Policy:
A specified board member will serve as a liaison to each committee. The board member will select the chair or co-chairs of their respective committees. They can be a government meeting planner, contract planner or supplier. Anyone can serve on any committee, but may only chair or co-chair ONE committee.

All purchases to be made by a committee must be approved by the board, based on pre-determined budget guidelines. Purchases made by committee members must be acquired using the Missouri Tax Exemption letter. If a purchase is made without the letter, the purchaser will not be reimbursed the amount of the sales tax.

In order to be recognized by the Awards Committee and to receive points on the Scholarship form, you must actively participate on the committees for which you have signed up.

All committees must keep records for permanent retention. For specification, refer National Policy and Procedures G-2.

It is the responsibility of the committees to report any dollar amount for sponsorships and/or donations to the Awards & Honors Committee for purposes of compiling awards.

AWARDS & HONORS C-2

Summary:
This section summaries the various awards and honors given to chapter members.

Policy:
These awards are selected by the entire membership - nominations are collected from the membership and the voting is done by the membership.

A letter is sent to the membership asking for nominees for each of the awards. After the nominations are complete, a ballot (using a numbering system for vetification) is compliled and sent to the general membership for voting purposes.

Votes are tallied by the respective committee, (but any nominees on the committee will not participate in the counting) and the awards are presented at the June meeting.

PRESIDENT'S AWARD
This is an optional award that can be selected and presented by the president if he/she so wishes.

APPRECIATION AWARDS
These are certificates of appreciation given to various suppliers and planners (members and non-members), who donate items to various functions throughout the year, i.e. Silent Auction, Holiday Extravaganza, Charity Raffle, monthly meetings, door prizes, sponsorships, etc. Period covered for the accumulation of points would be June 1 thru May 31, of each year. The guidelines for the various levels are:

$1 - $1000 - Bronze Level - certificate of appreciation
$1001 - $2500 - Silver Level - certificate of appreciation in a nice silver frame
$2501 - $5000 - Gold Level - certificate of appreciation in a nice gold frame
$5000 and up - Diamond or Platinum Level - Diamond acrylic self standing plaque

There have been times when the levels have been lowered, in order to have a Diamond winner.

ATTENDANCE AWARDS
These awards are given to the member(s) who attend every function. The board tallies the attendance of members at all functions, including the monthly educational meetings, the annual tradeshow, the charity event and the holiday extravaganza, from June 1 through May 31. The awards will be presented at the June meeting. Awards will be determined by the Board. As of October 2005, Board members are now eligible for the perfect attendance award. In order to qualify, attendees are responsible for signing in at all functions, at the registration desk. The attendance will be kept by the treasurer.

SILVER SPOON AWARD
As of October 2005, this is an award given to the best culinary event of the year. It will be voted on by the Board.

NEW PLANNER AND NEW SUPPLIER OF THE YEAR AWARD
As of October 2005, this award will be voted on by the Board.

COMMUNICATIONS COMMITTEE PROCEDURES C-3

Summary:
This procedure covers the responsibilities of the Communications Committee.

Policy:
The Communications Committee will be responsible for publication of the Chapter's newsletter which is published bi-monthly, and the chapter's website. This committee is also responsible for providing information on the Chapter activities to the Society's national newsletter

Each edition of the newsletter must contain the following information:

• Chapter calendar of events
• Committee reports
• Review of past programs/events
• Articles for upcoming programs/events
• List of board members with contact information
• Name of the chapters newsletter
• Name address and phone number of the chapter Missouri State Capital Chapter (MOCAP)
• Date and volume or issue number must appear on the cover
• Any other pertinent information that the board deems appropriate

Newsletter Timeline:  

The current newsletter is distributed by e-mail format. For those unable to receive by electronic distribution, a paper copy will be mailed or faxed to those members. The newsletter will also be made available on the chapter website. A member e-mail distribution list will be maintained by the committee.

It is the responsibility of the Communications Committee chair to set deadlines for articles to be submitted to the newsletter, and to compile submitted articles into the next edition of the newsletter. Normal deadline for submitting articles would be one to two weeks after the last bi-monthly meeting, for a publication date the following week. Newsletters must be printed, published and distributed within 30 days of the ending date of the issue period (i.e., if the newsletter is bi-monthly covering January and February, the distribution date must be by the end of March). Website updates will be made as needed. Advertising guidelines and cost will be established by the board. Any change or addition to the newsletter or website must be reviewed and approved by the president or another designated board member, in the absence of the president, before posting.

Advertising:

As of October 2005, website and newsletter advertising specifications to the policy.

Website Advertising:  

On a first-come, first-serve basis, the chapter will offer website advertising to its supplier members, pricing and advertisement size to be determined by chapter board, based upon recommendations from the Communications Committee. Currently, there are only ten spaces available on the chapter website, approximately 2.5 inches square in size, at a price of $100 for six months.  The ads will primarily be an Internet hyperlink to the supplier's website and will consist of a graphic/photo (either in .jpg, .gif, .tif, or photo available for scanning) with the agency's name.  Availability of advertising will be announced to the supplier membership by email, as advertising space becomes available.

Once notified that the supplier has been accepted for advertising, payments (made to SGMP MOCAP), will be due within 30 days of acceptance. Invoices and receipts will be provided upon request. Suppliers will also be instructed on whom to contact to get their business logo onto the website.

Newsletter Advertising:

On a first-come, first-serve basis, the chapter will offer newsletter advertising to its supplier members, pricing and advertisement size to be determined by chapter board, based upon recommendations from the Communications Committee. Currently, there are only ten spaces available, approximately four inches wide by three inches tall, at a price of $200 for one year (six consecutive newsletters).

Once notified that the supplier has been accepted for advertising, payments (made to SGMP MOCAP), will be due within 30 days of acceptance. Invoices and receipts will be provided upon request. Individuals expressing an interest in advertising, but not returning their ad layout and payment within 30 days, will forfeit their opportunity and the ad will go to the first supplier on a waiting list. Suppliers on the waiting list will have first opportunity to purchase ad space at the end of the year, when current ads expire.

See sample Newsletter and Website Advertisement Submission Forms in PDF version of the Policies and Procedures Manual

ELECTION & NOMINATIONS COMMITTEE PROCEDURES C-4

Summary:
This section identified the criteria used to obtain nominations to the board positions.

Policy:
Nominations & Elections Committee Criteria:

The criteria for the Nominations & Elections Committee is as follows:

• The committee chair is the Immediate Past President. Should this person be unavailable, the president will appoint a chair.
• The committee is composed of members who volunteered to be on the committee.
• This committee must enforce the Election and Voting Procedures as outlined in the Policies and Procedures Manual and By-Laws.

Nominations & Qualifications Procedures:

In an election year, the Elections and Nominations Committee chair or designee will announce at a monthly membership meeting the deadline for submission of nominations for office.

Nomination procedures:

• A member may nominate themselves as a candidate for office.
• A member may nominate another member as a candidate for office, provided they have the permission of that person.

Candidates must:

• Qualify for the office category they are seeking
• Be a member of good standing; and
• Be a member in SGMP for at least one (1) year from the time of nominations.
• A member in good standing includes, but is not limited to, having dues paid for the current year.

The Elections & Nominations Committee will verify that all nominees are members in good standing and there is a proper ratio of planners and suppliers, with a maximum of four (4) suppliers, according to the National SGMP Bylaws.

The Elections & Nominations Committee will prepare a ballot form and an official letter accompanying the ballot, with a list of the candidates and information about each person. The ballots will be numbered for verification.

The Elections & Nominations Committee will announce the slate of officers at the April membership meeting.

As of March 7, 2006, ballots must be mailed in accordance with the timeline approved by the National Board.

Voting Procedures:

As of March 7, 2006 , Ballots will be mailed to all members in good standing, no later than 15 days prior to the voting deadline.

Ballot package includes:

• The ballot
• A list of candidates including their bio and picture, and the office they seek.

Ballots will require the voter's membership number on it, when returned to insure verification.

All ballots are counted by a specified committee member (if possible, chair) and verified on the closing date, by the entire committee. The results of the count will be noted on an official master ballot.

The Committee will immediately notify the Chapter president of the results of the election.

The Committee chair or designee will announce at the May meeting, the results of the election.

The new Board will be installed at the June membership meeting.

HOLIDAY EXTRAVAGANZA C-5

Summary:
As of March 2006, this section covers the combining of the Holiday Extravaganza and Silent Auction Committees, as their operations and objectives are directly related. During each Holiday Season, the Missouri State Capital Chapter hosts a networking social event with silent auction. Money raised from the event is used for educational purposes such as monthly meeting programs and the National Educational Scholarship.

Policy:
A committee made up from the general membership will be formed in July of each year. The committee will be divided into two sub-committees with a co-chairperson for each subcommittee selected from the committee, one co-chairperson for the Holiday Extravaganza subcommittee and one co-chair for the Silent Auction committee. The board liaison(s) will be one planner and one supplier. All will work closely with the chosen site on layout of the room and the guarantee for the event.

Holiday Extravaganza co-chairperson responsibilities are as follows:

• Will determine with the board, the criteria for the request for a proposal (RFP).
• Will draft a cover letter and RFP to be sent to all supplier members and to all properties located within a city, with no CVB member. The RFP shall be mailed out in compliance with the timeline.
• Ensure all bids are back in compliance with the timeline, to be voted on by the committee.
• Shall call the location awarded bid to confirm dates and location are still available and let them know they received the bid.
• Shall call all of the other bidders, thank them for their bid and let them know another location has been chosen. Thank you letters from the co-chairperson should also follow.
• The location for the event shall be announced at the membership meeting.
• Send thank you letters out after the event, to each sponsor.
• Turn in, within 30 days, all sponsors to the nominations/awards committee for recognition at the June awards meeting.
• Provide the Communications Committee with information and/or articles for the newsletter and website.

Silent Auction Subcommittee co-chairperson will:

• At the site visit of the facility, determine set up arrangements for the Silent Auction room.
• Provide the Communications Committee with information and/or articles for the newsletter and website.
• Ensure preparation and dissemination of Silent Auction donation forms.
• Review list and follow-up on donations.
• Track items donated and value amounts.
• Send thank you letters out after the event, to each sponsor.
• Turn in, within 30 days, all sponsors to the nominations/awards committee for recognition at the June awards meeting.

Responsibilities of the Holiday Extravaganza subcommittee:

• Review and discuss the bids returned. A vote of the committee to determine the location for the event will take place at this time.
• Decide which other SGMP chapters will be invited ( St. Louis, Kansas City, Illinois).
• Select and order invitation.
• Request labels for all invitees.
• Select and order name tags for the event.
• Decide on cost for the event and cutoff date for registration.
• Send out invitations.
• Conduct site visit of the chosen location (no more than 7, to include co-chairpersons and board liaisons).
• Compile work schedule for registration table, the evening of the event.
• Determine who will receive RSVP's for event.
• Order special name tags.

Responsibilities of the Silent Auction subcommittee:

• Copies of the list of donated items.
• Bid sheets, blank bid sheets and pens to place by each bid sheet.
• Calculator with a tape and an extra tape, notepad, pens, receipt book---chapter treasurer can make some ahead of time and the money bag that zips up, stapler, extension cord.
• The committee will be responsible for finalizing the details and transportation of donated items.

Upon completion of the event, the entire committee will meet to evaluate the event and provide recommendations to the Board, for future events.

HOSPITALITY COMMITTEE PROCEDURES C-6

Summary:
This section details the various responsibilities at the monthly meetings as well as assisting other committees.

Policy:
The Hospitality Committee goal is to enhance the current membership. This committee also works directly with the membership committee to help mentor the new and transfer members. This committee will meet at least once a year to coordinate the duties for each monthly meeting. As of October 2005, The committee takes care of the following for each meeting:

• Creating and distributing a ice breaker/mixture
• Distributes and collects nametags
• Selling 50/50 raffle tickets
• Selling lapel pins and other merchandise
• Greeting Members at the registration table
• Responsible for tablecloth, banner and baskets.

MEMBERSHIP COMMITTEE C-7

Summary:
This section covers chapter/national membership categories, dues and processing.

Policy:
Membership Categories:

Government Planner: Federal, state or local government employees who have the responsibility for the planning and the implementation of any type of meeting, conference or convention as part of their official duties. Employees of private organizations, a majority of whose membership is comprised of government employees may also qualify as government planners if they plan and implement meetings as part of their official duties.

Contract Planner: Individuals, organizations or companies operating under contract to government agencies, and are receiving said payments directly from government agencies, to assist in the planning or implementation of meetings, conferences or conventions are contract planners by this definition. Individuals, organizations or companies that are compensated through retainer or commission from suppliers, i.e. hotels, conference centers, cities, etc., will be considered suppliers. This means that individuals, organizations or companies whose income in the planning and placement of government meetings, conference or conventions is derived from suppliers are also considered as suppliers.

Supplier: Companies or individuals who solicit business from and/or who provide facilities and services to government planners outside of direct assistance in the planning and implementation of meetings. Suppliers include hotel representation firms, travel agents, convention bureaus, consulting firms, registration services, airlines, printers, exhibit managers, security services, etc.

Education/Retired/Student: Educators, students and retirees who would not otherwise qualify for any other membership category (e.g., a retired government planer who works under contract for planners and suppliers would have to join as a contract planner or supplier). This is a non-voting category and does not count towards the matching requirement.

Membership Dues:
Membership dues are as specified by National guidelines, according to their membership categories. An individual that qualifies in more than one SGMP membership category, is required to apply for membership in the category with the highest membership fee.

Members of SGMP are welcome to attend meetings of any of the Chapters. However, only a Chapter member can participate in the specific activities of the Chapter elections, and be on the mailing list for specific announcements and activities of the Chapter. A member can attend up to three meetings a year of another Chapter. After the third meeting, they must become a member of that Chapter, to continue to attend their meetings.

Non-members may attend their first meeting at no additional fee over and above the chapter fee. Non-members are subject to an additional fee over and above the chapter fee for the second meeting they attend. Upon attendance of the third meeting within a twelve (12) month period of time, the non-member must submit a membership application, following current membership requirements with dues payment. Fees charged are as stated in the Society's Membership Application Form.

Membership Processing:
Forward the original membership application form and payment to the National office. Copies and faxes of the application are not acceptable. Since the individual is a member of the national organization the original paperwork must be on file at the National Headquarters.

All applications and monies to be processed for the month are to be received at the National SGMP office by the last working day of each month.

The application must be legible. It is recommended that it be typed or printed.

The application must have Missouri State Capital Chapter on it or it may go into the members at large category.

A new member form cover sheet must be completed and accompany all applications.

All new planner members must complete a meeting planner profile sheet and it must be attached to their application. Applications and renewals will not be processed without the profile sheet.

The application for membership is to be approved by the National Office. Membership is not official until done so. The anniversary month of the membership will be the month it is approved by the National Board. Their membership will run for one year from that date of approval. Example: local chair receives application in May, but not approved by National until July, anniversary will be July.

Any membership applications that are mailed directly to the National Office, will be forwarded to the chapter membership chair without processing. If the prospective member fails to designate chapter affiliation, SGMP's membership office will call the applicant and encourage the local chapter affiliation.

Membership Chair responsibility for new members:

Each new member to receive the following after their application is processed:

• Welcome letter
• Current membership listing
• Committee sign up sheet
• Shirt order form
• Sponsorship opportunities
• Schedule of upcoming meetings/events
• Current newsletter

Transferring Membership:
A transfer form must be completed and signed by the member. The chairperson needs to forward updates to necessary board members..

Membership applications and transfer forms may be found on line at www.sgmp.org.

Membership Renewals:
Members are given 90 days to pay their membership dues. They receive 3 notices and a drop letter. Membership drops will be listed on the monthly membership report.

All planners must complete a planner profile with each year's renewal.

Membership chair and/or committee to call on each member up for renewals to encourage them to watch for their paperwork from the National Office. Membership renewals will also be listed in each chapter newsletter.

The chapter may not pay or subsidize the planner renewal fees.

Chapter/Supplier payment for dues:
Chapters are not allowed to pay dues for members. If a chapter holds an event where the membership is included in the registration fee for the event and a check for dues is written by the chapter, this must indicate on the chapter check, by providing the members name at the bottom of the check or include a cover letter indicating which membership the check covers.

SGMP will not accept nor condone payment for potential government meeting planners from supplier members.

Membership Drops:
A member, who allows their membership to lapse, will be dropped and if they wish to rejoin must submit a membership application.

Suppliers who drop their membership must be matched with a new meeting planner match to rejoin.

Any planner member, whose membership lapsed and rejoins the same chapter less than a year after their former anniversary month, cannot be matched with a new supplier application.

A meeting planner whose membership drops must submit a new application to rejoin. They will receive a new anniversary date based on National Board approval of membership.

Ratio:
The chapter must maintain a 50/50 ratio of planner and suppliers. If the chapter follows below the 50/50 ratio and remain there for 3 months they will not be able to accept supplier membership until the ratio returns to 50/50 for three consecutive months.

SCHOLARSHIPS C-8

Summary:
This section describes the chapter's scholarship and the committee's responsibilities.

Policy:
Scholarship funds are allocated to planner and supplier members to attend the Society of Government Meeting Professionals' National Education Conference (Nationals). Applicants can apply for partial or full scholarships, which are defined and approved by the board. All MOCAP members are encouraged to apply for a scholarship. The scholarship eligibility time frame is February through January, and allows for the recipients to be notified, announced and travel plans to be made prior to the annual conference.

Summary:
This section describes the procedures for the charity event.

Policy:

Summary:
This section covers the Joint Meeting Planner Tradeshow held each year in conjunction with Missouri Travel Council and Missouri Society of Association Executives.

Policy:
The board liaisons, one planner and one supplier, will be determined each year at the July board meeting for the following year.

PROGRAMS COMMITTEE C-12

Summary:
This policy covers the chapter's monthly educational programs and the committee's responsibilities.