They are arranged by the area coordinator, often with the assistance of the officers of a host chapter. Reimbursement for attendance is provided in the form of a travel allowance for one car. If more than four of a chapter's officers attend, reimbursement is provided for a second vehicle if used. If more than eight attend and three cars are used, reimbursement is provided for the third vehicle. The claim form is to be verified by the area coordinator who forwards it to the international office.
Payment is made to the chapter treasurer.
The mileage allowance for each fiscal year is the rate allowed by IRS on July 1 of that year.