Reports to: Office of the President (Chapter President, Immediate Past President, and President Elect.)
$18.00 per hour with an average of 20 hours per month
Complimentary registration for monthly luncheons and networking events
· Complimentary MPI membership
Regular attendance at monthly meetings and board meetings [Absences must be approved by The Office of the President and should not total more than two per year.]
Attendance at Board Retreats
Attendance at all official chapter activities and functions
Serve as non-voting member of Board of Directors
Attend monthly board meetings, chapter events, and committee meetings
Support and defend policies and programs adopted by the Board of Directors
Perform other duties that may be delegated by the President and/or Board of Directors
Register all attendees for monthly meetings via email, website, phone, and in-person contact.
Keep board members updated concerning progress of registration and email them current registration lists by the Thursday prior to meeting.
Prepare and distribute a calling tree to board members each month in order to extend a personal invitation to the monthly luncheon to active members not yet registered no later than the Thursday prior to meeting.
Greet attendees at the door, direct visitors and members with questions to appropriate board member.
Check in attendees, collect payments, distribute receipts, and provide name badges. Collect name badges at the end of meetings.
Prepare table host signs and reserve board members’ host tables at monthly meetings.
Provide roll of raffle tickets & basket for raffle
Send invoices/reminders to those who did not pay at the door
Maintain and update “non-member” attendance record. Notify Vice President of Membership of anyone who has attended two meetings without joining.
Prepare Average Attendance report and Average Meeting Satisfaction report.
Give contact information of non-members attending each event to Vice President of Membership.
Educate visiting attendees about MPI membership and direct them to Vice President of Membership.
Answer questions received via email and phone about joining MPI and opportunities to serve. Direct prospective members to Vice President of Membership.
Attend all monthly board meetings.
Take minutes at monthly board meetings and distribute a copy to all board members for review and record keeping within one week of meeting.
Provide input where appropriate at board meetings to assist in achieving the goals of the chapter.
Be available to the board to provide history to new board members from year to year.
Documentation - There are several pieces of documentation that must be completed on a regular basis. While the Chapter Administrator may not always produce the documents, they are responsible for ensuring that all Board Members complete their parts. The Chapter Administrator then sends all documentation the MPI Global Chapter Business Manager.
June 15th annual documents:
Upcoming year budget
Upcoming year business plan
Upcoming year 18-month calendar
Upcoming year succession plan
Upcoming year new member on board plan
Upcoming year chapter operations form with current chapter administrator contract for complimentary membership
Most recent copy of Bylaws and Policies and Procedures on file
Oversight, and sometimes implementation of the monthly dashboard numbers entered into the dashboard by the 30th of each month for the previous month, as required by MPI Global. Examples include, but are not limited to:
Volunteer Engagement – report 1 volunteer hour per member, per month (numbers will be compiled from monthly Team Status Reports)
Financial Management – actual, monthly budget numbers from Vice President of Finance
Reserves on hand – report every month – does not carry over
In-Kind Sponsorship – these dollars should be tracked “below the line”
Educational Luncheon Attendance
Educational Luncheon Survey Scores
Social Media Activity
Monthly Consent Agenda for Board Meetings –
Completed by the 3rd Monday of the Month (Loaded in Dropbox and President Notified)
Email copy of Board Packet prior to the Board of Directors meeting each month to all board members and Chapter Business Manager
Provide other documents as requested by Chapter Business Manager – add to distribution lists for chapter communications (events, newsletters, e-blasts, etc.).
Chapter Taxes are due October 1st
Board Slate is due March 1st
Provide support to board members in any area as requested and needed.
Please email your completed proposal to Tasha Houck, 2017-2018 President, Meeting Professionals International-Oklahoma Chapter, at Tasha.firstname.lastname@example.org.
All proposals are due by Friday, July 14, 2017.
Candidates selected for interviews will be notified by Friday, July 21, 2017.
The minimum requirements for bidding are:
Industry-related experience in Association Management.
Ability to serve 85 current members, process registrations with an average of 25-40 attendees at monthly meetings, 50 attendees at special events, and other duties as outlined in the RFP.
A one-year commitment with a 90-day evaluation period and a performance review annually. November 1st, 2017 – October 31st, 2018.
Ability to carry own liability insurance.
Willing to give the time, energy, talents, and enthusiasm required of the position
Good organizational skills and favorable emotional intelligence capabilities
Ability to use or learn specific technology/software, which includes, but is not limited to:
Microsoft Office (Word, Excel, PowerPoint)
Ability to use or learn to use Dropbox
Familiar with event registration software, or ability to learn (currently using Lanyon, but candidate should be able to research options and implement new software on request)
WordPress (on occasion)
PayPal, Square, or other mobile method of collecting payments
Meeting Professionals International (MPI) is a professional membership organization for corporate, association, and independent meeting planners as well as the local suppliers who provide services in the industry. MPI Oklahoma has provided quality educational and networking opportunities to members in the Oklahoma Hospitality Industry since April 1984.
MPIOK is led by a Board of Directors comp...rised of a group of Oklahoma Hospitality Industry professionals. Terms are one to two years depending on the position. Each spring, a call for nominations is distributed to the membership for all available positions. The Nominating Committee reviews the nominations and distributes a slate of officers for the membership to vote on in March-April. Once all the votes are counted, the new Board is announced at the last event of the fiscal year. The new Board officially takes responsibility for the chapter at the Board Retreat mid-summer as they complete the year’s strategic plan and conduct further planning for the year.