ROLES & RESPONSIBILITIES

CHAPTER VICE-PRESIDENT PROGRAMS

The following Roles and Responsibilities apply to the position of Chapter President-Elect within NCMA North Texas

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The Chapter VP-Programs is responsible for ensuring each program or special event is executed without any problems or issues.   The tasks for the VP-Programs are as follows throughout the program year:

  • June: Attend final dinner meeting, or HotSpot, of the year and support transition board meeting (between outgoing and incoming boards). At the beginning of the new program year, meet with the incoming VP-Programs to ensure a clean hand off of roles, responsibilities, actions, chapter documents, boxes of files, access to online resources, SmartBook, and any other related information the new VP-Programs might need. 
  • July: Support year-end reports by providing and information requested. If possible, attend World Congress and Leadership Master Class (if time and resources are available). Support Chapter Excellence Award application. Support summer planning board meetings. Begin planning logistical aspects of coming program year including: dates of monthly events, locations of montly events, special events venues if needed, request quotes from venues, begin working insurance certificates with National, begin identifying topcis for coming year in coordination with board members. Upon board approval, order Speaker Recognition Plaques from plaques.com.
  • August:  Complete program calendar and publish in had copy and communicate to IT/Web chair to update website and get MailChimp campaigns started. Get contracts from venue(s), review, receive board concurrence, and sign venue contracts to lock in venues. Begin working with baord to identify speakers / topics / sponsors.  Work with new board to identify and reach out to potential dinner speakers. Initiate and submit member SurveyMonkey on interests and feedback to inform comign year. Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • September:  Confirm venue time and date. Kick off program year. Hold initial dinner meeting or networking HotSpot. Provide contentRefresh website. Coordinate email campaigns via MailChimp via IT Committee Chair. Provide content to IT/Web Chair for Facebook, Twitter, and other social media are updated. Consider hosting a National Education Seminar (NES) (coordinate with National on this). If needed coordinate and schedule two free webinars if desired (coordinate with National on this. Deadline to planning an NES, the early bird deadline is October 31.). Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Attend board meeting. Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • October:  Confirm venue time and date. Hold dinner meeting, or HotSpot, and attend follow-on board meeting. Review chapter finances.  Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • November: Confirm venue time and date. Provide insurance cert from national. Hold dinner meeting, or HotSpot, and attend follow-on board meeting.  Plan accordingly as it’s a busy time of year so account for members’ personal and professional holiday events when planning.  Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar. Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • December: Confirm venue time and date. Provide insurance cert from national.Hold dinner meeting, or HotSpot, and attend follow-on board meeting.  
    Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar. Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • January: Confirm venue time and date. Provide insurance cert from national. Hold dinner meeting, or HotSpot, and attend follow-on board meeting. Confirm VP-Finance updates chapter financials. Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • February:  Confirm venue time and date. Provide insurance cert from national. Hold dinner meeting, or HotSpot, and attend follow-on board meeting.  Support Board of Directors and Committee Chairs recruiting drive for next program year. Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • March:  Confirm venue time and date. Provide insurance cert from national. Hold dinner meeting, or HotSpot, and attend follow-on board meeting.  Continue supporting recruiting drive for next year’s officers and committee chairs.  Emphasize thru all communications channels the call for nominations or applications for volunteers interested in taking on leadership roles within the chapter. Support assessing the success of the chapter and program year.    Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • April:  Confirm venue time and date. Provide insurance cert from national. Hold dinner meeting, or HotSpot, and attend follow-on board meeting.  Continue supporting recruiting drive for next year’s officers and committee chairs.  Support president in establishing roster of candidates for Board of Directors and Committee Chairs for next program year.  Support online election. Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar.Provide content to IT/Web chair for web site, email campaign updates for next meeting.
  • May:  Confirm venue time and date. Provide insurance cert from national.Hold dinner meeting, or HotSpot, and  attend follow-on board meeting.  Support any program year-end actions. Support review of chapter bylaws to make sure any changes required by the national board have been integrated. Support updated bylaws are voted on and submitted to National.  Send final email campaign content to IT/Web on results of Board election and thank members for attending in the last year. Notify chapterrelations@ncmahq.org of any chapter events that you would like to have posted on the main calendar. Provide content to IT/Web chair for web site, email campaign updates for next meeting.
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The Chapter VP-Programs is responsible for ensuring each program or special event is executed withouth any problems or issues. The tasks for the VP-Programs are as follows:

  • 30 days prior to the each dinner meeting, work with IT/Web chair adn provide them  draft content about speaker and topic to send out as email campaigns for upcoming dinner meeting, website updates, and social media updates;
  • 30 days to 3 days, in coordination with VP-Secreatary, before the event, periodically check registration tool to see number of RSVP's received. Check incoming emails with questions and respond timely. Provide PROMOCODES if they are being offered as requested. 
  • 3 days before the event, confirm venue location and date. Provide headcount. Request Banquet Events Order (BEO), review, sign, and return to venue.
  • 1 day before, follow up with venue on any change in headcount;
  • 20 days prior, and then 5 days prior, to the monthly dinner meeting,  call the event speaker/presenter and ensures their continued availability. Have a back-up plan (prerecorded webinar or alternate speaker) in the event the speaker backs out at last minute;
  • 15 days before the event, ensure an insurance certificate is sent to the meeting venue and confirm (again) with the venue the room, date, and time of the meeting;
  • 2 days prior to the monthly dinner meeting, or networking HotSpot, ensure a final email is sent to the speaker confirming the logistics of the meeting venue (date, time, location, and support equipment) and support equipment needed (i.e., computer, projector, clicker, screen, power, etc).
  • 5-3 days prior to event, in coordination with the Board,  monitor weather and determine if, due to inclement weather, event needs to be cancelled. Coordinate with board of directors
  • 2 days prior to monthly dinner meeting, ensure you receive a copy of any presentation(s) and have it ready to go on the chapter laptop computer,
  • Night of the dinner meeting, or networking HotSpot bring: arrive early and ensure the following are set up: chapter banner, projector, computer, clicker, speaker recognition plaque, speaker bio, and sign-in sheets (VP-Finance or VP-Programs). VP-Programs should provide speaker bio to Chapter President and sign-in sheet to VP-Finance.
  • Night of the dinner meeting, or networking HotSpot, warmly great members as they arrive, handle MC of event, Ensure events run smoothly. Sit with the speaker.
  • Night of the dinner meeting give the speaker recognition gift to Chapter Preseident to present to speaker at end of presentation,
  • Night of the meeting, ensure communication with venue to ensure room is ready, food service is ready, room is set up, and ensure smooth execution of event, and VP-Finance ensure final payment made.
  • After dinner meeting, send "Thank You" email to the event speaker(s) thanking him/her/them for their time and effort
  • Support Board Meetings and initiatves after event, reviewing financials, board actions, upcoming events, near-term plans, and long-term strategic plans, and interface with NCMA National.