Society of Government
Meeting Professionals
908 King Street, Lower Level
Alexandria, VA 22314
703-549-0892
Fax: 703-549-0708

Chapter Best Practices:

Administrative

• Minutes distributed by email after meeting for review and comment then again for approval – the first to approve is the motion, the next the second.
• Chapter matches donations for disaster (Tsunami) relief
• Supersaver program – Members pay for luncheons one year in advance and save 20%
• Volunteer appreciation – gift cards to target
• Use State Employee newsletter for article about SGMP
• Invite National Board member to speak at monthly luncheon
• Chapter Business Cards with the Chapter contact information including the Website and the Board Members on the other side with each person's contact info

Supplier oriented

• Suppliers announce “open dates” at meetings
• Supplier appreciation – reception and gifts
• Have meetings during lunch as opposed to evening for personal convenience
• Incentives to members who bring in new members such as sponsorship to National Conference
• Set monthly meeting schedule one year out
• Scholarships given to both suppliers and planners
• Create Chapter meeting planner profiles

Membership

• Use member incentive programs
• Handwritten personal notes for renewals
• Send birthday cards to members
• Send out postcards to absent members
• Joint events w/ chapters in close proximity
• On line registration
• Encourage planners to bring their Supervisor and or guests
• Recruit in Government buildings
• Post fliers in break rooms of Government offices
• Assign a mentor to members
• Membership buddy program, we missed you card
• Orientation packet to include volunteer opportunities, national board awareness, sponsorship opportunities, yearly calendar, website information, etc…
• City or campus blitzing
• Develop a chapter campaign and a form for existing members to provide leads for potential members. Each referral that joins results in 1 entry in the prize drawing for the member who referred them.
• Annual telemarketing campaign. At, NATCAP we provide leads (mostly from trade shows) but for smaller chapters you can ask each member of the membership/marketing committee to provide 20 leads. A supplier hosts the group and we spend all day on the phone. We also called all dropped members within the past year and visitors.
• Develop a flyer listing all chapter meetings and events and encourage members to share with their co-workers, clients, vendors, etc.
• Provide a chapter email address (lots of free services) that can be posted on website and members can provide feedback (even anonymously) on membership concerns, etc.