National Education Conference Policies

AC-1      National Education Conference (NEC) Guidelines
AC-2      On Stage Recognition for Chapters Receiving National Awards
AC-3      Travel/Honoraria for Members to Train at the NEC
AC-4      National Educational Conference (NEC) Cancellation
AC-5      Communications of the Year Award
AC-6      Chapter Operations Awards
AC-7      Programming of the Year Award
AC-8      National Education Conference – Rance R. Willis National Scholarship
AC-9      Gilmer Planner (POY) and Supplier of the Year (SOY) Guidelines
AC-10    SGMP Partnership Award
AC-11    SGMP National President’s Award


 

National Education Conference (NEC) Guidelines

Section: Annual Conference       
Policy No: AC-1
Date of Origin: October 1992                     
Revised: September 2002; January 2003; April 2008; September 2008; September 2009; March 2012; February 2019; October 2021
Reaffirmed:       

PURPOSE

This section covers all policies related to the SGMP National Education Conference.

POLICY

The National Education Conference is the responsibility of the SGMP national organization. The SGMP National President will provide the majority of oversight of the National Education Conference.

The National Board will be responsible for ensuring that the educational and financial objectives are met. This oversight will include, but not limited to:

  • Establishing and approving all conference registration and exhibit fees
  • Establishing and approving the conference budget
  • Establishing and approving overall schedule
  • Establishing and approving host city and host property

Site Selection

For planning purposes, a nationwide bid process will be used to solicit the National Education Conference site/venue(s).

An SGMP site selection committee of two or more SGMP National Board Members appointed by the SGMP National President shall be responsible for recommending the most competitive options to the SGMP National Board. This committee shall be comprised of at least one planner member and one supplier member. The SGMP NEC Site Selection Committee will be responsible for recommending all future conference sites to the National Board. The National Board will vote to confirm the location/venue(s). Selected NEC hosts (CVBs/authorities and hotel(s)) must maintain an SGMP membership from selection through the end of the conference.

Future RFPs for the National Education Conference will be sent to SGMP member convention bureaus/authorities, SGMP member hotel national sales representatives as well as SGMP contract planner members. Furthermore, it shall be the responsibility of SGMP members to confirm their participation in this bid process.

Notifications

If applicable, the prospective host chapter president as well as the participating hotel national sales representatives and convention bureaus/authorities will be notified in advance of scheduled site inspections.

Over Expenditures

Expenditures exceeding five percent of the budgeted category amount for the National Education Conference may not be processed without prior National Board approval.

Charitable Giving

SGMP will adopt a community service project as part of the National Education Conference. The host city chapter will make its recommendation to the National Board for approval.

Exhibits

The SGMP Headquarters will be in charge of exhibits and registration for the National Education Conferences.

The National Board will decide on any complimentary exhibit booth(s) to be provided based on the recommendation of the Executive Director.

Only SGMP members are permitted to exhibit at the tradeshow held at the National Education Conference. Member properties may have their tradeshow space transferred, but non-members may not exhibit, even if the chain is a member. National chain membership does not qualify all hotels in that chain as members.

Only Government Planner, Contract Planner, Retiree, Educator/Student, and Supplier members are allowed on the tradeshow floor (some restrictions may apply for non- exhibiting Suppliers).

Complimentary Registrations

Complimentary registrations will be provided for the National Education Conference at the discretion of the National Board.

Use of Logo

The SGMP logo must be incorporated into all National Education Conference logos.

Outside Events

No other event(s) will be permitted to occur during or conflict with any official SGMP conference function.


 

On-Stage Recognition for Chapters Receiving National Awards

Section: Annual Conference
Policy No: AC-2
Date of Origin: October 1992                  
Revised: September 2002; April 2008; October 2009                         
Reaffirmed:                    

PURPOSE

The National Education Conference schedule will permit on stage recognition for chapters receiving awards.

POLICY

Chapter Presidents may designate no more than two individuals to accept awards at the National Education Conference. One-two minutes maximum will be allotted for the winners to give an “acceptance” speech, if they choose to do so.


 

Travel/Honoraria for Members to Train at the National Education Conference

Section: Annual Conference       
Policy No: AC-3
Date of Origin: October 1992                  
Revised: September 1999; April 2008; September 2008; October 2009; November 2010; July 2018; FEBRUARY 2019
Reaffirmed

PURPOSE

SGMP recognizes the value of using its members to provide education at the National Education Conference. SGMP also recognizes that it is not always possible for members to get full financial support from their agencies to attend the conference. This policy covers the financial subsistence provided for members speaking at the National Education Conference.

POLICY

SGMP members presenting programs at the National Education Conference may apply for no more than $200 TOTAL (total amount, not per session amount) honorarium to go toward conference registration, airfare and/or lodging. Once both parties (individual and Executive Director or Deputy Director) have signed the “Member Speaker Contract,” the arrangements are considered final and not open to change.

This policy does not apply to Supplier or Contract Planner members whose primary services to the government meetings market is education-related (training or speaking).


 

National Education Conference Cancellation Policy

Section: Annual Conference       
Policy No: AC-4
Date of Origin: JULY 2017                          
Revised: October 2018                  
Reaffirmed:                                       

PURPOSE

SGMP recognizes that there are extraordinary and/or emergency circumstances for which National Education Conference attendees and exhibitors would request cancellation of registration and refund. This policy covers cancellations and refunds for the National Education Conference.

POLICY

Attendee Refunds and Cancellations

If you cannot attend the Conference, you may transfer your registration to another attendee in the same category or request a refund. All cancellations must be in writing.

Registration cancelled more than 90 days before the event will receive a full refund less a $30 handling fee. Registrations cancelled less than 90 days but more than 30 days before the event will be refunded 50% of the registration fee. Registrations cancelled less than 30 days before the event will not be eligible for a refund unless it is in accordance with the Emergency Policy below.

No membership fee will be refunded.

SGMP is not responsible for problems beyond our control such as weather conditions, venue conditions, prepaid parking, etc. No refunds will be given in these situations. The final decision on refunds rests with SGMP National Board of Directors.

Exhibitor Refunds and Cancellations

Exhibit space may be cancelled up to 120 days before the event. All cancellations must be in writing. A full refund less a $250 handling fee will be made. No refund will be made if cancellation is received less than 120 days before the event. In the event of cancellation by an exhibitor at any time, SGMP shall have the right to rent the space to anyone else, without obligation to return the amount already paid, and the right to retain such amount as liquidated damages.

Emergency Policy

Refunds may be granted if an attendee is unable to attend the conference due to a family death, illness, or other extraordinary circumstance. In such a circumstance, SGMP Headquarters must be contacted by letter or e-mail. Refunds will still be subject to the $30 handling fee and membership fee will be retained. A request does not guarantee the refund will be approved. The final decision on refunds rests with the SGMP National Board of Directors’ designee.


 

Communications of the Year Award

Section: Annual Conference       
Policy No: AC-5
Date of Origin: October 2017                      
Revised: March 2018, September 2022, October 2023, December 2023
Reaffirmed:                                       

PURPOSE

SGMP acknowledges that Communications is a key to the success of the Society. The purpose of this policy is to address the criteria and scoring processes for the Communications of the Year Award in recognition of chapters' outstanding achievements in communications.

POLICY

This policy is currently under revision. The National Board will assign a Board Liaison(s) to oversee the Awards processes. 

Based upon judging results, Headquarters staff will prepare physical and digital award certificates for commendations and award(s), along with award checks based upon scoring placement for each winning chapter.

To be in contention for a Communications Award, chapters must submit a completed application with required supporting documentation, by a date established by the National Board liaison. The Communications of the Year Award application form is to be located in the Chapter Online Toolkit.

Attachments to this policy are the following documents:

Communications of the Year Application

COMPLETE PROGRAM DESCRIPTION

To view all sample forms and attachments, please view this policy as a PDF. 


 

Chapter Operations Awards

Section:  Annual Conference
Policy No: AC-6
Date of Origin: October 2017
Revised: October 2023
Reaffirmed:       

PURPOSE

The purpose of this policy is to address the criteria and scoring processes for the Chapter Operations Award in recognition of chapters’ outstanding achievements in operations.

POLICY

The National Board will assign a Board Liaison(s) to oversee the Awards processes. Chapter Operations awards do not require an application submission. Awards are presented to the chapter with the highest points at the end of the timeframe specified. All chapters are in contention for the Chapter Operations Awards. Unless otherwise determined for a specific year the applicable chapter operations time frame will be July until the last full month before the National Education Conference in that fiscal year.

Chapters can monitor their own progress throughout the year via Monthly Membership Report, Monthly Chapter Report Status Report and Monthly Financial Report located on the chapter board page.  

Each chapter is awarded points as follows:

Categories
Points
Membership
Loss - 0
Maintain - 1
Gain - 2
Education
</=5 meetings - 0
6 meetings - 1
7+ meetings - 2
Monthly Chapter Reports
</=8 on time - 0
9 on time - 1
10 on time - 2
Monthly Financial Reports
</=8 on time - 0
9 on time - 1
10 on time - 2
Year End Financials
Not submitted - 0
Late - 1
On time - 2
Annual Budget
Not submitted - 0
Late - 1
On time - 2
Supported Policy C-18 regarding Website
</=6 items - 0
7-9 items - 1
10 items - 2
Published at minimum quarterly Formal Scheduled Communication – Policy AC-5
<quarterly - 0
quarterly - 1
monthly - 2
Submitting Application for Communications of the Year (COY) Award – Policy AC-5
no submission - 0
 
On time - 2
Submitting Application for Programming of the Year (POY) Award – Policy AC-7
no submission - 0
 
On time - 2
EXTRAS:
 
 
 
Participation in national membership meetings
</=3 meetings - 0
4-5 meetings - 1
6+ meetings - 2
Participation in JLM
0 meetings - 0
1 meeting - 1
2+ meetings - 2
Developed a Chapter Board leadership transition program
none - 0
under development - 1
operational - 2
EXCELLENCE
20+ points
 
 
HONORS
16+ points
 
 
MERIT
12+ points
 
 

 

Headquarters staff will prepare physical and digital award certificates for Excellence, Honors, and Merit along with award checks based upon scoring placement for each winning chapter. 

At a minimum, awards and their criteria should be evaluated by a National Board assigned Awards Committee every two years for significance and relevancy.

Current FY standings is located on the chapter board page.  


 

Programming of the Year Award

Section: Annual Conference       
Policy No: AC-7
Date of Origin: October 2017
Revised: July 2019; December 2019, September 2022, September 2023
Reaffirmed:       

PURPOSE

SGMP recognizes that chapter programming is an important part of membership education. This policy covers the criteria and processes for scoring the Programming of the Year Award.

POLICY

The GIL Trustees are responsible for establishing operational requirements, evaluation scoring criteria, locating judges; and the time frame for the Programming of the Year Award. Unless otherwise determined for a specific year, the applicable program time frame will be July – April.

Evaluation Scoring Criteria

Standard Program Operations
POINTS
Submit education calendar by the September 10 deadline.
>60 days late - 0 points
30-60 days late - 5 points
1-30 days late - 10 points
on time - 20 points
Hold 6 or more education meetings in the fiscal year.
 
 
6 meetings - 20 points
>6 meetings - 25 points
Submit requests for contact hour approval at least 30 days prior to each program.
1 days prior - 5 points
7 days prior - 8 points
15 days prior - 10 points
30 days prior - 15 points
Submit program evaluations with monthly chapter report.
 
 
 
10 points
Ensure programs are applicable to both planners and suppliers.
 
 
 
15 points
Identify the core competency addressed by each program held during the program timeframe.
 
1-3 - 10 points
4-5 - 15 points
9 - 20 points
 
 
 
 
105 total points
 
 
 
 
 
Additional Points
 
 
 
 
Program evaluations show 75%+ satisfaction rating for at least 2 events
 
 
 
10 points
Identified and engaged at least 2 new speakers/presenters
 
 
 
10 points
 Total Possible Extra Points
 
 
 
20 points

 

This award is based on timely completion of the above items.  

Headquarters staff will prepare physical and digital award certificates for First, Second and Third Place along with award checks based upon scoring placement for each winning chapter.

At a minimum, awards and their criteria shall be evaluated by a National Board assigned Awards Committee or designee every two years for significance and relevancy.

Submit Your Application Form

 

Rance R. Willis Development National Scholarship

Section: Annual Conference       
Policy No: AC-8
Date of Origin: March 2018                     
Revised:                                             
Reaffirmed:                                     

PURPOSE

SGMP acknowledges that the purpose of this policy is to address the criteria and scoring processes for the NEC National Scholarship.

POLICY

The Gilmer Institute of Learning’s Scholarship and Certification Trustees are to oversee the Awards’ processes. Individual submissions will be reviewed, judged and scored based on the following categories:

The National Rance R. Willis Planner Development Scholarships for NEC are open to government and contract planners and is based on the volume of meetings planned.

  • A scholarship application has been developed and scholarships are awarded on a point system based on the application.
  • The full scholarship will cover the cost of registration, three (3) nights lodging and roundtrip airfare. Partial financial assistance also is available to include number of nights lodging, transportation or conference registration.
  • Applications are not open to suppliers.
  • All scholarships are intended for chapter members who might not be able to attend NEC without financial assistance.
  • Chapter members whose agency or chapter would otherwise provide full funding for them to attend are not eligible.
  • Chapter members who have previously received a National scholarship are not eligible to apply again for the following.
  • Scholarships are distributed as national funding and budget allows, and at the discretion of the National Board.
  • Completed applications and all relevant committee reports will be presented to the Gilmer Institute of Learning’s Scholarship and Certification Trustees, via a blind numbering system.
  • After review and scoring, the Gilmer Institute of Learning’s Scholarship and Certification Trustees provide results to the Education Director, who merges scoring results with names of candidates.
  • Gilmer Trustees recommend approval of scholarship awards to the National Board and the National Board votes on the approval. Final results are provided back to the Education Director and Gilmer Trustees for awardee notification.
  • Applications are available in November; due to National in December and notified in January.
  • Applications without all the necessary documents will be considered incomplete and will not be considered.
  • After the National scholarships have been awarded, the Gilmer Trustees will provide the chapter scholarship template and chapters may begin their process.
  • Applicants that did not receive a National scholarship are encouraged to apply for their chapter scholarship. Chapter scholarships are opened after National has announced the National scholarship winners.

The Scoring Matrix – Points will be awarded based on the following:

  • Length of SGMP membership.
  • Number of meetings planned on-site and off-site.
  • Number of off-site meetings held in a SGMP member property.
  • Total number of attendees at all of the meetings planned.
  • Level of decision making by planner.
  • Services utilized at the largest meeting (largest number of attendees and/or dollars spent).
  • Was a SGMP member property used for the largest meeting?
  • Number of monthly chapter meetings attended.
  • Certifications member holds (CMP and/or CGMP).
  • First time attendee at NEC?
  • Previously received NEC National scholarship?
  • Previously received NEC chapter scholarship?
Scholarship Application Form

 

National Education Conference Award Policy – Gilmer Planner (POY) and Supplier of the Year (SOY) Guidelines

Section: Annual Conference       
Policy No: AC-9
Date of Origin: March 2018
Revised: October 2023
Reaffirmed:       

PURPOSE

The purpose of this policy is to address the criteria and scoring processes for the Sam Gilmer Planner of the Year (POY) and Supplier of the Year (SOY) Awards. The awards are in recognition of overall exemplary member leadership, volunteerism, activity and involvement in the execution of SGMP’s mission and government meetings industry goals.

POLICY

The National Board will assign a Board Liaison(s) to oversee the Awards processes. The Sam Gilmer POY and SOY Awards are based on the service and achievements of an individual to both SGMP on the national level and the government meeting industry, as documented in the submission of the Sam Gilmer Planner/Supplier of the Year Award Nomination Forms.

Award forms are to be submitted by another SGMP member on behalf of the nominee. No self- nominations will be accepted.

A select panel of former Sam Gilmer Award recipients will serve as the evaluation/judging panel. Each member independently is tasked to evaluate and score submitted nomination forms, based upon established criteria and information provided in the nomination form. Each year the panel members must change. No member is allowed to serve two consecutive years. The panel should be made up of a minimum of three members; with at least one planner and one supplier member. No current member of the national board is allowed to serve on the judging panel. No panel member is allowed to submit a nomination. If any nominated member belongs to the home chapter of a panelist, that panelist must recuse themselves from scoring that nomination. The SGMP Executive Director or National Board member designee will be responsible for obtaining the final score sheets for the awards, which will be kept secret and not announced until the National Education Conference (NEC) awards ceremony.

There is the possibility of no award being presented, if the nominees do not meet the minimum criteria.

Supplier & Planner of the Year Nomination Form

 

National Education Conference – SGMP Partnership Award

Section: Annual Conference       
Policy No: AC-10
Date of Origin: April 2018
Revised:
Reaffirmed:       

PURPOSE

SGMP recognizes the value of partnerships in fulfilling its mission. This section covers the SGMP Partnership Award.

POLICY

The SGMP Partnership Award is presented at the National Educational Conference to an organization, agency, company, business, or corporation in recognition of their contribution and/or service in aiding SGMP to achieve its goals over the past year. It is not automatically given each year.

The award recipient is determined by the National Board.


 

National Education Conference – SGMP National President’s Award

Section: Annual Conference       
Policy No: AC-11
Date of Origin: April 2018
Revised:
Reaffirmed:       

PURPOSE

This section covers the SGMP National President’s Award.

POLICY

The SGMP National President’s Award is an annual award presented at the National President’s discretion, at the National Education Conference (NEC), in recognition of a SGMP member or members who the National President deems has/have made a significant contribution in the pursuit of the Society’s mission over the past year.