POLICIES - Meeting Professionals International Dallas/Fort Worth ...

POLICIESRevised: April 2013OFFICIAL DESIGNATION AND LOCATIONThe Dallas/Fort Worth Chapter is a registered non-profit 501c3 corporation of the State of Texas, whoseChapter office is located at PMB 259, 7750 North Mac Arthur Boulevard, # 120, Irving, Texas 75063.CHAPTER MISSION STATEMENTTo be the premier organization serving the members of the Dallas/Ft Worth meetings industry by providingexcellence in educational resources, communications, networking opportunities, recognition and promotinghigh ethical standards throughout the meetings industry.GENERAL POLICIES – BOARD OF DIRECTORSThe Chapter Board of Directors (hereafter called the Board or BOD) consists of the following eight ElectedOfficers, known as the Executive Committee:· President· Past President· President-Elect· VP Finance/Sponsorship· VP Communications/Marketing· VP Education/Events· VP Leadership· VP MembershipANDSeven Directors:· Director Finance/Sponsorship· Director Communications/Marketing· Director Education/Events· Director Special Events· Director Leadership· Director Member Care· Director RecruitmentThe Chapter Administrator will serve as a non-voting BOD member, per International By-Laws. The balance ofplanners and suppliers shall be equal or the number of planners may exceed the number of suppliers incompliance with International and Chapter Bylaws.All proposed and seated Board Members shall maintain their membership in good standing. Failure to do sowill result in removal from the Board in accordance with Chapter Bylaws.The Board will meet once a month, prior to the monthly Chapter meeting, for the purpose of conducting theChapter's business. All Board meetings are open to the Membership and will be posted on the Chapter website. Executive sessions are closed to the membership. The April, May and June Board meetings shall beattended by both the incoming and outgoing Boards. All records shall be turned over to the incoming Board bythe outgoing Board at the June Board of Directors meeting.Revised April 2013 Page 1

Special meetings of the Board will occur according to the provisions found in the Chapter Bylaws. The Boardwill, on an annual basis, create Norms for the operation of the meetings, format for reports, etc.If an elected officer or director misses three (3) meetings of the Board of Directors within a 6 month period forany reason, (including personal, business and/or travel) the member shall be taken under review and may beremoved by a two-thirds (2/3) vote of the BOD.Board of Directors Conflict of Interest PolicyMembers of the BOD cannot benefit from knowing the Chapter financial position, personally or financially. ABOD member must separate personal agendas from MPI business. Each BOD member must sign theConflict of Interest form required by International at the beginning of each term of office.Board of Director Compensation PolicyBOD members shall not receive any compensation for their services as an MPI chapter officer/director. Suchroles are considered to be a voluntary contribution of time and expertise to the local chapter. If an item oraction is questionable it must be presented to the executive committee for further clarification.Length of Term in OfficeA duly elected member may serve on the BOD for a maximum term of seven consecutive years, if the memberis going through the presidential process of President-Elect, President and Immediate Past President. If theBOD member is not going through the presidential process, the term of BOD service cannot exceed fiveconsecutive years. A minimum of two consecutive years must transpire before re-election to the board canoccur. No member can serve more than two consecutive years in the same BOD position.These term limits exceed those suggested by International in the International Minimum By-Laws and the By-Laws of this Chapter.Miscellaneous BOD PoliciesQuorum. A majority of the Board constitutes a quorum for the transaction of the business of the Board and anysuch business thus transacted shall be valid providing it is affirmatively passed by a majority of those present.A majority of the Executive Committee constitutes a quorum for the transaction of business of the ExecutiveCommittee and any such business actions of the Executive Committee shall be reported to the Board ofDirectors for ratification by mail, email, or at the next Board Meeting.Only department Vice Presidents, the VP Finance/Sponsorships and the President shall sign contracts. If thePresident is not available, the President Elect may sign.The Board reserves the right to amend these Policies by a simple majority vote of the Board. Such changeswill be reported on the Chapter's website within 30 days of the change.All Chapter records, photos, financial records, original contracts and other archives are the property of theChapter and shall be kept in a locked location as determined by the Board.The current BOD cannot make financial commitments that will impact more than twelve (12) months into nextterms BOD.A BOD member cannot chair a committee or serve on more than two committees, except as part of thenominations committee.All Chapter Committee Chairs will be presented to the Board. No Chapter member may serve as Chair ofmore than two standing committees. No International Staff member may serve as a Committee Chair. Thestanding committees are: Communications/Marketing, Education/Events, Finance/Sponsorship, LeadershipRevised April 2013 Page 2

and Membership. Chairs must provide their committee lists to the VP of the standing department to assureeach is a member of MPI in good standing.Chapter Policies as they relate to the elected Executive Officers of the Chapter Board of DirectorsThe PresidentThe President presides as directed in the Chapter Bylaws, and represents the Chapter at all International MPIfunctions. The President also serves as the Chapter representative on the Council of Chapter PresidentsThe President shall be the official spokesperson for the Chapter.The President shall manage the Chapter according to a strategic plan, as developed by the President andadopted by the Board of Directors. The President shall work closely with the Chapter Administrator to ensurethe Chapter's files, documentation, databases and administrative procedures are managed in the best interestof the Chapter.The President-ElectThe President-Elect shall preside at all meetings in the absence of the President and shall perform such otherduties as directed by the Chapter Bylaws, and shall assume the Presidency in the subsequent fiscal year.The President-Elect shall also provide guidance for leadership development within the Chapter by working withthe VP Leadership and Director Leadership.The President-Elect shall also conduct a review of Chapter Bylaws, Chapter Policies and Chapter Proceduresdocumentation for recommendation of any changes needed for the most effective management of the Chapter.The President-Elect shall serve as liaison to the other industry associations.The Immediate Past-PresidentThe Immediate Past-President shall serve as an advisor to the President and Board of Directors in accordancewith the Chapter Bylaws, and shall Chair the Council of Past Presidents and the Nominations Committee, andserve as liaison to the Golf Tournament Committee.Board Of Directors Nominations PoliciesThe Immediate Past President will serve as Chair of the Nominations Committee and shall appoint acommittee of Chapter members to assist in the slating of Officers and Directors to sit on the incoming Board ofDirectors for the Chapter. The Committee will operate according to the Bylaws and Policies. Committee dutiesinclude:· Establish and publish a nomination and election timeline that gives specific dates related to theactivities noted below, (timeline should be set ahead of time)· Solicit nominees from within the Membership.· With assistance from the VP Leadership, hold at least one leadership workshop that will provideprospective Board Members with information about serving on the Board.· The Nominations Committee carefully considers each nominee for the elected leadership positionswithin the MPI D/FW Chapter. Criteria includes the types of skills and talents each would bring to theBoard, involvement with the Chapter, recognition of the time commitment involved in a leadership roleand the necessity of the nominees employers support.· Create an application and send to the membership. This can be done electronically via the ChapterWebsite.· Receive and process the applications.Revised April 2013 Page 3

· The Nominations Committee will follow the general timeline below, however a more definitive timelinewill be published to the membership via an E-blast and posted on the Chapter Web Site, once firmdates have been established:November – The Committee Chair, with the approval of the President and President-elect, will select theNominations Committee.The Nominations Committee shall decide the proposed slate of officers that include the following:· President Elect· VP Finance/Sponsorship· VP Communications/Marketing· VP Education/Events· VP Leadership· VP Membership· Director Finance/Sponsorship· Director Communications/Marketing· Director Education/Events· Director Special Events· Director of Leadership· Director Member Care· Director RecruitmentThe offices of President and Past President have been pre-determined.No member of the Nominations Committee will be eligible for election. Nominations Committee members willrepresent all facets of the membership equally, be a member in good standing and be someone who is familiarand active with Chapter activities. No more than three of the Committee members will serve more than twoyears consecutively.The President-Elect will be part of the Nominations Committee with voting privileges. The VP Leadership willbe part of the nominations committee, and can have voting privileges if not an applicant for office in the nextterm.January - To ensure that the Chapter membership is given the opportunity to participate in the nomination andelection procedures, the Nominations Committee will adhere to the following procedures:· Nomination materials (Request for Nominations Form) will be posted on the Chapter Website. Themembership will have at least 30 days to respond, as required by the Chapter's by-laws. This form willsolicit members' own interest in serving during the new term year as well as additional suggested names ofpotential candidates for office. This activity typically takes place during the second week of January.The Committee will solicit comments and recommendations for new officers from both the currentPresident and President-elect. At the January Board Meeting the current officers and board members willbe given a nomination form. This form will ask:· Their own interest in serving in the new term year.· Additional potential candidates for office from their lists of CommitteesThe Nominations Chair will Email this form to those not in attendance. All forms are to be returned to theNominations Committee Chair by the published date.The Nominations Committee must obtain from both the candidate and the candidate's employer writtenagreement to serve and fulfill the obligations of office prior to making an official nomination of thecandidate.Revised April 2013 Page 4

The next step in the published timeline notes when the Nominations Committee meets to prepare a proposedslate of officers and directors to present to the membership. The Nominations Committee is responsible forcontacting the proposed list of board members to ascertain that each one is eligible for the office (see followinglist of eligibility requirements).Eligibility Requirements for Office:· Any planner or supplier member in good standing may be considered for office.· Student, Subscriber members and International employees do not qualify for serving as Chapter BODmembers.· Nominees must consent to serve the Chapter in the capacity indicated.· Written consent of the nominee's employer is required prior to that person's name being publicized aspart of the proposed list of board members by the Nominating Committee.· Nominees must submit biographical information by the published timeline.· These individuals must be committed to helping the Chapter membership grow via its committeeactivities and through the development of new, active members. Board members must attend monthlyboard meetings and serve as advisors to assigned committees.· Candidates must have a minimum of two (2) years industry experience.Eligibility Requirements for Additional Nominations:· Any planner or supplier member in good standing may be considered for office.· Student, Subscriber members and International Employees do not qualify for serving as Chapterofficers.· Nominees must consent to serve the Chapter in the capacity indicated.· Written Consent of the nominee's employer is required prior to that person's name being added to theballot.· Nominees must submit biographical information prior to that person's name being added to the ballot.· Ten percent of the Planner/Supplier membership in good standing must sign a petition to make thatperson eligible to be placed on that ballot (information on where to obtain petition forms must bepublicized with information on requirements). These petitions must be completed and returned to theNominating Committee Chair by the published date.Along with the call for nominations for Chapter Awards, an announcement reminding the membership thatRequest for Nomination forms for Officers and Board Members must be received by the NominationsCommittee Chair by the third (3 rd ) Monday in January. The deadline will be published on the Chapter Website.February Per the published timeline, this month is the deadline for all information on the proposed slate ofofficers and board members to be posted on the Chapter Website. The proposed slate of officers and boardmembers will be introduced via Email to the Chapter membership.In accordance with MPI D/FW policy, members that apply for nomination and were not accepted, but wish tobe placed on the slate, will have the opportunity to petition for election and run against the slate. This isaccomplished by submitting a petition signed by ten percent (10%) of the chapter members. Any such petitionshould be forwarded to the Nominations Committee Chair by the published dateIf a valid petition is received by the published date, a multiple-candidate ballot will be presented to the MPID/FW membership for a general election. If no petitions are received by the published date, the candidatesslated by the Nominating Committee will assume the positions for which they have been slated at the start ofthe new term on July 1.March -The slate, along with biographical information for each Officer and Board Member nominee, will beposted on the Chapter Website no later than the 1 st Monday in March, with responses due from themembership to Nominating Chair no later than the 3 rd Monday in March as stipulated in the published timeline.Revised April 2013 Page 5

Newly elected Officers and Directors will be introduced by the May monthly meeting. Responses and report areto be returned to Nominations Committee Chair by the Chapter Administrator as stipulated by the NominationsCommittee. Responses are to be accepted via the Website. If a multiple- candidate ballot has been presentedand a tie occurs, a runoff will take place at the March meeting via ballot. The 31st of March is the deadline forinformation to be provided to MPI International Headquarters.June -Installation of new officers occurs at the June program.All information concerning nomination and election procedures will be publicized on the Chapter'sWeb Site website .Communications/MarketingThe Vice President Communications/Marketing shall be responsible for all Chapter publications; forestablishing standards for all communications; for all public relations or media relations activities and for thepromotion of all Chapter- related activities in accordance with Chapter Bylaws. The DirectorCommunications/Marketing shall assist the Vice President Communications/Marketing in the coordination andimplementation of all Chapter publications and promotional materials related to Chapter activities.The Vice President Communications/Marketing will appoint and seek Board approval for the followingpositions: Editor Chapter Newsletter and Website Manager. Chairs will be appointed for related committees,as applicable.The structure and operational procedures for these positions are outlined in Chapter Procedures Documents.Finance/SponsorshipThe Vice President Finance/Sponsorship shall be responsible for the timely and accurate reporting of allfinancial transactions of the Chapter to the Board and Membership in accordance with the Chapter Bylaws.The Vice President Finance/Sponsorship is the Chair of the Finance Committee which consists of theExecutive Officers of the Board. As the Chair of the Finance Committee, the Vice President will work with theOfficers to develop an operating budget for the Chapter, and will present the proposed budget to the incomingBoard members by June 30th.The Vice President Finance/Sponsorship will have responsibility for the activities of the Chapter Administratoras they relate to the financial viability of Chapter resources and will work directly with the Chapter Administratoron all financial transactions. Reports of those transactions will be reported to the Board and made available tothe Membership.The Vice President Finance/Sponsorship, with the assistance of the Director Finance/Sponsorship, supervisesthe activities of all Finance sub-committees as established by the Board of Directors.Reports reflecting the Chapter's financial standing shall be made monthly at the Board meetings All financialtransactions shall be managed in accordance with the procedures outlined in the Chapter ProceduresDocument.Revised April 2013 Page 6

Chapter Scholarship FundsChapter Scholarship Funds will be utilized by MPI D/FW Chapter Members for registration fees for MPI D/FWChapter educational offerings that qualify for CEU credits, up to $250 per person per fiscal year, based uponthe established Chapter Scholarship criteria published in the Chapter Procedures Documentation.Furthermore, Chapter Scholarship Special Grants will be utilized by MPI D/FW Chapter Members forregistration fees for MPI International, CMP and CMM events up to $500 per person per fiscal year, basedupon the established Chapter Grant criteria published in the Chapter Procedures Manual.Furthermore, a $1000 seed money balance must remain in the Chapter Scholarship Operating Account.Collection of Chapter FundsForms and funds must be turned in to the appropriate Department VP representing the event within three (3)business days of the activityThe Department VP representing the event must review the forms and funds and turn them in to the ChapterOffice within five (5) business days of receipt of the funds from the event.In any event, funds must be reconciled, approved and received in the Chapter Office within ten (10) days ofcollection.Chapter Checking Account SignaturesFour signatures will be established on all accounts for availability of check signing. The four signatures are:President, President-Elect, Immediate Past President and VP Finance/Sponsorship.Education/EventsThe Vice President Education/Events shall direct the activities of the Director Education/Events and therelated sub-committees, as noted. The duties of this office include managing and supervising the planning andimplementation of all Chapter events managed by the Education/Events department, and shall perform allduties in accordance with Chapter Bylaws and through means established in the Chapter Proceduresdocumentation. This office also oversees any Special Educational Projects (i.e., CMP/CMM) and programsdeveloping an annual educational plan including researching current trends and topics pertinent to themeetings industry.The Director Education/Events shall assist the Vice President Education/Events in the coordination andimplementation of the above noted Chapter events. The Vice President Education/Events will report on amonthly basis the current and upcoming educational programs with a financial summary to the Board.The Vice President Education/Events or the Director Education/Events is directly responsible for setting theguarantee with the program venue. This activity should not be delegated to a Committee Chair or otherCommittee members.All Chapter events should be conducted under these general policies and developed under the procedureslisted in the Chapter Procedures Documentation.Educational Event Schedule These meetings should be scheduled to avoid conflict with any Chapter widemeetings, unless the event is a scheduled Chapter wide meeting. Any changes to the schedule published tothe Membership or deviation to these policies requires approval of the Board.The Education Department shall publish a schedule of meeting dates, locations, and programs at least fourmonths in advance, and preferably 6-12 months in advance, for approval by the Board. The format for themeetings may alternate between breakfast, lunch and dinner meetings as recommended by the Vice PresidentEducation/Events to the Board, with consideration of member needs, and shall be published in all ChapterRevised April 2013 Page 7

communication vehicles.LeadershipThe Vice President Leadership shall direct activities that provide a means for members to derive the greatestbenefit from their participation in the chapters many volunteer activities, while developing their skills to enablethem to become leaders within the chapter, the community and personal development. The DirectorLeadership shall assist the Vice President Leadership in the coordination and implementation of leadershipprograms.Emerging Leaders ProgramA Fall program (October) will be conducted to help identify potential future leaders. A Spring program (prior tonominations) will be conducted to identify and encourage members to sign up for the board of directors.Mentor ProgramThis program is designed to provide developmental partnerships through which experienced meetingprofessional volunteers (mentors) share knowledge, skills, information and perspectives with members at anystage in their career who are seeking to develop new skills, make progress toward professional goals, expandindustry relationships, and/or increase their chapter knowledge and involvement.Awards CommitteeThis committee is responsible for administering the chapters awards by recognizing the talents, skills,accomplishments, and dedication of our members and industry colleagues.The Vice President of MembershipThe Vice President of Membership shall be responsible for the recruitment, orientation and retention ofMembers in accordance with the Chapter Bylaws. The Vice President of Membership shall ensure the timelyand accurate reporting of all changes to the Membership through the Chapter Administrator. The DirectorMembership will assist the Vice President in all operations related to Membership, including the appointmentof Chairs for several committees which may include Member Orientation, Member Retention, Member Care,Member Recruitment, Registration, Member Communication, Table Host and Student Committee.The Vice President of Membership will work directly with the President to complete a Member AssessmentSurvey as required by MPI International at a minimum of every two years. This action must take place by May31 st of the appointed year, with results presented to the general membership at the July meeting of the newterm.The Vice President - Membership shall ensure the qualifications for membership are in compliance with thepolicies of MPI International. Current policies and categories are displayed on the MPI Website www.mpiweb.orgSubscriber: A subscriber member must have an active membership with another MPI Chapter. A subscribermember of the D/FW Chapter will pay an annual fee of $100.00 as approved by the Chapter Board of Directorsand will receive certain benefits as outlined in the Chapter Procedures Manual. A Subscriber Member has novoting rights.A non-member may attend three (3) meetings per term as a guest. Once the three (3) meeting limit has beenreached, the Membership Department will contact the non-member and request they join the Chapter.An unemployed member may attend three (3) meetings per term during their unemployed period withoutcharge. Once employed, it is the duty of the member to inform the Chapter Office of the change in status andthey are no longer allowed to attend without charge.Revised April 2013 Page 8

MPI International Employees are listed as Chapter Members by International, however they are non-votingmembers and cannot hold BOD positions or Chair Chapter Committees.The Vice President Membership and the President of Chapter may jointly challenge the status of a Planner orSupplier upon request, and submit a recommendation for reclassification to International.GENERAL CHAPTER POLICIESCHAPTER MEETINGSThe Chapter will host a maximum of 24 Chapter events, during the 12 month fiscal year July 1, through June30 including but not limited to general membership meetings, educational events, trade show, golf outing andchapter networking events. (For example this schedule may include any combination of monthly meetings,mixers or educational meetings and Special Events for the maximum of 20 events). All chapter-wide eventsmust be submitted for approval to the BOD and must include an Event Budget Planning form. BOD approvalwill be based on the benefit to the membership and the event must be listed on Chapters master calendar.The calendar is distributed directly to the BOD by the CA on a monthly basis.Meeting CancellationA scheduled meeting may be cancelled due to weather, disaster or other unpreventable occurrence oncecircumstances regarding the cancellation have been fully discussed by the President, President-Elect and theVP Education/Events. The President makes the final decision. Once the need to cancel has been determined,the cancellation must be posted on the Chapter Web Site, a Blast Email must be sent to the membership and atelephone tree will be established to contact all registered attendees.Meeting Venue Selection – All Chapter ProgramsFacilities and Venues represented by MPI members in good standing shall be given first consideration as sitesfor Chapter meetings. Non-MPI member venues require board approval before being used as a meeting site.Facility Fees – Chapter ProgramsAll meeting arrangements made with host facility will be made in writing. In negotiating with the host site, thefollowing provisions must be reviewed:Current fees paid to the host facility for Chapter Meetings shall not exceed:· Breakfast $15.00· Lunch $24.00· Dinner $32.00· Galas: $35.00These fees are all inclusive, including gratuities, cocktails, etc.MPI is tax-exempt. No tax charges should be applied to the final invoice, and no tax charges will be paid bythe Chapter. A copy of the Chapter's sales tax exemption form shall be provided to the host facility or for anyother activity related to the expense of the Programs.Host facility staff may pay the full registration fee and be included in the overall billing to the Chapter, or theymay not pay the registration fee, but their head count must then be deducted from the guarantee and billing forthe Chapter.The Vice President Education/Events may recommend for Board approval the payment of additional fees tothe host facility as the situation dictates.Revised April 2013 Page 9

Only the Vice President Education/Events will have authority to approve invoices related to the expense of theProgram Committees and their activities. Such invoices shall be submitted using the approved form forpayment to the Chapter Office no later than one week following the activity for which payment is requested.Chapter Meeting FeesThe following fees will be charged Chapter meetings, unless a specific event requires a change to these feesand is approved by the BOD.:Breakfast Meetings:Advanced Member $25.00Advanced Non-Member $30.00On-Site (if available) $35.00Lunches:Advanced Member $35.00Advanced Non-Member $40.00On-Site (if available) $45.00Dinners:Advanced Member $45.00Advanced Non-Member $50.00On-Site (if available) $55.00Galas:Advanced Member $50.00Advanced Non-Member $50.00On-Site (if available) $65.00Student Member Member Meeting FeesThe MPI D/FW Chapter will provide a student member rate equal to the rate paid facilities for regular monthlyChapter meetings as stated in the current Chapter Policies.The student member rate for all other programs will be determined on a case-by-case basis, and must beapproved by the VP of Finance before being offered, e.g., other educational offerings or special programs.Student member rates do not apply to faculty or student guests.CHAPTER AWARDS Awards of Excellence – ONGOING AND ANNUALThe Chapter will have an ongoing awards program to recognize outstanding achievement and contributionsmade by its members. Award categories are not mutually exclusive and members may be nominated and winin multiple categories.MPI DFW Awards of Excellence: Awards of Excellence involve nominations by peer DFW chapter membersand selection of winners are made by the Awards Committee and/or Board of Directors. The awards listedbelow designated with an (*) are nominated by all DFW Chapter members. The awards not designated with an(*) are either nominated and voted on by the Board of Directors or are determined by monthly program scores,as explained below.The following is a list of our approved Awards of Excellence that are presented at the annual Awards Program:Revised April 2013 Page 10

* Planner of the Year: Presented to a DFW planner member for outstanding continuous contributions to the Chapter andmeeting industry. This person in their professionalism and dedication furthers the aims of MPI and its members, ourChapter and our vision. The selection of the award is also based on a history of accomplishments in our industry as wellas to meeting management and this person serve as a role model for other planners, as well as a leader in meetingmanagement. This member should have continuously contributed his or her time, energy and experience to the MPI DFWchapter with at least 5 years of continuous service to the chapter.Past Planner of the Year award recipients are eligible to receive this award again. A change in a members membershipcategory status from Planner to Supplier or Supplier to Planner will not change their eligibility for the award, provided theyhave been a Planner or Supplier member for at least 5 years. And a move from one chapter to another chapter will notchange eligibility for this award, provided the nominee has been a Planner or Supplier member of MPI for at least 5 years.Current President, Immediate PastPresident, and President Elect are not eligible for this award.* Supplier of the Year: Presented to a DFW supplier member for outstanding continuous contributions to the Chapterand meeting industry. This person in their professionalism and dedication furthers the aims of MPI and its members, ourChapter and our vision. The selection of the award is also based on a history of accomplishments in our industry as wellas to meeting management and this person serve as a role model for other suppliers, as well as a leader in meetingmanagement. This member should have continuously contributed his or her time, energy and experience to the MPI DFWchapter with at least 5 years of continuous service to the chapter.Past Supplier of the Year award recipients are eligible to receive this award again. A change in a members membershipcategory status from Planner to Supplier or Supplier to Planner will not change their eligibility for the award, provided theyhave been a Planner or Supplier member for at least 5 years. And a move from one chapter to another chapter will notchange eligibility for this award, provided the nominee has been a Planner or Supplier member of MPI for at least 5 years.Current President, Immediate PastPresident, and President Elect are not eligible for this award.* Rising Star: Presented to a new member of the DFW Chapter who has not been a member for more than 4 years andexhibits strong sense of initiative on behalf of the meetings industry and the Chapter. This individual shows promise as afuture leader of the Chapter through commitment and willingness to devote his or her energies to the Chapter and itsvibrancy. Past award recipients are not eligible to receive this award again.Membership Recruitment of Excellence: Presented to a DFW Chapter member in good standing whorecruits the most new members in a year, beginning June 1 through May 31 each year. This award is basedon the Chapter records, with new members having indicated the nominee as the recruiting member on theirapplication. This award will be presented at the annual Membership Program, generally given in July.Revised April 2013 Page 11

* Mentor of the Year: Presented to a DFW Chapter member who displays the unique ability to lead, guideand teach others with enthusiasm and who has made a significant contribution in guiding a DFW chaptermember(s) professionally.* Chapter Committee of the Year: Presented to a DFW Chapter committee that has made a significantcontribution to the chapter between June 1 and May 31 of each year. Members and chairs of a committee arenot allowed to self-nominate their own committee.Monthly Program of the Year: Presented to the Monthly Program Chair and Committee members whoseMonthly Program had the highest scores between June 1 and May 31 of each year. Up to 3 Finalists and thewinner will be determined by scores from monthly program evaluations.Venue of the Year: This award is presented to the Venue who had the highest Venue survey scoresamongst the monthly programs between June 1 and May 31 of each year. Up to 3 Finalists and the winner willbe determined by scores from monthly program evaluations.Chapter Event of the Year: This award is presented to the Event Chair and Committee members for a wellorganized and skillfully executed Chapter event that made a significant positive impact on the attendees, ourChapter and/or our local community. Up to 3 Finalists and the winner will be determined by the DFW ChapterBoard of Directors.Strategic Partnership of Excellence: Presented to a DFW Chapter member who has made significant contributions tothe chapter either by cash sponsorships, in-kind sponsorships and/or whose strategic efforts has resulted in outstandingadvancement of the DFW chapter . For any cash or in-kind donations, it should be taken into consideration the ratio ofthe partners contributions as it relates to the size of their company or organization. Up to 3 Finalists and the winner willbe determined by the DFW Chapter Board of Directors after reviewing the members strategic partnership involvementand participation.* Volunteer Member of the Year: Presented to a MPI DFW member who has consistently and significantly contributed tothe chapter and has volunteered his or her services time-after-time to the service of the chapter on a continuous basis.This person is always willing to help when asked or even volunteers without being asked. Their active dedication,enthusiasm and numerous hours of volunteerism has demonstrated unparalleled commitment to the advancement of ourchapter. This award is open to any chapter member in good standing. The current Board of Directors is not eligible toreceive this award during their term.Nominations, Finalists Selection & Judging for Awards of Excellence:The Awards Committee will manage the selection of the annual Awards of Excellence recipients and the actualphysical awards. The Awards Committee will prepare and submit an RFP to vendors for all awards associatedwith the annual Awards Program, no later than 6 months prior of the associated year. The RFP should definethe specific awards needed on prior years awards. Awards are to be consistent from year to year. Finalselection of awards must be made by two months prior the annual Awards Program.The Awards Committee Honorary Co-Chairs will be the prior year Planner and Supplier of the Year for theChapter. The Awards Committee will consist of the Planner of the Year for the past 3 years, Supplier of theYear for the past 3 years, the Presidents of the Board of Directors for the immediate past 3 years and 4 otheractive chapter leaders and/or past presidents as chosen by the Honorary Co-Chairs of the Awards Committee.Awards Committee members must be current chapter members in good standing and cannot be a currentBoard Member, except Immediate Past-President. Awards Committee Members are not eligible for nominationof any award judged by this committee during the time that they serve on this committee.Nominations Process for Awards of Excellence:With the exception of the awards explained earlier in the Awards of Excellence section that are determinedby the Board of Directors or by monthly program scores, the Nominations Process for the remaining Awards ofRevised April 2013 Page 12

Excellence is as follows:· Call for Nominations will be distributed to the entire DFW Chapter membership via e-mail and will beposted on the Chapter website at least two months prior to the annual Awards Program.· Nominations are accepted via online submission and checked for qualifications by the AwardsCommittee.· The Chapter Administrator will provide the Awards Committee with a complete list of Chapter Membersto aid the committee in determining nominee qualifications.· Nominations will only be accepted on an Official Nomination Form only.· This Official Nomination Form will include the awards qualifications, criteria and guidelines fornominations.· The Official Nomination Form and awards qualifications are to be designed by the VP of Leadershipand approved by the Board of Directors.· The Nominee may assist the Nomination Submitter in completing only the Background Data section ofthe nomination form.· Nomination Submitters may nominate more than one candidate.· No self-nominations are permitted and will be disqualified from the nomination entries.· No partial nomination forms will be accepted and all nominations must be received by the publisheddeadline date.Finalists and Award Winners Selection Process:· The Awards Committee will review all nominations and remove any non-qualified nominations.· All eligible nominees will be notified by the Awards Committee and asked to complete a standardizedAward Nominee Information Form.· All nominations and supporting materials will be distributed to the Awards Committee for judging. TheAwards Committee will review each nomination individually and rate each nomination based on theinformation provided and how well it meets the specified criteria.· The Awards Committee will select up to three (3) Finalists and one Winner in each of the followingcategories: Planner of the Year, Supplier of the Year, Rising Star, Mentor of the Year, ChapterCommittee of the Year and Volunteer Member of the Year.· Awards Committee Members are not eligible for nomination of any award judged by this committeeduring the time that they serve on this committee.· The Board of Directors will select up to three (3) Finalists and one winner in each of the followingcategories: Chapter Event of the Year and Strategic Partnership of Excellence.· Up to 3 Finalists and one Winner will be determined by scores from monthly program evaluations forProgram of the Year and Venue of the Year.· Up to 3 Finalists in all award categories will be announced prior to the awards presentation.· The Awards Committee will inform the awards supplier of the winning names.· The Awards Committee will provide sealed envelopes with winning names to the Awards ProgramChair and all winning names will be kept confidential until awards are presented at the AwardsProgram.The Awards Committee shall correspond with each of the Finalists immediate supervisor inviting them toattend the Awards of Excellence presentation program. The 3 Finalists for Strategic Partnership of Excellencewill be provided with one complimentary admission to the DFW Chapters Awards of Excellence presentationprogram. No other Finalists will be given complimentary admission.Other Chapter Awards:Revised April 2013 Page 13

*President’s Awards: The Chapter President presents these awards entirely at his/her discretion toindividuals or companies who have provided exceptional support to the President during his/her term. Thissupport can be in the manner of goods/services relating to the chapter and/or the support can be of a personalor direct contribution, and/or to an individual or entity that provided exceptional volunteer contributions to theChapter. The Presidents Awards are presented at the annual Awards Program.Circle of Commitment: Members in good standing with MPI D/FW Chapter will receive a Circle ofCommitment pin in honor of their milestone years of service to this organization. The Circle of Commitmentpins are presented on an annual basis as determined by the membership committee. See MembershipProcedures for further definition.Chapter Scholarship Awards: The Chapter Scholarship Awards provides funds/scholarships to MPI D/FWChapter members (in good standing) seeking educational opportunities toward further professional growth.Chapter Scholarship funds are generated from the sale of tickets for a drawing at each monthly chaptermeeting and thus are supported solely by local chapter members and their guests. See the ChapterScholarship section of these Policies and the Financial Department Procedures for additional informationregarding this award.MPI D/FW Spirit Award: The MPI D/FW Spirit Award is to be awarded to a Chapter member who does anoutstanding job on a special project, serving on a committee, or providing some similar volunteer service to theChapter. The award is to be given to a member in good standing on a merit basis, regardless of timing. This isnot a monthly award. More than one recipient may receive the award in any given month, if warranted. Theaward may not be given for several months, if not warranted.Potential award recipients may be nominated by any member of the Chapter by submitting the nomination inwriting to the Vice-President of Membership, including the reason for nomination. There is no minimummembership period to qualify. Members of the Executive Committee do not qualify. Board of Directormembers may qualify if the award is being given for service prior to board tenure.The VP of Membership will be responsible for presenting nominees to the Executive Committee on a periodicbasis for consideration. The Executive Committee will vote to determine the award recipient. The nomineewith the most votes shall receive the award. In the event of a tie, a re-vote may be taken, or both nomineesmay receive the award, based on the outcome of the Executive Committees decision. The award will bepresented to the recipient at a regularly scheduled Chapter meeting, and will be presented by the VPMembership or his/her designee.A non-member may receive the award on a rare, exception basis. The exception must be recommended by asimple majority of the Executive Committee, and approved by a 2/3 majority vote of the Board of Directors.The Industry Certification Award of Excellence: In an effort to raise awareness of the benefits of becominga CMP and/or CMM, and to recognize those who continually champion the cause of these designations, theMPI D/FW Chapter created this award. This award is given during the annual CMP/CMM Breakfast or theChapters July Membership monthly program. The Awards Committee consists of all of the past recipients ofthe award, with the immediate past recipient serving as the chair.MPI and Lifetime & Honorary Membership Award: This award is determined by rules which are set andadministered by MPI International. Upon request, consideration shall be given by the MPI Board of Directorsfor life and honorary memberships to qualified candidates. Honorary members will include, but not be limitedto, charter members published as a part of the 1972 MPI Membership Directory. These charter membersreceive complimentary membership annually, including full membership benefits. The MPI Board of Directorsmay also bestow a one-time, honorary membership upon other persons, as they deem acceptable with nobenefits of membership. To be a Life Member of MPI, a qualified candidate must be fully retired and an MPImember in good standing for at least twenty (20) consecutive years, during which a commitment wasdemonstrated to the meeting industry. Life members will be recorded as such and receive a complimentaryRevised April 2013 Page 14

membership annually with full membership benefits. They will also receive appropriate public recognition by acertificate of membership status immediately upon being named a Life Member.Chapter’s Hall of Honor Award: This award is intended to be one of the highest of all Chapter awards. TheBoard of Directors vote for a certain individual(s) to be recognized for his/her outstanding lifetime achievementand service to the Chapter and this person(s) is inducted into the Chapters Hall of Honor at the annual AwardsProgram.International Awards: International Awards shall also be the responsibility of the Awards Committee, withinput from the President.Special note – the nomination can only be submitted to International if the nominee agrees to havinghis/her name placed in nomination. The Chapter cannot nominate an individual for an International Awardwithout the nominees permission.COLLATERAL DISTRIBUTION POLICYChapter members and guests are not allowed to bring and/or distribute collateral material other than businesscards to any chapter event, be it a monthly meeting, special event, networking event, stand alone event etc.Anyone violating this policy will be asked to leave by a BOD member and the collateral will be confiscated. Aletter stating this policy violation will then be sent to the individual(s) with a copy being kept on file at thechapter office. Anyone that violates this policy a second time will be banned from chapter events for 6 monthstime.CHAPTER ALCOHOL POLICYMPI D/FW recognizes and supports the many legitimate uses of alcoholic beverages in the process ofconducting our business and social activities. As a chapter, we also recognize that the use and consumption ofalcohol at our functions carries with it the requirements to consume those beverages responsibly and inkeeping with our professional code of ethics and conduct. We strongly oppose the abuse and misuse ofalcohol. We further support those efforts that seek to inform our members of the issues concerning alcohol useand in offering assistance to any members seeking further information and/or assistance either personally orprofessionally.MAIL LIST SALES POLICIESThe sale of membership mail lists shall be permitted to members and non-members for the established feesapproved by the Board of Directors, unless the Board of Directors approves a special distribution of mail listswhen the cause benefits the membership. All fees must be paid in advance.MEETING EVENT WEB SITE CALENDAR AND REGISTRATIONThe following applies to event information that is to be placed on the web site calendar, and when required asit relates to web site registration.Calendar InformationAll events that are to be placed on the calendar, excluding monthly programs, must be received by theCommunications Department and the Chapter Office no later than thirty (30) business days prior to release tothe general membership. Monthly meetings information should be made available at least forty-five (45) daysin advance. Most Chapters have a minimum of six (6) months data on their web site many have the entireyear.The copy sent to the Website Manager and the Chapter Office must be approved by the Marketing Committeeand sent via the VP of the Department initiating the event, not the Committee Chair for the project.Revised April 2013 Page 15

Web Site RegistrationAll events requiring on-line registration, excluding monthly programs, must be received by the WebsiteManager and the Chapter Office no later than thirty (30) business days prior to release to the generalmembership.The registration close date must be approved by the Chapter Office before copy is submitted to theMarketing Committee. The copy sent to the Website Manager and the Chapter Office must be approved by theMarketing Committee and sent via the VP of the Department initiating the event, not the Committee Chair forthe project.Adherence to these policies in mandatory. On-Line registration will not take place unless the approval hasbeen secured. It is the responsibility of the departmental VP to ensure these policies have been followed. donot allow committee chairs to make these decisions without VP supervision and seeking appropriateapproval.Chapter Career Center: Our Chapter web based Career Center will be available to members only for postingresumes; both members and non-members can post job offerings that would benefit our membership.In instances where these Policies conflict with the Chapter's Bylaws, the Bylaws shall supersede thesePolicies.Revised April 2013 Page 16