MEETING PROFESSIONALS INTERNATIONAL FOUNDATION POLICY MANUALMarch 2021
ARTICLE IMEETING PROFESSIONALS INTERNATIONAL FOUNDATIONSECTION 1. Meeting Professionals International Foundation (MPI) is an Illinois not-for-profit
corporation and a registered in the State of Illinois. The corporation may have other offices inside oroutside of the State of Illinois.
SECTION 2. LOCATION: The central business office of MPI Foundation is located at 2711 LBJ
Freeway, Suite 600, Dallas, TX 75234-7349.
ARTICLE II
FOUNDATION PURPOSEPURPOSE: The Foundation is a not-for-profit organization that shall fund grants, scholarship and panindustry research in support of the global meeting and event industry.
MISSION: The Foundation funds education and pan-industry research that drives the success of
meeting professionals.
ARTICLE III
MPI FOUNDATION GLOBAL BOARD OF TRUSTEESSECTION 1. Global Board of Trustees:
1.1

AUTHORITY & RESPONSIBILITY: The authority and responsibilities of the MPI Foundation
board are as stated in the bylaws.

1.2

COMPOSITION:
The Board of Trustees shall consist of no less than twenty (20) and no more than twenty-five(25) voting trustees (“Trustees”) elected in accordance with these Bylaws and such policies as
may be adopted by the Board of Trustees. Trustees shall be elected by the board of directors(“MPI Board”) of Meeting Professionals International, a nonprofit organization organized under
the laws of Illinois (“MPI”). In addition to such Trustees, the President/CEO of MPI and the
Executive Vice President shall be ex officio members, without vote, of the Board of Trustees.

SECTION 2. OFFICERS:
2.1

Officers of the Foundation, other than the Executive Vice President, consist of Chair, ChairElect, Immediate Past Chair and three (3) vice chair.

2. 2

DUTIES OF OFFICERS:
2.2.1

CHAIR: The Chair of the board of Trustees is the principal elected officer and shallpreside at all meetings of the Board of Trustees. The Chair shall serve as member, exofficio, of all committees. The Chair shall perform all duties incident to the office of thechair and such other duties as may be assigned by the Board of Trustees. The Chair
will assume the duties of Immediate Past Chair on January 1 following his or her term as
Chair.
a) Solicit International Board of Directors to become donors of the Foundationb) Determine and solicit high-value net-worth individuals to become donorsc) Follow-up on reporting and gratitude for GBOT members and donors

2.2.2 CHAIR-ELECT: The Chair-Elect of the Board of Trustees shall perform such duties as
may be prescribed by the Chair, Executive Committee and/or the Board of Trustees.
a) Establish a framework to target high-value net-worth individualsb) Target and cultivate high-value net-worth individualsc) Provide updates on targets and fund development of those individuals
2.2.3 IMMEDIATE PAST CHAIR: Serves as a voting member of the Board of Trustees as wellas on the Executive Committee. Performs such duties as may be prescribed by the
Chairman/Chairwoman, Executive Committee and/or Board of Trustees.
a) Develop a strategy and engage with GBOT and IBOD leadership council
2.2.4

VICE CHAIR OF FINANCE: The Vice Chairman/Chairwoman shall perform such duties
as assigned to the individual Vice Chairman/Chairwoman by the Chairman/Chairwomanof the board and serve on the Executive Committee of the Board of Trustees.

a) Develop reporting of financials and forecasts including chapter giving.
b) Provide in-kind, chapter giving, individual, events, cash funds raised, restricted vs.
unrestricted, etc. reports in a timely manner.
2.2.5

VICE CHAIR OF PROGRAMS: The Vice Chairs shall perform such duties as assigned
to the individual them by the Chair of the board and serve on the Executive Committeeof the Board of Trustees.

a) Improve the Scholarships and Grants process and ensure requests for grants andscholarships are reviewed properly from the Global Board of Trustees.
b) Raise awareness of the grants and scholarships available through the Foundation toensure a healthy pipeline for applicants.
c) Raise awareness of grant funding available (major and chapter).
2.2.6

VICE CHAIR DEVELOPMENT: The Vice Chair shall perform such duties as assigned tothe individual Vice Chair by the Chair of the board and serve on the Executive
Committee of the Board of Trustees.

a) Develop reporting cadence with MPI’s sales team to update pipeline.
2b) Develop a plan of target lists working with Executive Director using the trustees for
influence breakdown by segment.
c) Work with the Global Board of Trustees to develop goals, target lists and reportprogress.
d) Share lists of MPI sales team territories and maps.
2.2.7

VICE CHAIR OF CHAPTERS: The Vice Chair shall perform such duties as assigned tothe individual Vice Chair by the Chair of the board and serve on the Executive
Committee of the Board of Trustees.

a)
b)
c)
d)

Identify ways to promote the MPI Foundation and its importance to our community.
Identify initiatives to increase chapter giving to the Foundation.
Report on initiatives and progress against targets.
Work with Immediate Past Chair to engage chapter leaders, immediate past presidents,
and create an advisory council to increase chapter contributions.
ARTICLE IV
FINANCESECTION 1. FISCAL YEAR: The fiscal year of the Foundation will be the calendar year unlessotherwise prescribed b the Board of Trustees and any necessary Internal Revenue Service approval as
required.
SECTION 2. EXPENSE POLICY
1. Scope. This expense policy applies to Global Board of Trustees (Directors) of Meeting
Professionals International Foundation.
2. Expense Limitations and Cost Sharing. All expenses reimbursed under this expense policy must bewithin budgetary guidelines. Directors are expected to share in the expenses of volunteer
participation. The chair of the Global Board of Trustees shall individually consult with Directors at
the beginning of each Director’s term regarding their ability to share in these expenses, andexpenditures shall be planned accordingly.
These expense limitations and cost sharing
expectations shall limit all reimbursement described below.
3. Travel. MPIF will pay the travel costs for Directors to attend regular Board meetings, and othermeetings authorized by MPIF (“Authorized Meetings”). Two of such meetings are typicallycoordinated with Meeting Professional International conferences.
3.1.

The total reimbursement for round-trip travel for each Director to attend an Authorized
Meeting is limited to:• $400 USD for travel within the United States• $400 USD for travel within Canada, Mexico, or Europe• $500 USD for travel between the U.S. and Canada or Mexico• $1,000 USD for intercontinental travel
If pre-approved by the MPIF VP Finance, additional expenses up to $500 USD may bereimbursed for domestic or international economy air travel. The pre-approvals for
additional expense will be turned around within 24 hours during the business week bysending to an email to mpifoundation@mpi.org.

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4.

3.2.

Air travel will be reimbursed only at the cost of a coach class ticket. The cost of
upgrades are not reimbursable. Charges for airline ticket changes for penalty-imposed
tickets are not reimbursable unless authorized by the MPIF VP Finance.

3.3.

If pre-approved, expenses for travel by rail will be reimbursed (if it is the mosteconomical means of transportation).

Lodging. Directors will be reimbursed for costs of lodging at hotels at which MPIF has
negotiated "best available", meeting or other group rates. When possible, MPIF will negotiatecomplimentary room rates to defray expenses. Lodging will only be approved for the number ofnights authorized in connection with each Authorized Meeting (normally two nights).
4.1.

In the event a Director extends the hotel stay to provide a cost savings on air travel,
MPIF will reimburse the Director for the additional room night(s) and meal expense(s).
This provision will be handled on a case-by-case basis in advance of the meeting dates.
Justification of cost savings must be presented in writing to MPIF VP Finance tompifoundation@mpi.org by the Director before travel arrangements or hotel reservations
are booked.

4.2.

Expenses for one additional night’s lodging will be reimbursed for Directors who musttravel internationally.

5.

Meeting, Meal and Entertainment Costs. MPIF will arrange for meeting space and group meals.
MPIF will also arrange for any entertainment elements of Authorized Meetings. No expenses
will be reimbursed to Directors for expenses of meetings, meals, or entertainment unlessexpressly pre-approved by the MPIF VP Finance in writing to mpifoundation@mpi.org .

6.

Expenses Not Eligible for Reimbursement. Expenses that are not reimbursable include:• Food and beverages, other than group meals that are part of the meeting• Car rental (unless it is the most economical means of transportation to the meeting site)• Bag or checked luggage fees (unless documentation is provided that such fee is incurred inconnection with purchase a lower fare in the same class of air travel and the difference
exceeds the fees)• Extraneous limousine service• Parking• Conference registration fees
• Personal telephone calls• Laundry/dry cleaning services• Fees for recreational or health facilities such as spa, fitness center, golf course, etc.
• Fees for in-room movies, mini-bar, video games and high-speed internet use• Expenses of a spouse or guest• Tips or other gratuities (unless connected with transportation)• Personal expenditures of any nature• Other incidental expenses (unless approved in advance by MPIF VP of Finance)

7.

Submission of Expenses. All expenses to be reimbursed under this expense policy must be
documented. Expenses should normally be submitted within thirty (30) days of the Authorized
Meeting. Expenses submitted for reimbursement after such time may not be eligible forreimbursement. All reimbursement requests together with documentation should be submitted
through the automated expense management system Deem.

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ARTICLE V
MISCELLANEOUS
SECTION 1. GRANT MAKING
1. PURPOSE: This Grant Making Policy (“Policy”) applies to all grant payments made by Meeting
Professionals International Foundation (the “Foundation”), other than grants to individuals forscholarship or other purposes. The purpose of this Policy is to establish procedure for verifying that
grant funds distributed by the Foundation will be used solely for charitable purposes consistent with
the Foundation’s status as a tax-exempt 501(c) (3) organization prior to the delivery of grant funds
and to ensure that grant funds are distributed by the Foundation in accordance with its statedmission.
This Policy is a supplement to, and shall not supplant in any way, the governing provisions andrestrictions contained in the Foundation’s Articles of Incorporation and Bylaws or the requirements
imposed on the Foundation’s activities by applicable law.
The Foundation’s mission is to fund education and pan-industry research that drive the success of
meeting professionals. The Foundation intends to provide funding and financial support to any
program that furthers this mission and is offered by either (1) an organization which is described in
section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the “Code”), or (2) anorganization which is not described in section 501(c)(3) of the Code but uses such funding andfinancial support for the foregoing charitable mission. The Foundation will make decisions
regarding grant proposals based upon the needs and/or programs of the grantee and theirfulfillment of the mission and purposes of the Foundation. The Foundation does not intend tobenefit, through its funding or support, any private person or group of persons. In addition, theFoundation does not intend to make any direct or indirect expenditures for lobbying or politicalactivities.
2. GRANT MAKING PROCEDURES:
2.1

Grant Application Materials
Organizations seeking grants from the Foundation should request a grant applicationfrom the MPI Foundation website by electronic means. A grant applicant is required tosubmit a grant application, which may include the following information:
•
•
•
•
•
•
•

2.2

The organization’s name and contact information,
The amount requested,
The purposes of the grant,
The anticipated outcomes of the grant,
The persons or communities served by the grant,
The determination letter from the Internal Revenue Service stating that theorganization is tax-exempt under section 501(c)(3) of the Code (or equivalent
document based on applicable non-U.S. law), andThe organization’s most recently filed Form 990 (or equivalent annual filing based on
the applicable country-specific requirements).

Grant Process
Completed grant applications should be submitted to the MPI staff by electronic means.
The Executive Director of the Foundation will conduct an initial review of the grantapplication and will follow up with potential grantees regarding their grant applications(i.e., send acknowledgement letters, letters requesting additional information, etc.). The
Foundation will review the completed grant applications. The Grants and Scholarship
Committee may approve grant proposals up to $5,000 without further approval. The
Executive Committee of the Global Board of Trustees may recommend grant proposals
5more than $5,000 to the Global Board of Trustees of the Foundation (the “Board”). At
each Board meeting, the Board will review, discuss and approve or reject completed
grant proposals presented to the Board by the Executive Director of the Foundation, as
recommended by the Executive Committee. All grants approved by the Grants andScholarship Committee or the Board, as applicable, must meet the requirements set
forth in this Policy. The Foundation will follow up with applicant organizations regardingwhether their grant application has been approved or rejected.
2.3

Grant Delivery
Following approval of a grant proposal by the Grants & Scholarship Committee or the
Board, the Foundation will send a grant agreement letter substantially in the form
attached to this Policy to the organization. The grant agreement letter shall provide,
among other things, that all grant funds awarded by the Foundation will be expended by
the organization exclusively for purposes/activities that are consistent with the mission of
the Foundation and the purpose of the Foundation as described in section 501(c)(3) ofthe Code and the accompanying Treasury Regulations. Under no circumstances shallthe Foundation make a payment of grant funds to an organization prior to thatorganization’s execution of the grant agreement. Upon receipt of a signed grant
agreement, the Foundation shall promptly deliver the grant payment to the organization.

2.4

Supervision Over Grants
Grantees will be required to provide a written report to the Foundation concerning the
grantee’s activities and use of funds at the end of the grant period. If the grant is for aterm longer than one-year, periodic written reports will be required at least annually. Any
funds not expended for the award must be returned to the Foundation for use infurtherance of its mission and the charitable purposes of the fund under which suchaward was made. Upon completion of the undertaking for which the grant was made,the grantee should submit a final report or other verification describing the grantee’s
accomplishments with the grant along with testimonials and other requirements ofreceiving the grant and accounting records for the funds received under the grant.

3. INVESTIGATION AND RECOVERY OF DIVERTED FUNDS:
Where the reports submitted, or other information (including the failure to submit reports) indicatethat all or any part of a grant is not being used in furtherance of the purposes of such grant, theFoundation is under a duty to investigate. While conducting its investigation, the Foundation shallwithhold further payments to the extent possible until any delinquent reports required under theforegoing provisions of this Policy have been submitted.
If the Foundation learns that all or any part of a grant is not being used in furtherance of the
purposes of the grant, the Foundation shall take all reasonable and appropriate steps to recover the
grant funds and/or ensure restoration of the diverted funds to the purposes of the grant. If such adiversion occurs and the grantee has not previously diverted grant funds to any use not in
furtherance of the purposes of the grant, the Foundation shall withhold any further payments to the
grantee until it has received the grantee’s assurance that future diversions shall not occur and shallrequire the grantee to take extraordinary precautions to prevent future diversions from occurring.
Where a grantee has previously diverted grant funds received from the Foundation and theFoundation determines that any part of a grant has again been used for improper purposes, theFoundation shall take all reasonable and appropriate steps to recover the grant funds and/or ensure
restoration of the diverted funds to the purposes of the grant. In such case, the Foundation shallwithhold further payments until: (1) the diverted funds are in fact recovered or restored; (2) theFoundation has received the grantee’s assurances that future diversions will not occur; and (3) theFoundation requires the grantee to take extraordinary precautions to prevent future diversions fromoccurring.
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The phrase “all reasonable and appropriate steps,” as used above, shall include legal action whereappropriate, but need not include legal action if such action would probably not result in thesatisfaction of execution on a judgment. In the event the Foundation is awarded judgment inrelating to matters in this section, all fees and expenses including, but not limited to, legal fees,
court fees, and travel expenses, shall be paid to the Foundation by the grantee.
4. RECORDKEEPING REQUIREMENTS:
The Foundation shall retain the following records in connection with all grants awarded pursuant tothis Policy: (a)name, address, and other contact or identifying information of each grantee; (b)amount and purpose of the grant; (c) all information that the Foundation relied on the evaluate thegrant; (d) a copy of the grant agreement and/or the basis upon which the grant was awarded; (e)information regarding any relationship between the grantee and any officer, director, employee, or
substantial donor of the Foundation; and (g) reports submitted by the grantee on the use of the
grant funds and any additional information the Foundation obtains in complying with its grantsupervision procedures. (SEE ATTACHMENT)SECTION 2: SCHOLARSHIPS
1. SCOPE AND INTENT:
Meeting Professionals International Foundation (the “Foundation”) from time to time administers
funds that provide scholarships to individuals for certain purposes (collectively, “Scholarships”),
including those described below.
Professional development scholarships, which provide funding to support a class, course, or
certificate that advances an industry member or student’s professional development in themeetings and events industry.
Conference scholarships, which provide funding to support an industry member or student’s
attendance at a meetings and events industry conference.
Academic scholarships, which provide funding to support an industry member or student’s
tuition in a hospitality and/or tourism-related institution of higher learning.
Membership scholarships, which provide funding to support an industry member or student’s
membership in Meeting Professionals International.
The Foundation has established the following “Scholarship Policy and Procedures” (the“Scholarship Policy”) pursuant to which Scholarships will be awarded by the Foundation. The
Scholarship Policy shall be interpreted to ensure the Foundation’s compliance with all applicablerequirements of the Internal Revenue Code (the “IRC”), accompanying Treasury Regulations,and guidance from the Internal Revenue Service. This Scholarship Policy may be amended
from time to time by the Foundation’s Board of Trustees in its discretion.
2. SELECTION PROCESS
2.1

Nondiscriminatory Policy and Recipient Eligibility
The Foundation shall award all scholarships under this Policy using an objective andnondiscriminatory selection process approved by the Foundation in advance ofmaking awards. The group from which scholarship recipients are selected must be
sufficiently broad to constitute a charitable class. Selection from such a group is notnecessary where, considering the purposes of the scholarship, selection is based on
the exceptional qualifications of the recipient(s) to carry out the scholarship purposes
or it is otherwise evident that the selection is particularly calculated to effectuate thecharitable purpose of the scholarship rather than to benefit particular persons or a7particular class of persons. In no case, however, shall the selection of scholarship
recipients be calculated to benefit predetermined individuals, although it may bedesigned to benefit members of a minority group or a pool of individuals who meetcriteria reasonably related to the charitable purposes of the scholarship, so long as
not in violation of public policy.
In selecting scholarship recipients, the Foundation shall not take into account acandidate’s employment relationship with any person. No scholarship or award
covered by this policy may be awarded to any member of the Foundation’s Global
Board of Trustees, the selection committee (if applicable), or any other disqualified
person as defined in IRC Section 4958(f) of the Code.
2.2

Criteria for Selection
The criteria the Foundation shall use in selecting scholarship recipients must be
based on criteria that are appropriate to accomplishing the underlying purposes ofthe scholarship. Preference may be given to applicants of a sex, race, ethnic
background or religion so long as such preference does not violate public policy.
Each scholarship will be awarded based on factors such as tenure with MPI as amember, volunteerism with MPI, engagement in the industry/profession, impact,
and/or financial need. Applicants will be assessed through a rubric or other scoringmechanism applicable to each type of scholarship.
Preference may be given to certain applicants over others where a participant mustbe accepted into the program and the applicant has already applied or been
accepted into such a program. For scholarships resulting from specific donors(restricted), additional criteria may be placed on award recipients, such as university
affiliation, status as student, and membership with MPI, etc.
The eligibility requirements, selection criteria, and scoring rubric for each type ofscholarship will be developed by Foundation staff, considering any donor-imposed
restrictions, and approved by the Grants and Scholarships Committee (described
below).

2.3

Scholarship Selection Committees
The Foundation shall establish and maintain committees to act as stewards of theFoundation’s scholarships funds and to ensure that the original intent of eachscholarship fund is carried out. Each such committee will be charged with theevaluation of applicants for scholarships pursuant to this Scholarship Policy.
The Grants and Scholarships Committee shall be charged with oversight of theFoundation’s scholarship selection process. It shall review and approve eligibility
and selection criteria (including the applicable scoring rubric) for each type ofscholarship and shall be authorized to approve scholarships from funds of $1,000 or
more. Members of the Grants and Scholarships Committee shall be appointed
annually by the Foundation’s Vice Chair Programs, in consultation with theFoundation’s Executive Director. The following individuals are eligible to serve on
the Grants and Scholarships Committee: current Global Board of Trustee members,
one representative from the International Board of Directors and one member of theDiversity and Inclusion Committee, if that committee has been commissioned by theInternational Board of Directors’ Chair, and members of the Foundation staff. The
Grants and Scholarships Committee will meet as needed.
The Foundation Staff Committee shall be authorized to approve scholarships fromfunds of up to $1,000 upon consultation with appropriate Foundation departments.
Members of the Foundation Staff Committee shall be appointed annually by the8Executive Director of the Foundation from among the Foundation’s staff.
Foundation Staff Committee will meet as needed.

The

Every member of a selection committee charged with the evaluation of candidates
for scholarships shall adhere to the relevant policies of the Foundation as they may
be adopted and amended from time to time, including without limitation theFoundation’s Conflict of Interest Policy. All committee members must evaluate
applicants without bias and conflict of interest and make selection approvals basedon the established specific selection criteria for each scholarship and scoring rubric.
To that end, every member of any selection committee charged with the evaluationof candidates for scholarships shall be obligated to disclose any personal knowledgeof and relationship with any potential recipient under consideration and to refrainfrom participating in the award process in a circumstance where he or she would
derive, directly or indirectly, a private benefit if any potential recipient or recipientsare selected over others.
2.4

Approval by Foundation
Foundation staff will screen scholarship applications to confirm that prospective
recipients meet the eligibility criteria for the scholarship and to ensure that all
requested information has been provided by the applicants. Only completed
applications from eligible applicants will be submitted to the applicable selection
committee for review.
The Grants and Scholarship Committee or Foundation Staff Committee, asapplicable, will assess the completed applications and select scholarship recipients
based on the applicable selection criteria and scoring rubric. The committee will thenforward the results of its assessments to Foundation staff, indicating how thecommittee ranked applications and which applications were approved for scholarshipawards. Along with the scholarship approvals, the committee chair shall return asigned verification confirming that the Foundation’s conflict of interest procedures
was followed and that none of the individuals selected as a scholarship recipient isrelated to any member of the selection committee.

3. SOLICITATION OF APPLICANTS AND APPLICATIONS
3.1

Solicitation of Applicants
Available scholarships will be declared on the MPI Foundation website. The
channels of social media, email marketing, chapter leader newsletters, and MPI
chapter networks will provide regular updates of scholarship availability to potential
applicants

3.2

Application and Nomination Process
Applicants for Scholarships shall be required to submit such application forms andsupporting materials as the Foundation may deem appropriate on a schedule to be
determined by the Foundation.

4. NOTIFICATION OF SCHOLARSHIP RECIPIENTS
After the Foundation has given final approval of scholarship recipients, the Foundation staff
shall notify the recipient of the scholarship or award by letter (email). The award letter shallspecify the amount of the scholarship, the terms and conditions of the scholarship (as set forthin Section V below), and any reporting requirements and the date(s) by which the recipient mustcomply with the reporting requirements (as set forth in Section V below).

95. SUPERVISION OVER SCHOLARSHIPS
To the extent possible, Scholarships shall be paid by the Foundation directly to the educational
institution or other organization providing the program for which the applicant is seeking funding.
A scholarship may be used only for: membership in MPI, program or conference registration
and related travel and accommodations, and/or school tuition, unless otherwise stated throughdonor-restricted qualifications. Scholarship recipients shall be required to comply with reporting
requirements as may be specified by the criteria for a Scholarship. Such reporting may include,
but is not limited to, receipts where reimbursements of funds are requested; proof of attendance
at industry or academic events; and personal statements related to their scholarship.
Scholarship recipients will be required to acknowledge the Foundation through written, digital orrecorded testimonials. The Foundation shall determine appropriate method of
acknowledgement. Acknowledgement MUST occur within fiscal year of receipt of award.
As a condition of the Scholarship, recipients will be required to agree that the Foundation retains
rights to use likeness, testimonials (written, audio, or video), and all photography associatedwith promoting and acknowledging their awards.
6. INVESTIGATION AND RECOVERY OF DIVERTED FUNDS
Where the reports submitted, or other information (including the failure to submit reports)
indicate that all or any part of a scholarship is not being used in furtherance of the purposes ofsuch scholarship, the Foundation is under a duty to investigate. While conducting its
investigation, the Foundation shall withhold further payments to the extent possible until any
delinquent reports required under the foregoing provisions of this Scholarship Policy have been
submitted.
If the Foundation learns that all or any part of a scholarship is not being used in furtherance ofthe purposes of the scholarship, the Foundation shall take all reasonable and appropriate steps
to recover the funds and/or ensure restoration of the diverted funds to the purposes of thescholarship. If such a diversion occurs and the recipient has not previously diverted scholarshipfunds to any use not in furtherance of the purposes of the scholarship, the Foundation shallwithhold any further payments to the recipient until it has received the recipient’s assurance that
future diversions shall not occur and shall require the recipient to take extraordinary precautions
to prevent future diversions from occurring.
Where a recipient has previously diverted scholarship funds received from the Foundation andthe Foundation determines that any part of a scholarship has again been used for improper
purposes, the Foundation shall take all reasonable and appropriate steps to recover thescholarship funds and/or ensure restoration of the diverted funds to the purposes of thescholarship. In such case, the Foundation shall withhold further payments until: (1) the diverted
funds are in fact recovered or restored; (2) the Foundation has received the recipient’s
assurances that future diversions will not occur; and (3) the Foundation requires the recipient totake extraordinary precautions to prevent future diversions from occurring.
The phrase “all reasonable and appropriate steps,” as used above, shall include legal action
where appropriate, but need not include legal action if such action would probably not result inthe satisfaction of execution on a judgment.
7. RECORDKEEPING REQUIREMENTS
The Foundation shall retain the following records in connection with all scholarships awarded
pursuant to this Scholarship Policy:
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7.1

All information that the Foundation relied on to evaluate the qualification of potential
recipients

7.2

The name, address and other contact or identifying information for each recipient

7.3

Any information on the relationship of any recipient to the Foundation, or to a
director, officer, or employee of the Foundation

7.4

The amount and purposes of each scholarshipf

7.5

A copy of the letter notifying the recipient of the scholarship; and7.6

Any additional information the Foundation obtains in complying with its scholarshipsupervision procedures.

Information pertaining to unsuccessful applicants for scholarships shall be kept along withinformation on successful applicants. Records pertaining to any scholarship made pursuant tothis Policy shall be kept for no less than three years after the filing of the Foundation’s annual
tax return for the period in which the last installment of such scholarship was paid.

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ATTACHMENT:

Form Grant Agreement
FOUNDATION LETTERHEAD

Date ______________________NAME
ORGANIZATIONADDRESSCITY STATE
Re:

Grant Number 20XX-XX

Dear NAME:
Meeting Professionals International Foundation (the “Foundation”) is pleased to inform you that its [Global Boardof Trustees] has approved a grant of $XX,XXX.XX [payable at $XX,XXX per month/year for the next
/month/years] to the [NAME OF ORGANIZATION] subject to the terms and conditions set forth in this letter. To
accept and receive this grant, please have an officer/authorized representative countersign and return to theFoundation a copy of this letter, indicating your organization’s acceptance of, agreement with, and/or certification
as to the terms of the award set forth below.
1.

Terms of Award

Recipient Organization: [NAME OF ORGANIZATION]
Amount:$XX,XXX.XX [payable in annual installments of $XX,XXX each year as set
forth below]
Grant Number:
20XX-XX
Use of Funds:[DESCRIBE]
Provisions:•[The grant funds will be paid as follows, provided the Recipient Organization is in compliance with theterms and conditions of this letter at the time of the scheduled payment:
Amount$XX,XXX$XX,XXX$XX,XXX

Payable By
DATE
DATE
DATE

Contingent Upon
Return of signed grant letter
Receipt of acceptable report
Receipt of acceptable report]•

The grant will be used only for the charitable purpose specified above in the Use of Funds. It will not be
used for any unlawful purpose or activity. Modifications to the Use of Funds shall be made only with theprior written approval of the Foundation.

•

No part of the grant will be used to influence the outcome of any specific public election, and there is noagreement, oral or written, directing that the grant funds be used for lobbying activities (i.e., to carry on
propaganda or otherwise attempt to influence legislation of any governmental body).
12•The Recipient Organization may not grant any portion of the award to a secondary grantee unlessspecified in the Use of Funds or the Recipient Organization obtains express prior, written permission of
the Foundation. The Recipient Organization will not, in any case, distribute the grant to or use it to benefit
any individual or organization engaged in or supportive of terrorism.

•

The Recipient Organization will maintain accounting records sufficient to identify grant funds and show
expenditures charged against the grant.

•

The Recipient Organization acknowledges that the Foundation is making the grant in reliance on theaccuracy and completeness of the documents and information provided to the Foundation by the
Recipient Organization as part of the Foundation’s grant review process. The Recipient Organization
certifies that all such documents and information are true and correct.

•

The Recipient Organization shall provide to the Foundation [annual written grant reports and] a final grantreport after all the grant funds have been expended. Grant reports shall include a narrative accountreviewing and evaluating what was accomplished with the grant funds and a financial report summarizing
expenditure of the funds for the supported project or other intended purpose(s).

As a condition of the grant, we require that all publicity that mentions this grant be approved in advance by theFoundation. All publicity submitted to the Foundation for approval must include MPI Foundation logos andrecognition verbiage,
All further correspondence and inquiries regarding this grant should be directed to [NAME] at [PHONE/E-MAIL]
and/or the address listed above.
On behalf of the Foundation, may I extend every good wish for the success of this project.
Sincerely,

ACCEPTED AND AGREED TO BY:[NAME OF ORGANIZATION]

Signature of Authorized Officer
Name:
Title:
Date:

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