MEETING PROFESSIONALS INTERNATIONALNEW ENGLAND POLICY MANUALARTICLE I
NAME
Name. The name of this organization is Meeting Professionals International (“MPI”) New England, a
not-for-profit corporation, incorporated in the Commonwealth of Massachusetts, USA.
ARTICLE II
MPI VISION AND MISSION STATEMENTS
MPI VISION: Leading and empowering the meeting and event community to change the world.
MPI MISSION: Connect the global meeting and event community to learn, innovate, collaborate andadvocate.
MPINE PURPOSE: The MPI New England Chapter (MPINE) was started in 1979 and was the 16th chapter
to be chartered within the organization. Over 40 years later the chapter membership has grown to over 270
meeting professionals. MPINE actively promotes awareness of the meeting industry and increases
professionalism within the New England meeting industry by providing members and prospective memberswith a consistently high level of educational programs, recognition, and networking opportunities. MPINE
members represent the leaders in our industry from prominent organizations throughout New England. We
are proactively working to exceed our past levels of achievement and provide our members the benefits they
expect to have from a leading industry association.
ARTICLE III
MEMBERSHIPSECTION 1. MEMBERSHIP
1.1

MEMBERSHIP QUALIFICATIONS, CLASSIFICATIONS, TRANSFER AND DUES: Shall be as
described in the current MPI Global Bylaws and Policy Manual. Any member in good standing of MPI
is eligible to affiliate with a Chapter regardless of geographic area or location of business.
The Chapter incorporates by reference the policies in MPI Policies Article lll, Sections 1-4 and Article
VI, Section 1-4.

SECTION 2. CHAPTER TRANSFER AND AFFILIATION
2.1

CHAPTER TRANSFER: Preferred or Premier Members may transfer their primary Chapter at any
time through MPI Global. Membership remains continuous unless expired. Preferred or Premier
Members are to receive member rates for all MPI events even when the event is not associated with
their primary Chapter.
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Refer to MPI Policy Manual to Article IV, Section 1.4.1 for additional guidelines.
2.2

AFFILIATE MEMBERSHIP: Effective July 13th, 2017 MPI New England offers the option of affiliate
membership to the MPI New England community. The membership is only available to preferred or
premier members of another MPI chapter and is offered at the discounted rate of $85.00 per year.
Affiliate membership with the New England chapter includes access to the global membershipdirectory, the monthly chapter electronic newsletter, other special mailings or emailings by thechapter, and eligibility to participate in all chapter sponsored programs and events at the member
rate.
ARTICLE IV
BOARD OF DIRECTORS/OFFICERSSECTION 1. AUTHORITY & RESPONSIBILITY:
1.1

MPI VOLUNTEER LEADER AGREEMENT: All Chapter Board of Directors members are required toreview, sign, and adhere to the following:● Conflict of Interest Policy and Annual Disclosure Statement● Antitrust Compliance Policy● Principles of Professionalism

1.2

MPI GLOBAL REQUIRED DOCUMENTS: Chapters are required to submit annually (by June 15) to
MPI Global the following documents as part of the annual planning process: Strategic Business Plan,
Budget, 12-24 month Chapter Calendar of Events, Chapter Operation form, Current & Updated
Bylaws and Policy Manual. For Chapters that employ a paid Chapter Administrator refer to Article VI,
Section 7 for additional requirements. Additionally, US Chapters must submit a copy of their annual
tax return by November 15. All other Chapters should follow their local jurisdiction and submit a copyof their tax return to MPI Global by the local tax deadline.

1.3

As noted in the MPI New England Bylaw Manual, Article IX, the MPI New England Chapter has also
elected to establish an Executive Committee. The Executive Committee may act in place of the
Chapter Board of Directors between Board Meetings on all matters, except those specifically reservedto the Board by these Bylaws, pursuant to delegation of authority to such committee by the Board of
Directors. Actions of the Executive Committee shall be reported to the Board for ratification by mail,facsimile, electronic media or at the next Board meeting. The Executive Committee meets at the callof the President or at the request of two (2) members of the Committee. A majority of the Executive
Committee constitutes a quorum for the transaction of business of the Executive Committee.

1.4

As noted in the MPI New England Bylaw Manual, Article VIII, the governing body shall be the MPI
New England Chapter Board of Directors. The Board is responsible for reviewing and approving theorganization’s strategic plans. The Board oversees financial integrity and monitors performanceagainst achievement of strategy and long-term vision. The Board shall be responsible for the hiringand continual performance assessment of paid staff. The Board shall have other powers and authority
as granted to it by its bylaws. A majority of the Board constitutes a quorum for the transaction of thebusiness of the Board. (As calculated: 50% of the number of existing Board members, plus 1.
Example: 24 Board Members, 12 plus 1 or 13, would equal a quorum). Any director, including elected
officers, who has been absent from one (1) regular meeting of the Board of Directors shall request an
excused absence from the President. If the director misses the next Board of Directors meeting, thedirector shall be deemed to have resigned from the Board of Directors and the vacancy shall be filled
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as provided by these bylaws, unless a further excused absence for extraordinary reasons shall be
granted by the Board of Directors or President. Any member of the Chapter’s Board who is unable toattend a regularly scheduled Board of Directors meeting is required to review and/or submit, prior to
the scheduled meeting, a written report on the activities of the committee(s) to which he/she is aliaison. Follow-up with an Executive Committee member is required within five (5) business days.
Failure to comply will be considered an unexcused absence. A Director with two (2) unexcusedabsences, who misses two Board meetings in one operating year may be subject to removal pursuant
to the review and action by the Chapter’s Board of Directors. Board members are strongly
encouraged to attend both the Mid-year and Annual Board Retreats, but may receive exemption on acase by case basis by the President.
SECTION 2: EXECUTIVE COMMITTEE
2.1

As noted in the MPI New England Bylaw Manual, Article IX, the MPI New England Chapter has also
elected to establish an Executive Committee. The Executive Committee may act in place of the
Chapter Board of Directors between Board Meetings on all matters, except those specifically reservedto the Board by these Bylaws, pursuant to delegation of authority to such committee by the Board of
Directors. Actions of the Executive Committee shall be reported to the Board for ratification by mail,facsimile, electronic media or at the next Board meeting. The Executive Committee meets at the callof the President or at the request of two (2) members of the Committee. A majority of the Executive
Committee constitutes a quorum for the transaction of business of the Executive Committee.

SECTION 3. BOARD ELECTION & SERVICE:
3.1

CONTESTED SLATE POLICY: Once the Nominating Committee has developed a slate of nominees
for election in accordance with these policies, the slate must be presented to the Chapter Board of
Directors who must approve the action of presentation to the Membership for election by acclamation.
Additional nominations from the membership shall be permitted; provided a nomination is submitted inwriting to the Nominating Committee Chair by the date provided and is supported by a minimum of
10% percent of the official 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 approved by the Chapter
Board of Directors will be deemed elected by acclamation of the membership and will be installed at
the Chapter’s Annual Member Meeting. If additional nominations are received, the Chapter Members
shall vote in accordance with Article V of the Chapter Bylaws on those positions having two or morecandidates in contention.
In reference to Chapter Board of Directors vacancies, refer to Article VI, Section 6 of the MPI Chapter
Bylaws.

3.2

SLATE PRESENTATION AND SUBMISSION: The Chapter slate will be presented to membership on
templates provided by MPI Global and allow a minimum of 30 days for the membership to contest
prior to Bylaw deadline of March 1. Chapter will submit to MPI Global the elected slate on thetemplate provided by MPI Global on or before March 1 annually.

3.3

BOARD TRAINING: Any incoming Chapter Board of Directors member who has never served on a
MPI Chapter Board of Directors is required to take the MPI Global Board 101 and MPI Managing
Sexual Harassment training prior to the Chapter Business Summit (CBS) as outlined on the Volunteer
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Leader Agreement. All Chapter leaders are encouraged to complete local Chapter Board levelorientation and attend MPI Global training, as applicable.
3.4

BOARD RETREATS: Chapters are required to hold an annual board planning retreat between April
and June of the fiscal year. Chapters are also required to hold an annual mid-year assessment retreat
between November and January of each fiscal year. The aforementioned dates are subject to changein accordance with guidance from MPI Global. Chapters are required to utilize an “MPI-verified
Chapter Facilitator” during both annual and mid-year retreats to oversee the process and flow of theretreat. MPI-verified Chapter Facilitator cannot be a current Chapter Board of Directors member orhave served on the board in the two (2) last years or be a Chapter Administrator from your home
Chapter

3.5

The Immediate Past President (IPP) will serve as Nominating Chairperson. Should the Immediate
Past President be unable to serve in this position for any reason, the President shall appoint a
Nominating Chairperson. The IPP or Chairperson will form a Nominating Committee for the purposeof nominating a slate of officers and Board of Directors beginning in the Fall by the date of the first
board meeting of the new fiscal year beginning July 1st. The IPP or Chairperson, with the approval of
the Executive Committee, will enroll no more than seven and no less than four members including the
Chairperson and the President Elect. The President Elect has a vote as a part of the nominating
committee. Other current Board members may not serve on the Nominating Committee. The Chapter
Administrator, at the direction of the Nominating Committee, is charged with sending Leadership
Interest forms to the general membership, assisting in the preparation of a slate of officers, andmailing the proposed written slate to the general membership. The Chapter Administrator shall collectballots signed by the members sent via mail, email or fax.
Any member in good standing of MPI whose primary affiliation is with this Chapter is eligible fornomination and election to any elective office. The Nominating Committee (which will include thecurrent President-Elect) will vet all applicants and conduct one on one interviews with potential
candidates and then make recommendations back to the committee for final selections.

No current or incoming executive level board member may be seated on any other like for like
Industry Board while also serving on the Board of Directors for MPI New England. Like for likeindustry board is described as a similar organization who targets similar membership such as PCMA,ILEA, HSMAI, etc. This represents a conflict of interest for a sitting or incoming executive level board
member.
1. Installation will take place at the MPI New England Chapter Annual Meeting just prior to thestart of the new fiscal year.
2. Duties & Job Descriptions as noted in the MPI Bylaw Manual, Article VII:
● President. The President shall serve as chairman of both the Chapter Board of
Directors and the Executive Committee, if the Chapter has chosen to establish an
Executive Committee. The President shall also serve as an ex-officio member on allcommittees except the Governance and Nominating Committee.
At the Annual Meeting and at such other times, the President shall communicate to themembers such matters and make such suggestions that will promote the welfare andincrease the usefulness of the Chapter. The President shall perform such other duties
as or as may be prescribed by the Chapter Board of Directors.
● President-elect. The President-elect shall preside at all Chapter meetings in theabsence of the President, work with officers to ensure chapter minimum standards aremet, develop leadership succession planning strategies for the chapter and shall4
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perform such other duties that may be delegated by the President and/or the Chapter
Board of Directors.
Immediate Past President. The Immediate Past President shall serve as theGovernance and Nominating Committee Chair, ensuring compliance and support ofchapter bylaws and policy, shall serve as the Awards Committee Chair to honor andcelebrate annual award recipients and shall perform other duties that may bedelegated by the President and/or the Chapter Board of Directors.
Vice President Finance. The Vice President Finance shall oversee the Chapter's funds
and financial records. The VP Finance shall oversee collection of all funds and/or
assessments; shall establish proper accounting procedures for the handling of funds
alongside Association Management Company; and shall be responsible for keeping
the funds in such banks, trust companies, and/or investments as are approved by the
Board of Directors or by the Executive Committee, if the Chapter has chosen to
establish an Executive Committee.
The Vice President Finance shall report on the financial condition of the Chapter at all
meetings of the Board of Directors and at other times when called upon by the
President. The Association Management Company and Vice President Finance shallfile Chapter tax reports to MPI and governmental agencies as required.
Vice President Membership. The Vice President Membership shall oversee newmember recruitment, new member orientation, member recognition programs,
scholarships, and Chapter retention. The Vice President Membership will accessmembership reports, including new members and retention, from the MPI databaseand report at all meetings of the Board of Directors and at other times when called
upon by the President.
Vice President Education. The Vice President Education shall oversee the educational
offerings of the Chapter, to include program planning and educational alignment with
the MPI strategic plan. The Vice President Education shall also oversee registration,
logistics, content and speaker sourcing for all meetings. The Vice President Education
will report at all meetings of the Board of Directors and at other times when called uponby the President.
Vice President Educational Institute. The Vice President Institutes shall oversee theFall educational institute of the Chapter, to include program planning and educationalalignment with the MPI strategic plan. The Vice President Institutes shall also oversee
all logistical and strategic planning efforts and execution as relates to the Fall
educational institute. The Vice President Institutes will report at all meetings of theBoard of Directors and at other times when called upon by the President.
Vice President Marketing & Communications. The Vice President Marketing &Communications shall oversee the chapter communications. Vice President Marketing& Communications will oversee the timely chapter communications as needed toprovide effective newsworthy information to the membership. In addition, the Vice
President of Marketing & Communications shall oversee the production of the chapter
newsletter/magazine, directory and website, their content and accuracy, and all written
communication that is provided by the chapter both internally and externally. The Vice
President Marketing & Communications shall also ensure that all written
communications follow the chapter Strategic Plan currently in place and MPI
designated Policies and Procedures. The Vice President Communications will report at
all meetings of the Board of Directors and at other times when called upon by the
President.
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● Other Officer Positions. Officer positions other than those specified in these Bylaws
may be established, and their duties specified by, the Chapter Board of Directors.
3. The governing body shall be the Chapter Board of Directors. The Board is responsible forreviewing and approving the organization’s strategic plans. The Board oversees financial
integrity and monitors performance against achievement of strategy and long-term vision. The
Board shall be responsible for the hiring and continual performance assessment of paid staff.
The Board shall have other powers and authority as granted to it by these bylaws.
4. Once informed of their designated board position, slated members are required to attend theupcoming Annual Retreat and begin the transition process with their predecessors andChapter Administrator. This includes, but is not limited to, one-on-one tutorials with existingboard members both in the role they will be assuming as well as other board members andcommittee volunteers.
SECTION 4. BOARD COMPENSATION:
4.1

COMPENSATION: Directors and elected Officers shall not be compensated for their services as an
MPI 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
Chapter Board of Directors. The term “compensation” means direct or indirect remuneration,
including gifts and benefits that are not insubstantial.

4.2

GIFTS: Directors and elected Officers shall not accept any gifts over the value of $100.00 unlessotherwise approved by MPI Global.

4.3

There are no current discounts or complimentary rates for Chapter events and/or for Volunteers
working events for MPINE at this time.
ARTICLE V
COMMITTEES, TASK FORCES, AND ADVISORY COUNCILSSECTION 1. STANDING COMMITTEES
1.1

STANDING COMMITTEES: Chairpersons are determined by the individual Board members thatcomprise said committee (if applicable). No board vote is required for appointment to committee
chair, but all committee members and active volunteer recipients are to be members of MPI.
As noted in the MPI New England Bylaw Manual, Article X, standing committees of the chapter are:● Finance Committee: This committee shall assist the Board of Directors in fulfilling its oversight
responsibilities relating to the quality and integrity of the Chapter’s financial reporting
processes and accounting practices and the performance, qualifications, and independence of
the Chapter’s independent auditors. In addition, this committee will work to secure all in-kindand cash partnership agreements as well as ensure deliverables are met, as well as solicit
raffle items for monthly education meetings and auction items for the online silent auction.
Board members include VP of Finance, Director of In-Kind Partnerships, and Director ofChapter Advancement. Committee members will vary.
● Membership Committee: The Membership Committee is charged with sustaining theorganization by recruiting new members and retaining current members, including tracking
member status and information with local and international offices. The Membership
Committee will support and augment the registration team at the various MPINE programs as
part of the Ambassador program. This committee is charged with planning, marketing, and6

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executing two (2) Membership Meet-up events per year and facilitating the annual MPINE
chapter survey and supporting the MPI Global Chapter survey. Board members include VP of
Membership and Director of Membership. Committee members will vary.
● Special Projects Committee: This committee is charged with planning, marketing andexecuting four (4) events per year that include the Annual Meeting, Summer Industry Outing,
Annual Holiday Event and Spring Gathering. The MPI New England Chapter Annual Meeting
will include officer installation, awards presentation, and year-end festivities (usually targeted
for June at the end of the fiscal year). The Summer Industry Outing, annual Holiday event in
December, and the Spring gathering in May will not generally include educational content andare designed for networking and celebration. This committee also focuses on the MPI
connection with the rest of the New England community through corporate social responsibility(CSR) initiatives at select events. It is also the responsibility of this committee to work with the
Director of In-Kind Partnership to research venues and submit RFP’s for consideration. Board
members include VP of Special Projects and Director of Special Projects. Committee
members will vary.
● Marketing & Communications Committee (Marcom): The Marcom committee is charged with
developing and implementing a marketing plan in order to improve internal and external
communication within the chapter and its membership. It oversees graphics standards andtypewritten words for the all Chapter communication, not the least of which includes the
newsletter, social media platforms, and website. In addition, this team is to work alongside the
Chair of Sponsorship Fulfillment (Finance Committee) to ensure all paid and in-kind sponsors /contributors to the chapter are marketed according to their agreed upon contractual marketing
medium. This committee oversees chapter website content & design and explores ways thechapter can better use electronic media with the direction of the Director of Chapter
Advancement as well as the Board of Directors. This committee is also responsible for all
external-facing social media posting for the chapter as it relates to news, events,
anniversaries, and chapter news. Current outlets are Facebook, LinkedIn, Twitter, andInstagram. Board members include VP of Marketing & Communications and Director ofMarketing & Communications. Committee members will vary.
● Monthly Program Education Committee: A standing committee established pursuant to bylaws
Article X, Section 4: The Monthly Programs Education Committee is charged with providing
exceptional educational and networking opportunities at the regular chapter meetings. In
addition, this committee works to align its program content to Events Industry Council
standards and guidelines and works to ensure clock hours may be assigned when applicable.
It is the responsibility of this committee to work with the Director of In-Kind Partnership toresearch venues and submit RFP’s for consideration. Board members include VP of
Education and the Director of Education. Committee members will vary.
● Educational Institute Committee: A standing committee established pursuant to bylaws Article
X, Section 4: The Educational Institute Committee is charged with providing exceptional
educational and networking opportunity at the Annual Educational Institute. In addition, thiscommittee works to align its program content to Events Industry Council standards andguidelines and works to ensure clock hours may be assigned when applicable. It is the
responsibility of this committee to work with the Director of In-Kind Partnership to researchvenues and submit RFP’s for consideration. Board members include VP of Educational
Institute and Director of Educational Institute. Committee members will vary.
● Nominating & Awards Committee: The Nominating & Awards Committee is chaired by the
Immediate Past President. For Nominations, it shall assist the Board of Directors in fulfilling its
oversight responsibilities relating to developing and implementing sound governance policies
as well as a nomination process for directors and officers. The President-Elect serves as a
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member of the committee with regards to Nominations. There shall be no fewer than four (4)members, including the chairperson. No current candidates for officer or director positions
may serve on the Nominating Committee. Elections shall be conducted and submitted to MPIGlobal by March 1. For Awards, the committee is charged with nominating members of the
Chapter, as well as soliciting candidates from the membership, who have demonstrated
outstanding achievement or contribution to the work of MPINE for the following awards:o Kathy Keegan Cummings Professional Development Scholarship Awardo Dayna Brunelli Tomorrow’s Leader Awardo Sam Dame Chapter Leader of the Year Awardo Meeting Professional of the Year – Suppliero Meeting Professional of the Year – Planner
The committee, with the President’s consent, has the ability to award, not award, or combine
awards of any of the above recognitions due to extenuating circumstances that arise during
the awards nomination process. Additionally, the President also has the ability to select andestablish a “President’s Award” recipient(s). The merit of this award is at the discretion of the
President. Board members of the committee include Immediate Past President andPresident-Elect, other committee members will vary but are to be presented to the board of
directors and voted on no later than the close of the 2nd board meeting of the new fiscal year
(September)Diversity, Equity & Inclusion Committee (DEI): The DEI Committee is a subcommittee of the
Office of the President. The DEI Committee is charged with developing processes that foster
an environment of inclusion, diversity and equity for all current and potential members of thechapter. This committee works toward this goal through partnership with the chapter standing
committees and the Board of Directors overall to ensure DEI is a key part of each committee’splan. The DEI committee also works toward this goal by developing and including questions inannual MPINE member surveys, and evolving committee processes from those survey results.
The DEI committee is led by the Chair of DEI and has representation from members ofchapter standing committees.

SECTION 2. ADVISORY COUNCILS AND TASK FORCES:
2.1

MPINE maintains a Past President's Advisory Council made up of MPINE Past Presidents. This
council meets on an ad hoc basis and forms Task Forces as needs arise. Board members of thiscouncil include President, Immediate Past President, and President-Elect.

SECTION 3. VOLUNTEER ROLES & RESPONSIBILITIES:
3.1

Expectations of Committee, Advisory Council and/or Task Force Chairs:
1) Clearly communicate purpose/charge for the group. If changes in direction occur,
communicate to 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 forall.
3) Complete any assignments by pre-determined deadlines.
4) Draft and disseminate minutes and summaries promptly.
5) Draft and submit progress reports to assigned Chapter Board of Directors as needed.
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6) Ensure volunteer reimbursement requests are submitted and paid within 60 days of thefunded meeting.
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 / board member.
Submit volunteer reimbursement requests immediately following approved expenses but
no later than 30 days.
6) Comply with Conflict-of-Interest Policy, maintain confidentiality of discussions andbackground materials and immediately disclose any conflict of interest that may arise.
ARTICLE VI
FINANCESECTION 1. FISCAL YEAR:
1.1

The fiscal year of the Chapter for financial and business purposes is July 1 through June 30 unlessotherwise determined by MPI Global.

SECTION 2. ANNUAL BUDGET:
2.1

The Vice President Finance shall meet monthly with the Chapter Administrator to review and critiquefinancial reports of the Chapter at all meetings of the Board of Directors and at other times whencalled upon by the President. The Vice President of Finance shall review checks issued for payment
by the Chapter, but the AMC will be responsible for the issuing of all checks. In the absence of theVice President of Finance, another previously designated member of the Board may review checks.
In addition, the AMC will manage all accounts payable and accounts receivable payments.
The annual budget is prepared by VP Finance for review by the Board of Directors beginning at thestart of the slate approval leading up through the Annual Retreat and approved for final submission by
the MPI Global deadline of July 1. The Board of Directors approves the annual operating budget incompliance with MPI Global Bylaws. Chapter operations will be in alignment with the annual budget.
The Vice President Finance supervises the AMC’s role in the receipt and disbursement of chapter
funds: maintaining proper bookkeeping procedures; hiring a Certified Public Accountant at the end of
the fiscal year to conduct an accounting review or audit (if needed); maintaining Massachusetts sales
tax exemption; and filing Chapter tax reports with MPI, the Internal Revenue Service and stateagencies as required.
Contracts and agreements may be executed on behalf of the MPI New England Chapter by the
Chapter Administrator for the Chapter and either the Chapter President or Vice President of Financein consultation with the appropriate board liaison.
MPI New England Board of Directors will determine what amount they feel is adequate to be written
off to “bad debt expense” and add that amount to the budget for the fiscal year. This amount will bevoted on as part of the overall budget. Chapter Accountant will only write-off bad debt after receiving
written notice from the Office of the President and VP of Finance. This process should be done once
during the fiscal year (preferably by June 15 ). Bad debt will show as an expense and reduce theaccounts receivable account.
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SECTION 3. RESERVE FUND:
3.1

TERMS: The term “Reserves” for financial purposes will be defined as funds set aside to be used inemergency cases or in the event of an investment by the Chapter to further its mission.

3.2

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

3.3

ACCESS TO RESERVES: The access of the “reserves” shall first be referred to the Chapter VP
Finance for consideration. Final approval by a majority vote of the Chapter Board of Directors is
required.

3.4

PURPOSE OF RESERVES: MPI New England will maintain adequate reserves for the following
purposes:1)

Unpredictable events which could substantially impact MPI’s operations or revenue
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.
The Chapter’s Board of Directors will evaluate and monitor the Chapter’s reserves at the end ofeach fiscal year and make contributions from NET earnings to this fund (if applicable). If funds arewithdrawn from the reserve funds, an action plan for replenishment of the withdrawn amount must
be developed with a 3-month timeline for approval by the Board of Directors.
SECTION 4. REQUEST FOR PROPOSALS:
4.1

RFP & Contract Approval Process: Specified Chapter Committee works alongside Director of In-Kind
Partnerships (DIKP) and Director of Chapter Advancement (DCA) to complete and update RFPs tosolicit venues and vendors, per the provided meeting specifications for in-kind and paid partnerships
respectively. All RFPs are sent directly to prospective in-kind venues by the (DIKP) or paid
partnerships by the DCA. The respective Director communicates option(s) to the appropriate contact
such as, President, Board Member, Committee Chair, etc. and after consideration with a specificcommittee, the respective initiates a contract with the selected vendor.

SECTION 5. REIMBURSEMENT OF EXPENSES OR TRAVEL
5.1

For any travel directed or offered by MPI Global, Chapter Board of Directors members will comply
with expense and reimbursement guidelines outlined for such an event by MPI Global Policy Manual.
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President & President-Elect: Only when traveling for Chapter business (and when accounted for in
annual budget), the President and President-Elect may be reimbursed for the amount of theregistration fee, airfare, ground transportation (or parking) to and from departure airport, andovernight accommodations for a maximum of five (5) nights per meeting to attend the MPI World
Education Congress and other requisite meetings.
Kathy Keegan Cummings Award Recipient: This Scholarship award is presented annually to an MPI
member from the New England Chapter to provide a full-year of complimentary registration to allmonthly education programs of the Chapter (excluding the Fall Institute). The candidate must present
a rationale for receiving this scholarship, including why he/she would like to participate in Chapter
educational events throughout the year, how this participation will benefit the candidate’s future
professional goals, and how his/her participation will benefit the MPI New England Chapter.
Chapter Volunteers: Chapter board members and volunteers selected to participate in the Leadership
Conference or Chapter Business Summit held by MPI Global (when in-person) may be reimbursed by
the Chapter for ground transportation (if not provided by the conference) to and from the arrival airport
to the conference site. Any additional funds needed for flight transportation to attend the Leadership
Conference or Chapter Business Summit may be covered up to $450 from the allotted $375 from MPI
Global.
Food and Beverage: No food and beverage expense will be reimbursed to chapter members for any
conference, retreat or meeting.
All expenses must be submitted within 30 days to the VP of Finance for approval. The VP of Financethen codes the expense to the operating budget and submits it to the AMC Finance Director for checkissuance.

BUDGETED CHAPTER EXPENSES: In order to exceed total budget or line item amounts within the
yearly fixed budget a Board member must secure Presidential pre-approval in consultation with the
VP of Finance.

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, all member
types have access to the Membership Directory https://www.mpi.org/membership/member-directory .
There are no additional direct member benefits to access registration lists and/or member lists. Anylists provided via Sponsorship opportunities must account for opt-outs and be respective of the MPI
Data Privacy Policy.

6.2

CHAPTER SPONSORSHIP POLICIES: Chapters have the ability to sell Sponsorship opportunities topartners that are members of MPI. Such sponsorships can include education, events, website
advertising, newsletters, etc. All sponsor campaigns must take into account opt-outs and the MPI
Data Privacy Policy. All sponsorships should be considered for overall member value and chapter
business strategies.

6.3

For all cash sponsorships, the Director of Chapter Advancement drafts a contract with outlined
benefits for monetary contribution and then sends to Chapter Administrator for review, accuracy andconformity against the original bid agreement. Agreement is sent to the selected cash sponsor for
final review. Upon reaching agreement to terms of contract, the cash sponsor signs and authorizes
the contract which is then co-signed by the Chapter Administrator, President, or VP of Finance. Chairof Sponsorship Fulfillment keeps all contracts on file and notifies appropriate Chapter contact and11

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committee members, if applicable. All fulfillments to the cash sponsor are managed by the Chair ofSponsorship Fulfillment with oversight by the Director of Chapter Advancement. All cash sponsors
are tracked through Google Sheets system managed by Chair of Sponsorship Fulfillment and Directorof Chapter Advancement.
SECTION 7. PAID STAFF ADMINISTRATORS:
7.1

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

7.1.1

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 and 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

7.2.

EVALUATION OF PAID STAFF & CONTRACT RENEWALS: Each Chapter is required to complete anannual review of their administrative services prior to the end of the Chapter’s fiscal year. Chaptersmust, at a minimum, adhere to the evaluation guidelines provided on the sample template
promulgated by MPI Global. Additional processes can be deemed necessary at the Chapter’s
discretion. All Chapters must submit a copy of their paid staff evaluations and updated contracts forservices (if applicable) to MPI Global at any time upon completion but no later than June 15.

7.3.

Contracts for any Chapter Administrators or paid staff services will require the following language
included in contracts and/or scope of services. This includes all existing and future contracts.
• Chapter Administrators and their support staff will represent the Chapter and MPI Global in a
professional manner adhering to the Principles of Professionalism Guidelines provided by MPI Global.
• Chapter Administrators and their support staff will follow all MPI Global and Chapter Bylaws, Policy&
Procedures, Financial budgeting requirements and any other defined requirements set forth by
Chapter or MPI Global.
• Chapter Administrators are required to adhere to all Chapter Administrator Program (CAP)
guidelines
and policies. See program guidelines for specific requirements.
• Chapter Administrators or paid support staff must be licensed and insured with a minimum of $1
million dollars in general liability insurance and provide proof of said policy to Chapter and MPI Global
annually by June 15.
• Non-compliance with these requirements will require termination of contract.

7.4.

Chapter Administrators or paid staff cannot be family or an immediate relative of board members.
Family or immediate relatives are defined as, spouse, children, parents, siblings or grandchildren.
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7.5.

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

7.6.
All administrative services must be contracted as a vendor for services, not an employee of the
Chapter.
In the event a Chapter is without capacity to support a paid staff administrator, consult your Chapter
Operations Manager (COM).
7.7.

MANAGEMENT OF PAID STAFF: The MPI New England Board of Directors currently retains DRI
Professional Services (DPS AMC) as the Association Management Company (AMC) on record to
perform duties relating to the management of the chapter. The duties and responsibilities of the AMC
shall be identified in the yearly contract and in the work plan approved by the Board of Directors
annually prior to, or at the commencement of, each fiscal year.
The AMC shall provide a report at the start of each scheduled meeting of the Board of Directors on
the execution of their duties and responsibilities. The Board of Directors shall be responsible forproviding overall policy direction and instruction to the AMC. The Chapter’s Office of the President (orSpecial Task Force) shall conduct the regular evaluation of the performance of the managementcompany to be completed annual prior to the June board retreat. The format of such an evaluation
shall be agreed upon between the Chapter Administrator and the Office of the President.
As noted in the MPI New England Bylaw Manual, Article IX, paid staff administrators may be
employed by the Chapter Board of Directors to serve at its discretion. Duties and compensation shallbe determined by the Board. Paid staff administrators must adhere to the standards and qualifications
established by MPI Global. Any and all evaluations of paid staff administrators must be performed by
the Office of the President as a whole. The Chapter Administrator is compensated through themonthly AMC fee. The onsite liaison is compensated on an hourly basis as a contractor.

ARTICLE VII
CHAPTER EVENTSSECTION 1. EDUCATIONAL & SOCIAL EVENTS:
1.1

EVENT ATTENDANCE: Pending market conditions, Chapters should charge a member rate and anon- member rate for events where appropriate. The price difference between member and nonmember rates is at the Chapter’s discretion based on specific event needs. Anyone who is not a MPI
preferred or premier level member is required to pay the non-member rates for events with nolimitations to event attendance. Refer to Article III, Section 2.1 for additional Chapter member
attendance guidelines.
Partnership events with other industry organizations are excluded from this requirement.

1.2

Regular chapter meetings will be held on the third Wednesday of every month (whenever possible) as
determined by the Board of Directors at a location recommended and approved by the Board of
Directors. In instances when calendar conflicts occur, the Board of Directors may elect to change thedates of these meetings. Additionally, the MPI New England Chapter Signature Event, the Fall
Educational Institute, is traditionally held in November over a 1.5 day period and may not follow thecycle of the third Wednesday of the month. Additional Chapter meetings may be scheduled at times
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and places to be determined by the Board of Directors in order to not interfere with monthly programs,
special programs, fundraising events and the annual meeting.
Speaker fees and travel are assessed on a case by case basis and are authorized by the VP of
Education and VP of Educational Institute so that they are aligned within their specified chapter
budget. Speakers, Facilitators, Panelists or discussion leaders who lend their expertise on a topic, areeligible for meeting/program fees to be waived at the discretion of the VP of Education and VP of
Educational Institute. If the speaker is being sponsored, or is being represented by an outsidesponsoring company, the sponsor or speaker may be acknowledged just prior to and/or upon the
conclusion of the speaker’s presentation, and the actual content of the program must be free of sales
and promotion.
The MPI New England Chapter confirms with MPI Global policy relative to non-hosted alcoholic
beverage bars at all MPI New England Chapter monthly meetings.
Chapter fees shall be determined by the representative committees subject to approval by the
Chapter’s Board of Directors. Pricing for both the monthly meetings and Fall Educational Instituteshould be based upon consideration of prior pricing history and current market conditions.
Information relative to the historical pricing for activities, goods, services and events should beobtained from the Chapter’s Chapter Administrator.
Up to two (2) participating co-chairs for an individual monthly and special program may attend theirrespective meetings on a complimentary basis. The co-chairs shall be determined as those listed on
the promotional materials for the event and would be exempt from paying the registration fee. The
VP of specified committee would determine the co-chairs per meeting to which this exemption would
be applied. Complimentary registration fees may not be transferred.
At the MPI New England Chapter Monthly Meetings, the Chapter will provide complimentary
registration for employees of the sales staff and senior management staff of the host facility, provided
there are no direct costs to MPI for these individuals and it is currently in line with their venue
sponsorship contract. Should a direct cost to the Chapter be incurred, charges to the host facility will
be assessed. Complimentary registrations for representatives from the other sponsoringorganizations may also be extended on a case-by-case basis by the Director of In-Kind Partnership.
The Membership Committee may sponsor up to two prospective members at each monthly meetingas a proactive step towards increasing membership. The prospects will be pre-qualified by the chairof the committee to ensure that they are active in the meeting industry and that they are goodcandidates for membership in the MPI New England Chapter. The chair of the Membership
Committee will be responsible for approving the monthly prospects and notifying the managementcompany of their names and affiliations. The prospective member should not have attended an MPI
New England event in the last 12-18 months.
The registration fee for any educational program will be waived for any past president or the current
president of the MPI New England Chapter. This privilege does not apply to networking/social
programs, Educational Institute, or other events that require overnight accommodations.

1.3

EDUCATIONAL PROGRAMS: The Chapter shall conduct at least five (5) monthly educational andnetworking programs for the membership, plus the Educational Institute. The respective committee
shall determine the fees for attendance at monthly meetings and the Educational Institute subject toapproval by the Board of Directors. Pricing tiers shall be established for all monthly meetings which
will establish categories for members and non-members. Chapter members shall be entitled to alower rate than non-members.
Pricing for the Fall Educational Institute signature event is determined on a yearly basis andsubmitted for approval by the Board of Directors. Pricing factors include participation as part of
Hosted Buyer Program (if applicable), supplier attendee vs. planner attendee, sponsorship
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participation, and other incentive programs determined by the VP of Education and Director of
Institutes.
1.4

NETWORKING/SOCIAL PROGRAMS: The Chapter shall conduct four (4) networking/social meetings
and two (2) membership meet-ups during each fiscal year of the organization. The fees forparticipation in these meetings shall be established by the Special Projects and Membershipcommittees and subject to approval by the Board of Directors.
ARTICLE VIIICOMMUNICATIONSSECTION 1. BRAND STANDARDS:
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 Global Brand Guide and must be
approved by MPI Global prior to use.

SECTION 2. CHAPTER COMMUNICATIONS:
2.1

The MPI New England Chapter Marketing & Communication (Marcom) Committee policies fall under
the realm of managing the following three categories of media and outreach to member andnon-member databases:● Social Media - LinkedIn, Facebook, Twitter, Instagram● Publications – Magazine/Newsletters, Directory, Website Content, PR● Brand Awareness & Content – ensuring all content executed in aforementioned areas remains
consistent with MPI/NE brand under MPI Global parameters
The Marcom Committee is responsible for the CVENT generated content on all meetings, special
events, newsletter, and the chapter website. All event chairs must submit an Event Build form
encompassing all event details including venue location, date and agenda, speakers, and program
logistics. This form is reviewed by the VP and Director of Marcom, Director of In-Kind Partnership,
Director of Chapter Advancement, Office of the President before being submitted to the Chapter
Administrator to create the necessary content for the CVENT marketing materials and website
content. Timelines are managed by the Marcom team with each respective committee determining
event logistics.
The Marcom Committee is responsible for all content placed on the www.mpine.org website inaddition to all content generated from any social media account.

SECTION 3. ADVERTISEMENTS:
3.1

Chapter Advertisements include, but are not limited to:● Newsletter Ads: The Chapter shall produce monthly newsletters throughout the year. The fees foradvertising in the newsletter shall be determined by the Director of Chapter Advancement andsubject to approval from the Chapter’s Board of Directors or President.
● Sponsored E-blasts: Advertising Sponsor can purchase and create content that the Chapter
Administrator will distribute on behalf of sponsor. No member contact information is given to thesponsor and content must be approved by the Marcom Committee.
● Social Media Takeover: Advertising Sponsor can purchase and create content that the Marcom
Committee will post on Chapter Social Media Channels on behalf of sponsor. No member contact
information is given to the sponsor and content must be approved by the Marcom Committee.
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ARTICLE IXMISCELLANEOUS
SECTION 1. PHILANTHROPIC ACTIVITY:
1.1

Funds for the MPI New England Chapter’s contributions to philanthropic and educational endeavors
will come from many sources, including but not limited to fundraising events. The balance of the funds
may be divided among organizations that are involved in the meetings industry, which are related tothe industry, or meetings industry related charities. These categories include, but are not limited to
specific educational programs of the MPI New England Chapter and the MPI Foundation. In addition,balance of the funds raised may impact a local charity or organization outside the meetings industry
as part of a Corporate Social Responsibility (CSR) initiative. No donation may be designated nor
committed without approval by the Board of Directors of the MPI New England Chapter. The Board
will consider committee recommendations in determining the allocation of philanthropic funds.

SECTION 2. CHAPTER AWARDS:
2.1

The Nominations & Awards Committee is charged with nominating members of the Chapter, as well
as soliciting candidates from the membership, who have demonstrated outstanding achievement orcontribution to the work of the MPI New England Chapter for the following awards:● Kathy Keegan Cummings Professional Development Scholarship Award: Scholarship Award (seebelow, Section 3.1)
● Dayna Brunelli Tomorrow’s Leader Award: This award is presented annually to an MPI member
who has made new contributions to the association at the chapter level. The candidate must be acurrent member of MPI in good standing. This award recognizes a new and growing career in theevents industry with demonstration of involvement, commitment and achievement on a chapter
level. This award is named in honor of an incredible young member of MPI New England who
passed away too soon but remembered always for her contributions to the chapter.
● Sam Dame Chapter Leader of the Year Award: This award is intended to recognize the local
commitment of a chapter member in influencing the life of the Chapter. The award is based upon
the ability of the recipient to motivate others, impact chapter functions, provide a sense of purposein the community and act as a catalyst to cause exceptional results that benefit the local chapter
and meetings industry.
● Meeting Professional of the Year – Supplier/Planner: These awards (one for Planner and one for
Supplier) are presented annually to a member of MPI in recognition of outstanding
association/industry contributions, leadership and professionalism. The awards are based on
chapter participation, donation of time, talents and services to members of the community andcommunity service outside of the chapter. The awards recognize a career of involvement,
commitment and achievement.
● The President also has the ability to select and establish a “President’s Award” recipient(s). The
merit of this award is at the discretion of the President.
The Awards committee will communicate criteria and solicit applications from the general membershipduring the year. Applications and nominations should be submitted by the marked deadline for review
and final selection by the Awards Committee. Award recipients are notified at the June Annual
Meeting. Winners MAY be part of the upcoming fiscal year Board of Directors beginning July 1st, but
may not CURRENTLY sit on the MPI New England Chapter Board of Directors at the time ofnomination. All applicants must be members in good standing of the MPI New England Chapter.
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The committee, with the President’s consent, has the ability to award, not award, or combine awardsof any of the above recognitions due to extenuating circumstances that arise during the awards
nomination process.
SECTION 3. CHAPTER SCHOLARSHIPS:
3.1

In addition to the merit awards, the June Annual Meeting will also highlight a scholarship recipient
award –the Kathy Keegan Cummings Award. The recipient of the Kathy Keegan Cummings award
shall receive complimentary educational registrations for the five (5) education meetings in thatupcoming fiscal year. The complimentary registration cannot be applied to any networking event, theFall Educational Institute and may not be carried over into the next fiscal year. Inability to attend an
education meeting will result in forfeiture of that comp registration. The candidate is nominated by
his/her peers or self-nominated and the awards committee will deliberate amongst the nominees andselect the nominee most deserving. All applicants must be members in good standing of the MPI New
England Chapter.
The Awards committee will communicate criteria and solicit applications from the general membershipduring the year. Applications and nominations should be submitted by the marked deadline for review
and final selection by the Awards Committee. Award recipients are notified at the June Annual
Meeting. Winners MAY be part of the upcoming fiscal year Board of Directors beginning July 1 , but
may not CURRENTLY sit on the MPI New England Board of Directors at the time of nomination.
st

SECTION 4. NON–COMPLIANCE:
4.1

Chapters may forfeit awards and metrics incentives for non-compliance with the MPI Chapter Bylaws
and the MPI Chapter Policy Manual.

SECTION 5. MPI POLICY MANUAL:
5.1

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

MPI New England
Revision Date 3/17/2022

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