At a minimum the registration packet should include:
  1. Schedule of events with times and location;
  2. Professional Activities Form listing all sessions qualifying for Professional Activity hours;
2. Other recommended inserts:
  1. Map of the area
  2. List of local area attractions
  3. List of inexpensive places to eat
3. Name tags will be provided by the Conference Planner.
The Conference Planner will provide the Host Chapter with the following items:
1. Speaker gifts;
2. Blank certificates for best practice presentation winners;
3. National and regional associate signage;
4. Registrant name tags showing the first name in VERY LARGE, BOLD print and the individual’s school
The Conference Planner will conduct a walk-through of the meeting with the Director at Large and the Host Chapter.
The regional banner should be prominently displayed throughout the meeting.
The names of the national and regional associates must be displayed when all of the participants are together, i.e. during plenary sessions, meals, wrap-up session, etc.
The Host Chapter may not contact the hotel at any time, unless the Conference Planner specifically authorizes that contact.
Alcohol Policy
1. Remember that Beta Alpha Psi has a strict NO alcohol policy. Beta Alpha Psi will enforce this policy at all Beta Alpha Psi events.
No Recruiting Policy
1. PLEASE INFORM PROFESSIONALS IN ATTENDANCE (WHETHER ON THE PROGRAM OR NOT) THAT EVERY EFFORT SHOULD BE MADE TO AVOID ACTIVITIES OF A RECRUITING NATURE.
No Solicitation Policy
1. VIOLATION OF THE NO SOLICITATION POLICY COULD RESULT IN FORFEITURE OF CREDIT FOR REACHING OUT ACTIVITY AND/OR BAP MONETARY SUPPORT.
2. Regional meeting hosts may not solicit contributions from any commercial source, including local businesses.
3. Regional meeting hosts may not solicit nor accept any monetary or non-monetary contributions from any Advisory Forum member firm, including local offices of these firms.
4. Unless prohibited, unsolicited contributions may be accepted if:
  1. The only acknowledgement is made verbally only during the closing session of the meeting, and
  2. No items are distributed to students containing a logo, insignia, or name of an outside sponsor, whether or not the sponsor is an associate.
  3. Host Chapters should check with the Chapter Advocate for clarification of policy.

POST MEETING REPORTS/ACTIONS

The Executive Office will have an online survey available for all participants for 10 days after the regional meeting.
1. The Executive Office will summarize and forward the results to the Host Chapter, Chapter Advocate, and Forum Liaison.
Prepare the Post Meeting Reports
1. The Host Chapter must complete and forward the reports to the Chapter Advocate within 14 days after the meeting. Contact the Chapter Advocate to determine the form in which you should submit the report (e.g., hard copy, fax, e-mailed file, disk, etc.).
2. The following are the required reports:
  1. Participation Summary with Sign-off (Appendix H1). The Conference Planner will provide the host chapter with a registration report for use in reconciling those registered with those not attending the meeting.
  2. Attachment A: Host Chapter Summary and Meeting Evaluation (Appendix H2).
  3. Attachment B: Best Practice Competition Winners (Appendix H3).
  4. Petty Cash Reconciliation Form (Appendix H4)
    Original receipts must be attached.
    Final reimbursement from the Executive Office depends upon accurate and timely completion of this form.