National Education Conference PoliciesAC-1 National Education Conference (NEC) Guidelines
National Education Conference (NEC) Guidelines
PURPOSEThis section covers all policies related to the SGMP National Education Conference. POLICYThe 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:
Site SelectionFor 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. NotificationsIf 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 ExpendituresExpenditures exceeding five percent of the budgeted category amount for the National Education Conference may not be processed without prior National Board approval. Charitable GivingSGMP 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. ExhibitsThe 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 RegistrationsComplimentary registrations will be provided for the National Education Conference at the discretion of the National Board. Use of LogoThe SGMP logo must be incorporated into all National Education Conference logos. Outside EventsNo 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
PURPOSEThe National Education Conference schedule will permit on stage recognition for chapters receiving awards. POLICYChapter 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
PURPOSESGMP 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. POLICYSGMP 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
PURPOSESGMP 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. POLICYAttendee Refunds and CancellationsIf 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 CancellationsExhibit 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 PolicyRefunds 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
PURPOSESGMP 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 The National Board will assign a Board Liaison(s) to oversee the Awards processes. Chapter submissions will be reviewed, judged and scored based on the following categories: Award: All chapters meeting the minimum standards for communications will be honored with a commendation. One chapter demonstrating outstanding effort in chapter communications will be honored with the Communications of the Year Award, in each category (website, email, social media and newsletter). Minimum Standards: The minimum standards to receive a commendation for communications are as follows: Membership Communications Chapter completes the following steps each month: Retention
Recruitment
Programming Communications Chapter uses a minimum of 2 communications channels to regularly communicate programming opportunities with chapter members. The following best practices are demonstrated. Website
Social Media
Newsletter
Other Channels Other communications channels might include:
Communications of the Year: Chapters may compete for the Communications of the Year Award by demonstrating excellence in any of the Key Performance Indicators (KPIs)/Metrics shown below. Chapters should document both the specific communications resulting in the positive KPIs/Metrics, as well as the successful KPIs/metrics themselves. For example, if submitting for the award based on a successful social media campaign, the chapter should submit 4-6 examples of social media posts within the evaluation period; and the chapter should submit documentation of increased profile impressions, profile reach, followers, or engagement. As another example, if submitting for the award based on a successful website initiative, the chapter should submit a listing of webpages for review (with links); and the chapter should submit evidence of page views, users, time on page, or the bounce rate. Below are examples of the KPI/Metrics you might include with your sample: Website KPI/Metrics:
Social Media KPI/Metrics
Email KPI/METRICS:
JUDGING CRITERIA Overall, our Awards Committee will verify that:
The specific communications efforts submitted for review meet the standards of best practices listed above. 0 – The specific communications efforts, as evidenced by submitted documentation, does not meet best practices for the communications channel according to the standards listed above. 1 – The specific communications efforts, as evidenced by submitted documentation, minimally meets most best practices for the communications channel according to the standards listed above. 2 – The specific communications efforts, as evidenced by submitted documentation, minimally meets all best practices for the communications channel according to the standards listed above. 3 – The specific communications efforts, as evidenced by submitted documentation, meets all best practices for the communications channel according to the standards listed above. 4 – The specific communications efforts, as evidenced by submitted documentation, meets all and exceeds some best practices for the communications channel according to the standards listed above. 5 – The specific communications efforts, as evidenced by submitted documentation, exceeds all best practices for the communications channel according to the standards listed above. The key performance indicators (KPIs) or metrics submitted indicate a significant increase in engagement. 0 – KPIs/Metrics demonstrate negative growth or reduction in audience size or engagement over the period of time covered by the specific communications effort. Example: negative growth 1 – KPIs/Metrics demonstrate no growth or improvement in audience size or engagement over the period of time covered by the specific communications effort. Example: 0% growth 2 – KPIs/Metrics demonstrate minimal growth or improvement in audience size or engagement over the period of time covered by the specific communications effort. Example: 5% growth 3 – KPIs/Metrics demonstrate some growth or improvement in audience size or engagement over the period of time covered by the specific communications effort. Example: 20% growth 4 – KPIs/Metrics demonstrate significant growth or improvement in audience size or engagement over the period of time covered by the specific communications effort. Example: 50% growth 5 – KPIs/Metrics demonstrate maximal growth or improvement in audience size or engagement over the period of time covered by the specific communications effort. Example: more than 50% growth Judging Form (available in PDF of policies) To apply for a Commendation, please submit the following: Evidence of compliance to membership communications best practices
Evidence of compliance to programming communications best practices
To apply for the Communications of the Year Award, please submit the following additional information: Standard: The specific communications efforts submitted for review meet the SGMP standards of best practices for communications.
Standard: The key performance indicators (KPIs) or metrics submitted indicate a significant increase in engagement.
Sample judging form can be found on the chapter board toolkit page. Communications of the Year Application
Chapter Operations Awards
PURPOSEThe 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. POLICYThe 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 eligible 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:
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
PURPOSESGMP 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. POLICYThe 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
There is not a separate application process for this award. 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
PURPOSESGMP acknowledges that the purpose of this policy is to address the criteria and scoring processes for the NEC National Scholarship. POLICYThe 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.
The Scoring Matrix – Points will be awarded based on the following:
Scholarship Application Form
National Education Conference Award Policy – Gilmer Planner (POY) and Supplier of the Year (SOY) Guidelines
PURPOSEThe 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. POLICYThe 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
PURPOSESGMP recognizes the value of partnerships in fulfilling its mission. This section covers the SGMP Partnership Award. POLICYThe 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
PURPOSEThis section covers the SGMP National President’s Award. POLICYThe 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. |
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