MEETING PROFESSIONALS INTERNATIONAL
OKLAHOMA POLICY MANUALADOPTED August 1, 2023
ARTICLE I
NAME
Name. The name of this organization is Meeting Professionals International (“MPI”) Oklahoma Chapter,a not-for-profit corporation, incorporated in the Oklahoma.
ARTICLE II
MPI VISION AND MISSION STATEMENTS
MPI VISION: Lead and empower an inclusive meeting and event community to change the world.
MPI MISSION: Connect the global meeting and event community to learn, innovate, collaborate andadvocate.
ARTICLE III
MEMBERSHIPSECTION 1. MEMBERSHIP
1.1

MEMBERSHIP QUALIFICATIONS, CLASSIFICATIONS, TRANSFER AND DUES: Shall be as
described in the current MPI Bylaws and Policy Manual. Any member in good standing is eligible
to affiliate with a Chapter regardless of geographic area or location of business. Essential
members are members-at-large.

SECTION 2. CHAPTER TRANSFER AND AFFILIATION
2.1

CHAPTER TRANSFER: Members may transfer their primary Chapter affiliation at any timethrough MPI. Preferred or Premier Members are also eligible to receive member rates for all MPI
events even when the event is not associated with their primary Chapter. An individual may be amember of only one chapter but may pay a fee to be affiliated with more than one chapter. Eachchapter sets its own affiliation fee.
ARTICLE IV
BOARD OF DIRECTORS/OFFICERSSECTION 1. CHAPTER BOARD OF DIRECTORS
1.1

AUTHORITY & RESPONSIBILITY: The authority and responsibilities of the Board of Directors
are stated in Chapter Bylaws Article VIII, Section 1.

1.2

COMPOSITION

1.2.1 The Board of Directors shall consist of a minimum of five (5) elected officers: the President,
President-Elect, Immediate Past President, Vice President Finance, and Vice President
Membership. Each chapter must also assign the role of a Vice President Marketing andCommunications and a Vice President Education to other officers or elect an additional two
officers to cover these positions. The Board of Directors may have up to 20 members. All
Board positions are one-year terms.
1.2.2 Qualifications of Officers: Any member in good standing of MPI whose primary affiliation iswith this Chapter is eligible to be a member of the Chapter Board of Directors.
1.2.3 Director Eligibility: Any member in good standing of MPI whose primary affiliation is with this
Chapter is eligible to be a member of the Chapter Board of Directors.
1.2.4 Director Vacancies: A vacancy shall be filled in accordance with the Chapter Bylaws.
1.3

MPI VOLUNTEER LEADER AGREEMENT: Each member of the Board of Directors shall annuallyreview, sign and comply with the MPI Volunteer Leader Agreement, Conflict-of-Interest Policy andAnnual Disclosure Statement, Antitrust Compliance Policy and the Principles of Professionalism.

1.4

MPI REQUIRED DOCUMENTS: Chapters are required to submit annually to MPI the following
documents 30 days prior to the start of the fiscal year: Strategic Business Plan, Budget, 24-month
Chapter Calendar of Events, Chapter Operation Form, Chapter Bylaws and Chapter Policy
Manual. For Chapters with a paid Chapter Administrator, refer to Article VI, Section 7 for additional
requirements. MPI does not require submission of tax returns, however, chapters must comply
with local tax laws.

SECTION 2. BOARD ELECTION & SERVICE:
2.1

NOMINATION: A communication shall be set forth to all Chapter members for members tocomplete a Board of Director’s application. Such form is to be returned to the Governance andNominating Committee. Once the committee has developed a slate of nominees for election inaccordance with these policies, the slate must be presented to the Board of Directors who must
approve the action of presentation to the membership for election by acclamation.

2.2

SLATE PRESENTATION AND SUBMISSION: The Chapter slate will be presented tomembership on templates provided by MPI. The slate will be posted on the Chapter website andan email (including link to the website and process for contesting the slate) will be sent to themembership. The Chapter will allow a minimum of 30 days for the membership to contest prior
to the submission deadline as stated by MPI. Additional nominations from the membership shallbe permitted; provided a nomination is submitted in writing to the Governance and Nominating
Committee Chair by the date provided and is supported by a minimum of 10% percent of theofficial Chapter membership as of the date provided. The nominee must identify the contested
candidate and must submit a Candidate Interest Form to be eligible for petition. If no additional
nominations are received by the deadline, the slate of nominees will be deemed elected on thefirst day of the fiscal year. If additional nominations are received, the Chapter members shall votein accordance with Article V of the Chapter Bylaws on those positions having two or morecandidates in contention.
In reference to Board of Directors vacancies, refer to Article VI, Section 6 of the Chapter Bylaws.
Chapter will submit to MPI the elected slate on the template provided annually.

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2.3

BOARD TRAINING: Any incoming Board of Directors who have not previously served is required
to take the MPI Board 101 and Managing Sexual Harassment training prior to the Chapter
Leadership Summit as outlined on the MPI Volunteer Leader Agreement. All Chapter leaders areencouraged to complete local Chapter Board orientation and attend MPI training, as applicable.

2.4

BOARD RETREATS: Chapters are required to hold an annual Board planning retreat between
two to three months prior to the fiscal year. Chapters are recommended to hold a mid-yearassessment retreat mid-fiscal year. Chapters are required to utilize an MPI-verified Chapter
Facilitator during annual retreats to oversee the process and flow of the retreat. The MPI-verified
Chapter Facilitator cannot be a current member of the home chapter, have served on the Boardin the last two (2) fiscal years or be a Chapter Administrator.

2.5

ATTENDANCE. In-person attendance is required at all in-person Board meetings and virtual
attendance is required at all virtual Board meetings. If a Board member who is not on an approved
leave of absence fails to attend at least seventy-five percent (75%) of Board meetings, the Board
may, in consideration of the totality of circumstances and any excused absences, remove themember in accordance with the Chapter Bylaws.
For purposes of this policy, an “excused absence” is one where the absent director promptly
notifies the President that they are unable to attend a regularly scheduled Board meeting becauseof (i) a previous commitment that was identified to the President when the Board meeting was firstscheduled, (ii) a health-related emergency to the director or their immediate family (iii) observanceof a generally-recognized religious holiday, or (iv) an unforeseen business conflict outside thedirector’s control.
For purposes of this policy, “approved leave” is the absence from a Board meeting for a reasonable
duration approved by the Board on the basis of a medical limitation, military deployment, childbirthor adoption, or other grounds as the Board may determine; provided, however, that the director on
approved leave must use their best efforts to virtually attend Board meetings, if available, to ensure
they are adequately informed of and responsible for the organization’s affairs.

SECTION 3. BOARD COMPENSATION:
3.1

COMPENSATION: Board of Directors shall not be compensated for their services as a Chapter
Officer or Director, but they may be reimbursed for reasonable expenses incurred in theperformance of their duties to the Chapter in accordance with such Chapter policies approved by
the Board of Directors. The term “compensation” means direct or indirect remuneration, including
gifts and benefits, that are not de minimis in value.
ARTICLE V
COMMITTEES, TASK FORCES, AND ADVISORY COUNCILSSECTION 1. STANDING COMMITTEES
1.1

Standing committees of Chapters shall be the Audit and Finance Committee and the Governanceand Nominating Committee. Annually, the President of the Board of Directors shall selectmembers to serve during the President’s term.
1.1.1

Audit and Finance Committee. The Audit and Finance Committee shall assist the Boardof Directors in fulfilling its oversight responsibilities relating to the quality and integrity ofP a g e 3 | 20

the Chapter’s financial reporting processes and accounting practices. If the Chapter has
determined to have an Executive Committee, the Executive Committee can function inplace of an Audit and Finance Committee and will have the responsibility as defined.
1.1.2 Governance and Nominating Committee. The Governance and Nominating Committee
shall assist the Board of Directors in fulfilling its oversight responsibilities relating todeveloping and implementing sound governance policies as well as a nomination process
for directors and officers. The Immediate Past President shall chair it. The President-Elect
shall serve as a non-voting member of the committee. The remaining members of theGovernance and Nominating Committee shall be appointed by the President, who may
not serve as a member of the committee, which will be ratified by the Board of Directors.
There shall be at least six (6) members, including the Immediate Past President as chair,
having a quorum of 5 for action. A Governance and Nominating Committee member who
may consider serving as an officer shall recuse themselves from the Board development
process related to the nomination and development of a slate of officers. In the case of a
resignation, the President will be authorized to fill a vacancy. The Governance andNominating Committee shall be in place no later than the date stated by MPI with final
slate submission as stated by MPI.
1.2

Special Committees. The President-Elect shall appoint committees, task forces, and advisory
councils for their term as President.

1.3

Standing Committees. Committees perform fundamental governance functions for the chapter,i.e., Governance and Nominating Committee.

1.4

Select Committees. Committees that are formed to accomplish a specific goal on an ongoingbasis.

1.5

Task Forces. Committee-like groups created for a defined and time-limited purpose to solve a
specific problem.

1.6

Advisory Councils - An advisory council is a collection of individuals who bring uniqueknowledge and skills which augment the knowledge and skills of the board of directors to guidethe organization and/or represent a specific vertical/segment of our community. The advisory
council does not have formal authority to govern the organization, that is, the advisory council
cannot issue directives which must be followed. Rather, the advisory council serves to makerecommendations and/or provide key information and materials to the board of directors.

ARTICLE VI
FINANCESECTION 1. FISCAL YEAR:
1.1

The Chapter fiscal year for financial and business purposes is the calendar year unless otherwise
determined by International Board of Directors.

SECTION 2. ANNUAL BUDGET:

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2.1

The annual budget is prepared by the Audit and Finance Committee who recommend the budgets
to the Board of Directors. The Board of Directors approves the annual budget.

SECTION 3. RESERVE FUND
3.1

TERMS: The term Reserves for financial purposes will be defined as funds set aside to be usedin emergency cases.

3.2

RESERVE TARGET: The reserve target shall be defined as a minimum of 25% of annual fixed
expenses. This should not include any event-related expenses, only expenses needed to keep
the chapter operational (i.e., costs related to Chapter administrator, bank fees,
telecommunication, rent, etc.). Best practice is to maintain 50 - 100% of annual fixed expenses.

3.3

ACCESS TO RESERVES: Using reserve funds shall first be referred to the Vice President
Finance for consideration. Final approval by a majority vote of the Board of Directors is required.

SECTION 4. REQUEST FOR PROPOSALS
4.1

The Chapter will develop a local policy for requests for proposals and expenditures exceeding acertain threshold as defined by the Board of Directors.

SECTION 5. REIMBURSEMENT OF EXPENSES OR TRAVEL
5.1

Chapters will develop a policy addressing reimbursement of expenses and include in theaddendum.

SECTION 6. SPONSORSHIP AND SOLICITATION
6.1

ACCESS TO MEMBER LISTS: All Chapters are bound by the MPI Data Privacy Policy
https://www.mpi.org/about/privacy and are responsible for protecting all data. As such, allmembertypes
haveaccesstotheMembership
Directory
https://www.mpi.org/membership/member-directory There are no additional direct member
benefits to access registration lists and/or member lists. Any lists provided via sponsorship
opportunities must account for opt-outs and be respective of the MPI Data Privacy Policy.

6.2

CHAPTER SPONSORSHIP POLICIES: Chapters may sell Sponsorship opportunities to partners
that are members or non-members of MPI. Such sponsorships can include education, events,
website advertising, newsletters, etc. All sponsor campaigns must consider opt-outs and the MPI
Data Privacy Policy. All sponsorships should be considered for overall member value andChapter business strategies.

SECTION 7. ADMINISTRATORS
7.1

Administrators must adhere to the standards and qualifications established by MPI. Additional
services above the minimum requirements can be added by the Chapter at their discretion with
Board of Directors’ approval.

7.2.

EVALUATION OF ADMINISTRATOR & CONTRACT RENEWALS: Each Chapter is required tocomplete an annual review of their administrative services prior to end of the fiscal year. Chaptersmust, at a minimum, adhere to the evaluation guidelines provided on the sample template
promulgated by MPI. Additional processes can be deemed necessary at the Chapter’s discretion.

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All Chapters must submit a copy of their administrator evaluation and current contract for services(if applicable) to MPI by the stated date.
7.3.

Contracts for paid Chapter Administrators require the following language and/or scope of services.
This includes all existing and future contracts.
7.3.1 Chapter Administrators and their support staff will represent the Chapter and MPI in a
professional manner adhering to the Principles of Professionalism Guidelines provided by
MPI.
7.3.2 Chapter Administrators and their support staff will follow all MPI and Chapter Bylaws,
Policy & Procedures, Financial budgeting requirements and any other definedrequirements set forth by Chapter or MPI.
7.3.3 Chapter Administrators are required to adhere to all Chapter Administrator Program (CAP)
guidelines and policies. See program guidelines for specific requirements.
7.3.4 Chapter Administrators must have a business license where applicable by law and provide
proof at commencement of contract term and be insured.
7.3.5 Non-compliance with these requirements will require termination of contract.
7.3.6 Volunteer Chapter Administrators are not required to be licensed or insured.

7.4.

Chapter Administrators cannot be family or an immediate relative of a member of the Board of
Directors. Family or immediate relative is defined as spouse, children, parents, siblings or
grandchildren.

7.5.

Chapter Administrators will work to hold the Board of Directors accountable to all defined MPI
performance standards, policies and Principles of Professionalism. The Board of Directors will
support Chapter Administrators in this process.

7.6.

All administrative services must be contracted as a vendor for services. In the event a Chapter is
without capacity to support a paid administrator, consult your MPI representative.
ARTICLES VII
CHAPTER EVENTSSECTION 1. EDUCATIONAL & SOCIAL EVENTS
1.1

EDUCATIONAL EVENT: Chapters are required to have four (4) educational events annually. Basedon market conditions, Chapters should charge a member rate and a non-member rate for events
where appropriate. The price difference between member and non-member rates is at the Chapter’s
discretion based on specific event needs. Refer to Article III, Section 2.1 for additional Chapter
member attendance guidelines. Partnership events with other industry organizations are excluded
from this requirement and may establish rates without regard to membership with MPI.

1.2 Chapters should establish chapter educational, networking and social programs.
ARTICLE VIIICOMMUNICATIONSSECTION 1. BRAND STANDARDS AND TRADEMARKS
1.1

All Chapters must adhere to the MPI Chapter Logo and MPI Brand Guide documents provided.
Any theme-specific logos for events must not conflict with the MPI Brand Guide and must be

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approved by MPI prior to use. Each chapter will be required to sign a Trademark License
Agreement that will be maintained by MPI.
SECTION 2. CHAPTER COMMUNICATIONS
2.1

Each Chapter should create a policy regarding communications which may include, but are notlimited to, MPI Chapter spokespersons, methods of delivery, timelines, and calendars.

ARTICLE IXMISCELLANEOUS
Section 1. PHILANTHROPIC ACTIVITY
1.1

1.2

1.3

1.4

The MPI Foundation is MPI’s charity of choice. Throughout its existence, the MPI Foundation has
provided diverse financial support to industry associations, critical industry-related initiatives,
thousands of MPI members, and every chapter.
Because the MPI Foundation supports leader education, professional development, and chapter
growth, we encourage annual support from the chapter by creating MPIF events, year-end
donations, or registration donations to be included with all chapter events.
At any time, if a chapter leadership team desires feedback or to learn about donation options,they can contact the current MPIF Board of Trustee chair or MPIF’s Executive Director, as notedon MPI’s website.
Chapters are also encouraged to support local charities that align specifically with the meetings& events, travel, tourism industries along with critical local charities. (i.e., Anti-Human Trafficking,etc.)

Section 2. MPI CHAPTER AWARDS
2.1

RISE AWARDS: The RISE Awards are MPI’s annual recognition program for its members andchapters. The program has four award categories for chapters (Industry Advocate, Innovative
Educational Programming, Marketplace Excellence, & Membership Achievement) and three
award categories for members (Young Professional Achievement, Member of the Year, Meeting
Industry Leadership). Award recipients are selected based on the criteria of influence,transferability, and innovation.

2.2

CHAPTER PERFORMANCE AWARDS: Chapter Performance Awards are determined throughchapter performance standard assessments and chapter dashboard results. Seven key metrics
are included in the assessment: Member Satisfaction, Member Retention without Students, Net
Member Growth, Net Profit, Reserves as a Percentage of Annual Operating Expenses,
Educational Content Satisfaction and Clock-Hour Accredited Educational Events. Goals arecommunicated to Volunteer Chapter Leaders prior to the beginning of the Chapter Fiscal Year.
Annual awards are presented to Top Performing Chapters and Chapters of Excellence.

SECTION 3. NON–COMPLIANCE
3.1

Chapters may not be eligible for annual chapter performance awards and metrics incentives ifthey are not compliant with the MPI Chapter Bylaws and the MPI Chapter Policy Manual.

SECTION 4. MPI POLICY MANUAL

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4.1

Where there is a conflicting provision in this Chapter Policy Manual with the provisions of the MPIPolicy Manual, or where there is a provision in the MPI Policy Manual that applies to a situation
where this Chapter Policy Manual is silent, then the MPI Policy Manual shall control.

*********************************************************************************************************************

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OLAHOMA CHAPTER POLICIESADDENDUM
Revision Date 3/27/2024
ARTICLE I
MEMBERSHIPSECTION 1. AFFILIATE MEMBERSHIP: Affiliate members are invited and welcome to participate in the
Oklahoma Chapter for an annual fee of $75.00. Affiliate members must keep their membership activewith MPI Global. The affiliate member has no voting rights and cannot hold a board position; however,they enjoy all of the following benefits:a. Attend the monthly luncheons at the member price;b. Access to the Oklahoma membership directory; andc. Option to serve on a committee and network with active chapter members.
Affiliate members are received annually in accordance with MPI Global’s fiscal year (January 1 –December 31). If an affiliate member cancels their membership with MPI Global, their membership withMPIOK is cancelled and all benefits cease without refund of any dues paid.
ARTICLE II
BOARD OF DIRECTORS/OFFICERSSECTION 1: AUTHORITY & RESPONSIBILITY
1.1
1.2

All members of the Chapter Board of Directors must attend at least (4) Oklahoma Chapter
education or networking events each fiscal year.
Attendance at the Oklahoma Chapter Annual Retreat and Mid-Year Retreat, if held, is required forall members of the Chapter Board of Directors.

SECTION 2: EXECUTIVE COMMITTEE:
2.1

Oklahoma Chapter operates with an Executive Committee as outlined in Article IX of the chapter
bylaws. The Executive Committee of Oklahoma Chapter functions as the Audit and FinanceCommittee with the responsibilities identified in Article V, Section 1.1.1.

SECTION 3: BOARD ELECTION & SERVICE
3.1

Oklahoma Chapter’s Nominations Processes are as follows:
3.1.1

All Job Descriptions and applications will be reviewed by the Office of the President and
the Governance & Nominating Committee prior to release for applications. Applications
should be created and reviewed by the March BOD meeting.

3.1.2

Call for applications should be distributed to Oklahoma Chapter members by April 1, withthe deadline 3-4 weeks following.

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3.2

3.1.3

Immediate Past President will conduct interviews with applicants with optional support
from Governance & Nominating Committee members. Oklahoma Chapter’s Governance& Nominating Committee will meet bi-weekly beginning mid-April through May to review
applications and interview findings.

3.1.4

The Governance & Nominating Committee will provide a slate recommendation to theBoard of Directors at the June Board of Directors meeting. The Board of Directors will voteto approve the slate before distribution to the Oklahoma Chapter membership.

3.1.5

The slate will be communicated to Oklahoma Chapter members on or before July 1,
allowing the 30-day contest period for membership. Any contest to the slate will follow thepolicies outlined in Section 2.2 of these policies.

3.1.6

Final slate will be submitted to MPI Global by August 1 for adoption beginning January 1of the following year.

Between the adoption of the slate and the Annual Retreat, Oklahoma Chapter will facilitatetransition between any outgoing and incoming Board of Directors members. Orientation will beheld by the President-elect for any incoming members of the Board of Directors. Transition
meetings will be held by each department with incoming officers and will include a member of the
Office of the President. Orientation and Transition meetings must be completed prior to the Annual
Retreat.
Note: Governance and Nominating Committee procedures cannot conflict with chapter bylaws
Article VI, and Article VII.

SECTION 4: BOARD COMPENSATION
4.1

Board of Directors may be reimbursed for reasonable expenses incurred in the performance of
their duties to the Chapter. Board of Directors shall not be compensated for their services as
outlined in Article IV, Section 3.

4.2

Board of Directors shall not accept any gifts over the value of $100 unless otherwise approved by
MPI Global.

ARTICLE IV
COMMITTEES, TASK FORCES, AND ADVISORY COUNCILSSECTION 1. COMMITTEES
1.1

Oklahoma Chapter may create Committees, Task Forces, and/or Advisory Councils as definedin Section 1 of the policies. Anyone serving on a Committee must be a member or affiliate
member of Oklahoma Chapter.

1.2

A volunteer Chair will be appointed for each Committee annually. At the discretion of a Vice
President or Director, a Committee Chair may be appointed to begin their term at any time
during the chapter year to fill any Chair vacancies.

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1.3

Committees shall be structured to offer as many members the opportunity to volunteer as isbeneficial to accomplish required task(s).

1.4Committees should meet as needed in order to complete the required task(s). Oklahoma
Chapter recommends at least once monthly meetings of each formed Committee. While
meeting minutes are not required for Committee meetings, meeting summaries and action items
should be distributed following each meeting for follow up.

1.5

Select Committees of Oklahoma Chapter are:Membership Committeeo Purpose: Recruit, retain and recognize members of Oklahoma Chapter.
o Responsibilities: Facilitate monthly correspondence to potential members, new members
and members up for renewals.
o BOD Responsible: Committee Chair(s) are appointed by the VP of Membership. Board
vote is not required.
o # of Volunteers: 3 or more
Education Committeeo Purpose: Develop professional development and continuing education opportunities for
Oklahoma Chapter memberso Responsibilities: Obtain details from speakers and venues for monthly luncheons andcurate marketing content for sessions. Assist with EIC preferred provider applications
and documentation as needed.
o BOD Responsible: Committee Chair(s) are appointed by the VP of Membership. Board
vote is not required.
o # of Volunteers: 2 or more
MarComm Committeeo Purpose: Assist with curation and distribution of chapter communications.
o Responsibilities: Curate content, maintain regular chapter communications, updatesocial media platforms, and make website updates as neededo BOD Responsible: Committee Chair(s) are appointed by the VP of Membership. Board
vote is not required.
o # of Volunteers: 2 or more
Fundraising Committeeo Purpose: Assist with raising cash sponsorship for the growth and development ofOklahoma Chapter.
o Responsibilities: Solicit cash sponsorships, customize benefits as needed, ensure
regular communications and benefit fulfillment.
o BOD Responsible: Committee Chair(s) are appointed by the VP of Membership. Board
vote is not required.
o # of Volunteers: 1 or more

SECTION 2: ADVISORY COUNCILS AND TASK FORCES
2.1

Oklahoma Chapter does not operate any Advisory Councils or Task Forces. Formation of future
Advisory Councils or Task Forces will follow guidance stated in Section 1.6 of these policies.

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SECTION 3: VOLUNTEER ROLES & RESPONSIBILITIES:
3.1

Expectations of Committee, Advisory Council and/or Task Force Chairs:
1. Clear communication on purpose/charge for the group. If changes in direction occur,
communicate with the group in a timely manner.
2. Develop work plans to achieve purpose/charge and clearly communicate
responsibilities/assignments for each member. Create a positive volunteer experience for all.
3. Complete any assignments by pre-determined deadlines.
4. Draft and disseminate minutes and summaries promptly.
5. Draft and submit progress report to assigned Chapter Board of Directors as needed.
6. Ensure volunteer reimbursement requests are submitted and paid within 60 days of fundedmeeting.

3.2

Expectations of Volunteer Members:
1.
2.
3.
4.
5.

Focus on assigned purpose/charge for the group.
Attend meetings and conference calls.
Complete any assignments by pre-determined deadlines.
Communicate any challenges/concerns early to volunteer chair.
Submit volunteer reimbursement requests immediately following approved expenses but nolater than 30 days.
6. Comply with Conflict-of-Interest Policy, maintain confidentiality of discussions and backgroundmaterials and immediately disclose any conflict of interest that may arise.

ARTICLE V
FINANCESECTION 1. ANNUAL BUDGET
1.1

The annual budget is prepared by Audit & Finance Committee for review by the Executive
Committee. The Chapter Board of Directors approves the annual operating budget in compliancewith MPI Bylaws. Chapter operations will be in alignment with the annual budget.

1.2

The Annual Budget will be reviewed and voted on at Oklahoma Chapter’s Annual Retreat eachfiscal year. A full review with any necessary revisions will take place at the Mid-Year
Retreat/Review. Any expenditures within annual budgeted expenses do not require a vote. A voteof the Board of Directors is required for any expenditures outside of or more than budgeted
expenses.
1.2.1

1.3

If an Oklahoma Chapter department requires additional funds for initiatives, a budget
adjustment proposal must be presented. Expenditures under $250 must be reviewed by
the Office of the President and approved by the Vice President of Finance. Expenditures
over $250 requires a proposal, review and vote of the Board of Directors.

Oklahoma Chapter will maintain a minimum of (2) bank accounts: Checking, for ongoing
expenses and deposits through a fiscal year, and Reserves, holding a recommended 50-100% of
annual fixed expenses. VP of Finance is responsible for maintaining accurate records of credits
and debits to each account as well as maintaining access controls.

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1.3.1All checks require (2) approved signatures from Board of Directors members. A minimumof (3) designated check signers shall be maintained at all times. Oklahoma Chapter
recommended check signers should include VP of Finance, President, and Presidentelect. The Chapter Admin should not be a designated check signer.

1.3.2

Before the end of the current fiscal year, the VP of Finance will meet (separate and apartfrom any orientation or transition meetings) with the incoming VP of Finance, incoming
President and the current President to discuss any needed transfer of bank accounts,
signature cards, and the completion of an audit by an approved committee.

1.4

Cash receipts cannot be deposited by the same person who collects the receipts, unless a second
Board of Directors member has reconciled the deposit. Oklahoma Chapter recommended processincludes Chapter Admin and VP of Finance or a member of Office of the President count anddocument the amount of cash receipts before the end of any Oklahoma Chapter event.

1.5

The VP of Finance is authorized to, but not required to, deposit any checking account funds inexcess of $5,000 into the Oklahoma Chapter Reserve account at any time as a checking
account balance of $5,000 should be sufficient to handle any typical annual transaction.

SECTION 2. RESERVE FUND
2.1

PURPOSE OF RESERVES: Oklahoma Chapter will maintain adequate reserves for the following
purposes:
1) Unpredictable events which could substantially impact Oklahoma Chapter’s operations orrevenue streams. While such occurrences are rare, reserves can provide the resources
necessary to keep the organization functioning should one occur.
2) Identification of a valuable investment opportunity for long term growth.
While most such opportunities are managed through budgeted expenditures, the right opportunity
with a significant and dependable return on investment can warrant a decision on the part of theboard to access the organization’s reserves.
These investments would require an acceptable ROI back to the organization and would besustainable long term without the initial deemed reserve support.

SECTION 3. REQUEST FOR PROPOSALS:
3.1

The Request for Proposal (RFP) process should be completed for any new product or service
Oklahoma Chapter deems necessary to purchase, or for existing products or services that
require a new vendor partner.
1) Begin by creating the RFP. The Chapter Leader Resources Page on mpiweb.org has
several templates available. Should a template not exist for the particular product orservice, contact our Chapter Business Manager. They will likely provide an example.

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2) Have RFP reviewed by a member of the Office of the President, the Vice President of
Finance, and one other board member (preferably the board member most likely to workwith the vendor).
3) Distribute the RFP to and collect proposals from at least three vendor options, if
possible.
4) Review proposals and determine best option.
5) Present recommendation to the Board of Directors. Depending on product/service, avote of approval may be required.

SECTION 4. REIMBURSEMENT OF EXPENSES OR TRAVEL
4.1

4.2

Oklahoma Chapter encourages the President and President-elect to attend any relevant
conference or event hosted by MPI Global and will consider financial sponsorship or assistancebased on the current financial status of the Chapter.
4.1.1

Travel reimbursement for attendance at such event shall not exceed $750 per person per
fiscal year, based on the current budget and financial heath of the Chapter. Travel
reimbursement may include airfare, mileage reimbursement, or other such travel from theattendee’s home to the event. Travel reimbursement does not cover checked baggage
fees or other similar travel expenses.

4.1.2

Accommodations may be reimbursed up to the average MPI Global negotiated rate for theduration of the event, based on the current budget and financial health of the Chapter.

4.1.3

Food, beverage, personal items and other expenses not outlined in the above approved
expenditures are not eligible for reimbursement. Any travel offered by MPI Global willcomply with expense and reimbursement guidelines outlined for such event by MPIGlobal.

Board of Directors may submit mileage reimbursement to events outside of the Oklahoma City
metro at the current Oklahoma state mileage reimbursement rate. Board of Directors may submit
for reimbursement expenses related to budgeted purchases or otherwise approved expenditures.

SECTION 5. SPONSORSHIPS
5.1

Oklahoma Chapter will conduct, at a minimum, an annual review of all Sponsorship opportunities
and align page inclusions and prices with current market rates. This review shall be conducted by
the Finance Committee with support from the Office of the President.

5.2

Director of Strategic Alliance, with support from VP Finance, will be responsible for ongoing
management of Sponsorship agreements and annual renewals with partners. Annual sponsorshipagreements must be signed by the partner/sponsor and a Chapter Officer.
5.2.1

All written agreements must clearly outline the obligations and return-on-investment for
both parties (MPIOK and the vendor) and state the timeline in which it is to be fulfilled.

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5.2.2

Any partner/sponsorship agreements that are outside of Oklahoma Chapter sponsorship
opportunities previously approved by the Board of Directors, a written agreement between
Oklahoma Chapter and the vendor(s) must be approved by a majority of the Executive
Committee, signed by the President and signed by the VP of Finance prior to the offer
being confirmed.

5.3

Cash sponsorships will be solicited, tracked, and fulfilled by the Director of Strategic Alliance.
Every effort will be made to fulfill benefits as outlined in the Oklahoma Chapter Sponsor Programwith support from relevant Committees. Customized benefits may be offered and approved at thediscretion of the Director of Strategic Alliance and VP of Finance.

5.4

In-kind sponsorships may be solicited by any Board of Directors member and will be tracked andfulfilled in partnership between the Director of Strategic Alliance and the Director of Programming.
Examples of in-kind support include meeting space, food and beverage, raffle prizes, etc.
Customized agreements will be at the discretion of the VP of Finance and VP of Education.

SECTION 6. MANAGEMENT OF PAID STAFF
6.1

DUTIES: Paid staff administrators must adhere to the standards and qualifications established by
MPI Global. A minimum scope of services as outlined below will be included in administrator RFP
and contracts. Additional services above the minimum requirements can be added by the Chapter
at their discretion with board approval.

6.2

Minimum scope of services of paid administrator shall include the following for the provision of
professional management and administrative services:● Provision of headquarter office and necessary technology to support all methods ofcommunication with Board of Directors and Chapter members.
● Proven skills in basic administrative functions and support of associations.
● Capable in bookkeeping services.
● Capable in website management.
● Capable in event management and registrations.
● Capable in record keeping and documentation.
● Capable in all facets of Chapter Board of Directors support.
ARTICLE VI
CHAPTER EVENTSSECTION 1. EDUCATIONAL & SOCIAL EVENTS
1.1

All event attendance fees are determined by the Board of Directors and may change at any timewith a Board of Directors vote. Change of pricing should be recorded in the minutes and policies
should be updated accordingly.
1.1.1

Pricing for Educational Events as of the date of these policy revisions:
Member Registration: $45
Non-Member Registration: $55
Student Registration: $15
Additional late registration fees may be added based on event requirements.

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1.1.2

Pricing for Networking and Social Events as of the date of these policy revisions:
All attendees: $15-$25, based on the requirements of the event

1.2

1.3

Registration for events should be made in advance, either electronically on the Oklahoma Chapter
website or through direct contact with the Chapter Administrator (or the Chapter Administrator’s
designee when appropriate). Any registration made less than 72 hours prior to the event will beconsidered an on-site registration.
1.2.1

On-site registration will be made available whenever possible via check, cash, or credit
card.

1.2.2

Oklahoma Chapter may offer prepaid registration packages for regular meetings. Package
costs and information will be made available on the Oklahoma Chapter website andthrough Chapter communications. Tracking and management of prepaid registration
packages is responsibility of the Chapter Administrator. Any prepaid registrations must be
used within the fiscal year the package was purchased.

1.2.3

Registration cancellation requests received in writing at least 72 hours in advance of theevent may be transferred to another attendee or future event within the fiscal year.
Requests for transfer to future events and all no-show registrations are not eligible toreceive a refund or transfer.

EDUCATIONAL PROGRAMS: Oklahoma Chapter will make every effort to provide accredited
education focused on topics important to Chapter members. Educational programs are supportedby the Education Committee with additional support from the Board of Directors.
1.3.1

Oklahoma Chapter will support MPI’s ongoing efforts to be sensitive to cultural
holiday/event scheduling conflicts. Before scheduling any Oklahoma Chapter event, theEducation Committee will consult the cultural calendar posted on www.mpiweb.org as ademonstration of our embrace of the Global Multicultural Initiatives.

1.3.2

Meeting opportunities should be extended to member properties first. Sites without amember in good standing (restaurants, museums, centers for performing arts, lodging
properties, etc.) may be used when recommended by the Education Committee and withno objection from the Board of Directors.

1.3.3

Educational program details, including speaker information, topic, location, and EIC precheck status is due 90 days prior to the event. Information should be communicated via
the 24-Month Calendar. Following completion of this information, the Chapter
Administrator will create an online registration page for distribution by the MarComm
Committee.

1.3.4

Educational programs should be promoted via Oklahoma Chapter’s website, online
registration platforms, and Chapter communications no less than 30 days before the event
date. The meeting notice should include the date, time, location, speaker name, title andorganization, session topic, learning objectives, and EIC pre-check status.

1.3.5

Member organizations who host a monthly educational program at the Platinum host level(full sponsorship) will receive complimentary registrations for an unlimited number of non-P a g e 16 | 20

MPI member guests and up to two MPI members. Additional member registrations may
be awarded to hosts based on Board of Directors discretion.
1.3.6

Invitations to prospective members are encouraged. All first-time visitors (whether invitedby a member or coming of their own volition) will be required to pay for attending, unless,after assessing the likelihood of the visitor joining, the Board of Directors determines
otherwise.

1.3.7

Healthy event attendance is the responsibility of the Board of Directors. To promoteattendance, the following items must be completed for every Education event:•

MarComm Committee will regularly distribute registration information for future events to
the Oklahoma Chapter member list, marketing list, potential member list, and associatedgroups (OSAE, SGMP, etc.). Event information will be posted on Oklahoma Chapter
official social media pages.
A reminder email for each education event will be sent by the MarComm Committee 1-2
weeks prior to the event date.
A call tree will be provided by the Chapter Administrator for individual invitation from Boardof Directors members at least 1 week prior to the educational event.

•
•

1.4

Oklahoma Chapter is a EIC Preferred Provider. Preferred Provider status is renewed annuallyfrom January through December. Applications for the EIC pre-check will be completed by the
Chapter Administrator and submitted to EIC Continuing Education no later than six weeks prior
to an education session for approval. One week after the education session, the Chapter
Administrator will upload the attendee list to the EIC database.

1.5

NETWORKING/SOCIAL PROGRAMS: Networking/Social Programs for the Oklahoma Chapter
are not required programs each year. These programs will be voted on by the Oklahoma Chapter
Board and will be underwritten by general chapter funds and/or registration revenue.
1.5.1

1.6

Site selection and registration rates will be determined by the Education Committee, in
consultation with the Office of the President. An RFP will be sent at as needed.

ALCOHOLIC BEVERAGE POLICY. Proper licensing shall be obtained by MPIOK as required by
the Oklahoma Alcoholic Beverage Laws Enforcement Commission. A Charitable Alcoholic
Beverage Auction license allows the holder to auction one or more bottles of a wine, strong beer,or spirits. A Charitable Alcoholic Beverage Auction license is valid for two (2) days from the dateof issuance. Charitable Organizations may have four (4) separate auctions per year. The cost is$1.00 per auction. Licensees may purchase the wine, strong beer, or spirits for an auction froma retailer or accept a donation of wine, strong beer, or spirits from an individual. No more thanfifty (50) gallons can be auctioned.
ARTICLE VII
COMMUNICATIONSSECTION 1. CHAPTER COMMUNCIATIONS
1.1

Approved communications consist of:● Email Newsletter, distributed at least monthly● Meeting Announcements● Social MediaP a g e 17 | 20

●●●Facebook Posts & Events
Annual Save the Date listing/flyer/or postcard
Website Maintenance

1.2

All member communication, beyond the approved communications listed above, must be
approved by the VP of Communications and the President (or their designees as appropriate)prior to being sent to members.

1.3

The official website of Oklahoma Chapter is www.mpi.org/chapters/oklahoma. A website audit
should be completed monthly by the VP of Communications. Every effort will be made by the
MarComm Committee to keep the content of the website current and operational. Monthly
maintenance may include but is not limited to meeting announcements, registration links, event
calendar updates, and sponsor benefit fulfillment. Annual updates may include the Board of
Directors, contact information, and past presidents.

1.4

Marketing and communications content will be curated and scheduled in the 24-Month Calendar
which is housed in the Board Documents folder of the Oklahoma Chapter Google Drive. Everyeffort will be made to accommodate the content deadlines outlined in the 24-Month Calendar.

SECTION 2. ADVERTISEMENTS
2.1

Advertising is not limited to members of MPI; all newsletter copy will be used at the discretion of
the editor. In general, press releases will usually not be printed in full, nor will we highlightpeople or events not involved in some way with our Chapter or membership. All advertising will
be relevant and of interest to Chapter members.

2.2

Oklahoma Chapter reserves the right to refuse advertising that does not reflect MPI standards.

2.3

All advertising trade outs made between Oklahoma Chapter and a supplier must be approvedby the Executive Committee and must go through the proper procedures.

ARTICLE VIIMISCELLANEOUS
SECTION 1. PHILANTHROPIC ACTIVITY
1.1

Oklahoma Chapter will identify opportunities for Chapter contributions to the MPI Foundation.

1.2

Oklahoma Chapter may organize an annual service project for members to give back to the local
community. The annual service project is the responsibility of the Education Committee.

1.3

All monetary charitable donations are subject to the approval of the Executive Board in advanceof the program/event.

SECTION 2. CHAPTER AWARDS
2.1

Every effort will be made to hold the annual Member Appreciation & Recognition Event which will
be organized by the Membership Committee with support from the Office of the President.

P a g e 18 | 20

2.2

2.1.1

Registration fees for the Member Appreciation & Recognition Event may be determinedby the Board of Directors each year. As a show of appreciation for their service, all Past
Presidents of Oklahoma Chapter are invited to attend the Member Appreciation &Recognition Event at no cost, beginning after the completion of their term as Immediate
Past President.

2.1.2

In addition to recognition, the Member Appreciation & Recognition Event will include asilent auction and other fundraising opportunities. All fundraising opportunities will besupported by the Director of Strategic Alliance, Office of the President, and all other Boardof Directors members.

Annual awards presented at the Member Appreciation & Recognition Event and underwritten by
the general funds can include (but are not limited to) the following awards. The award term isdefined as the fiscal year prior to the Member Appreciation & Recognition Event.
Volunteer of the Year
● Nominated and voted on by the MPIOK Board● Board of Directors members are not eligible for this award● Voting is based on volunteer hours and overall contribution for the MPI year
Strategic Partner of the Year
● Nominated and voted on by the MPIOK Board● MPI Board is eligible for this award● Voting is based on service to the chapter (time or money)● Suppliers and Planners are eligible for this award
Meeting Professional of the Year
● Nominated by the MPIOK Chapter● Final vote is determined by the MPIOK Board● MPIOK Board is eligible for this award● Voting is based on individual achievements in their career and/or with MPIOK● Suppliers and Planners are eligible for this award
Venue of the Year
● Nominated by the Chapter from a list of all Oklahoma Chapter event venues January to
November of the previous fiscal year
● Winner is selected by a vote of the MPIOK Board from the top three venues
Anniversary Pins
● Recognized at 30 Years, 25 Years, 20 Years, 15 Years, 10 Years, 5 Years
Additional Awards may be designated by a vote of the MPIOK Board.
● Rising Star Award – Self or Peer Nominated● Trailblazer Award – Self or Peer Nominated● Industry Influencer of the Year Award – Self or Peer Nominated● President’s Award – at the President’s discretion● Registration scholarship to any relevant national/international/regional conference/event
hosted by MPI headquarters at the early bird rate – available to non-board member
volunteers only

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Award nomination procedures and current year finalists will be posted on the Chapter website
and the Chapter Newsletter.
Members will be offered the opportunity to vote on annual award candidates.
To avoid any conflict of interest, the President-Elect is not eligible for an award should they be
nominated. No more than two of the total awards may be given to any current Board of Directors
member or their organization.
In the event of a tie in any award category, the President-Elect and the Immediate Past
President will choose the award recipient, based on chapter involvement, leadership, etc. In theevent the Immediate Past President is one of those involved in a tie, then the President-Electwill immediately involve the next highest ranking Executive Committee member not nominated,
and if needed, Board of Directors member in descending order.
The President-Elect is required to retain all voting records for at least 90 days after awards
ceremonies.

SECTION 3. CHAPTER SCHOLARSHIPS
3.1

Chapter scholarships will be assessed by the Board of Directors on an annual basis. Based on
availability of funds, one or more of the following scholarships may be made available to chapter
members each year.
Suggestions for Scholarships:• CMP Certification – up to $500 to be applied• CMM Certification – up to $500 to be applied• Education Conference (registration fee)
• MPI Oklahoma Chapter Membership (fee for one year of membership to MPI Global andOklahoma)

3.2

An applicant must be an active member of Oklahoma Chapter and have attended a minimum oftwo (2) Chapter meetings within the past 12 months. Members who have been the recipient of ascholarship in the previous two years will not be eligible in the current year. Scholarship funds
must be used within 18 months of receipt of the award. The current Board of Directors inineligible for scholarships.

3.3

Application forms will be made available online to all active members in good standing at
mpi.org/chapters/oklahoma. Applications will be available for submission each year and must be
submitted to the Chapter Administrator by December 31st. Applications will be reviewed by the
Board of Directors and each application is assigned points based on the following: length ofmembership in MPI, participation on a chapter committee, awards won, industry involvement,
and how the applicant markets the Chapter to others. The applications with the highest point
totals will be awarded the scholarships.

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