SPE Gulf Coast Section Event Procedures

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SPEGulf Coast SectionEvent Procedures

• Arrangements, Registration and Generally Good
  Stuff to Know

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Overview

• Prior to the Event
• Speaker, Expenses, Venue, Publicity, etc.
• At the Event
• Set-up, Registration Procedures, etc.
• After the Event
• Financial Report, Other Documentation, Payment
  Process, etc.
• Generally Good Stuff to Know
• Contact Info Changes, Permanent Login, SPE
  Houston Office Contact Info

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Prior to the Event

• Speaker is MOST IMPORTANT
• Invite speaker ask that they volunteer
• Other provisions must be in the current approved
  budget
• Set time and date inform Bill Jentsch, Board
  Programs Chair, at least two months in advance
• SPE Policy against commercialism
• Plan ahead for AV needs of speaker

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Expenses

• Bring tax exempt forms with you when making any
  purchases
• New accounts may be established by a committee
  member
• If at all possible obtain a bill at time of
  purchase
• Invoices should be addressed to SPE GCS c/o you
  or your treasurer

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Expenses

• The GCS does not have a corporate credit card for
  purchases
• Invoices are paid on a 30 day net cycle Please
  submit quickly

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Very Important

• The payment process starts with your committee
  treasurer and ends with me
• Do NOT Send Invoices to the Houston Office. They
  will have to be returned to you, resulting in a
  delay in payment

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Venue

• We have accounts with many venues
• Expect venue flexibility
• Venues should not require credit card guarantee
• Confirm with your venue contact the 30 day
  payment cycle to avoid surprises and emergencies
• Consider free venues such as Anadarko and BP
• SPE Houston Office Building Conference Space
  available

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Equipment

• 3 registration tables are optimal if there is
  room
• Screen, microphone, pointer and other speaker
  requirements
• Make advance arrangements for a volunteer to
  bring a projector

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Catering

• Coffee in the morning and snacks in the afternoon
  for full day events
• Confirm Seats Reserved online and guarantee the
  lunch order
• Underestimate your lunch order and require the
  venue to be prepared to serve more (sign of a
  good venue)
• SPE does not pay for alcohol

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Total Registered
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Speaker Gifts

• SPE Houston office keeps a small stock of speaker
  gifts on hand for events
• Should your event require more than 3 speaker
  gifts, please contact me at least 1 month in
  advance
• Speaker gift expenses are charged back to the
  study group or committee
• Account for gifts in your annual budget

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Publicity

• Submit to your publicity chair
• short speaker bio
• abstract of the talk
• meeting location
• other essential details
• Newsletter deadline is 45 days prior to
  publication date
• Best practice post immediately

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Posting Events Online
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Keep in Mind

• Recommended pricing for luncheons is 30 for
  members, 35 for non-members and 35 for walk-ins
• Select Yes to Allow Online Registration -
  Non-SPE Events should NOT allow online
  registration
• Select Yes X to allow Subsidy
• The person posting has access to the Attendee
  Roster

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Pricing

• Two Tiered Pricing PERFECT
• Multi Tiered Pricing call Melissa or the
  webmaster

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Registration Forms

• The hardcopy Newsletter has the least flexibility
  with format
• Maintain continuity distribute the newsletter
  formatted version

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Event Packet

• Consists of nametags, credit card forms,
  handouts, etc.
• Registration deadline is 1130am two business
  days prior to event to allow packet preparation
• Coordinate with the SPE office to pick up your
  packet
• Person who posts can access roster online

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At the Event

• Registration, Set Up, Procedure and Cash

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Registration

• Registration is hectic
• Preparation and knowledgeable volunteer(s) are key

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Set Up

• Attach clips to nametags
• Arrange sign in sheets, credit card forms,
  brochures, etc. 30 minutes in advance
• 3 tables are ideal
• Walk-ins farthest from entrance
• Registered Un-paids
• Paids

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Procedure

• Encourage payment by cash or check
• Nametag is the receipt Bottom portion is saved
  for treasurer
• Double check credit card forms are legible and
  complete
• Checks are made out to SPE GCS
• Have some cash for change
• Announce at the end of the event to return
  nametag clips

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Cash

• All cash gathered at registration should be given
  to the venue
• Request a receipt
• Ensure the amount is deducted from the invoice

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After the Event

• Paperwork and Payment Process

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Financial Report

• All registration materials and expenses go to the
  Study Group/ Committee Treasurer, or previously
  designated volunteer, to prepare a financial
  event report.

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Send to SPE Houston Office

• List of No-Shows
• Credit card forms
• Do NOT send copies to Board Treasury Contact
• Keep a copy in case of loss
• You will be notified by email once received
• Shred your copy upon notification
• CAUTION Risk of Identity Theft Handle with
  care

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Do NOT Send to SPE Office

• Event Reports both worksheets
• Check Requests
• Invoices
• Back Up to support check requests
• All this goes to your treasury contact
• Roger Hite or Art Schroeder

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Payment Process

• Expenses must be reviewed by the committee
  treasurer
• The reviewed expense is sent to the Board
  Treasury Contact for approval to pay
• The Board Treasury contact sends me approval to
  write a check
• Required signatures are obtained from the four
  authorized Board members
• Invoices are paid on a 30 day net cycle

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Generally Good Stuff to Know

• Contact Info Changes, Remember Login, New SPE
  Houston Office

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Contact Information Changes

• Email me your changes
• mschultea_at_spe.org
• Email Keith Rappold, newsletter editor, your
  changes for chairpersons only
• editor_at_spegcs.org
• Email your Committee member who is responsible
  for updating the online roster, uploaded
  documents, pictures, etc. on the study group/
  committee webpage for permission or questions
  email
• webmaster_at_spegcs.org

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Editing Your Committee Page
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Remember Login
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My Events
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Track, Cancel, Pay
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SPE Houston Office

• 10777 Westheimer Road
• Suite 335
• Houston, Texas 77042
• (Southeast corner of Westheimer and Walnut Bend
  just west of Beltway 8)
• Tel [phone]
• Fax [phone]
• Melissa x610 mschultea_at_spe.org
• Lizbeth x613 lortiz_at_spe.org

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Thanks for Volunteering!!!

• Questions?
• Comments?