- Attend the Leadership Conference in early May with the incoming Chapter President. Be sure to work with the OKC President to begin planning for the upcoming Chapter year.
- Send out member surveys by the end of June. We will use the member survey (along with the director survey) to determine the programming needs/wants (including seminars and luncheons) of the chapter for the upcoming year. In addition, we can also use the member survey as a means to collect any updated membership information for the directory.
- Decide on a venue(s) at which to hold the meetings. For price changes, might call IMA, ISACA and OSCPA and determine what they charge for their monthly luncheons. Also, consult with the Treasurer to determine what luncheon charge to the members will cover our costs. FY 2002 luncheon locations included the following:
County Line Restaurant – the Annex
1226 NE 63rd
Oklahoma City, OK
Contact Jason Mathews at 478-4955
Menu items: Mixed platter – substitute brisket for rib
Cost to IIA: $11.50 per person includes meal, beverage (soda, tea or coffee), sales tax and gratuity
A $100 room deposit is required
Note: Room is not conducive for a joint meeting. Room seats about 60 comfortably.
Ted’s Café Escondido – Annex
2836 NW 68th Street
Oklahoma City, OK
Contact: Laura at 848-8337
Menu Items: Beef and chicken fajita bar
Cost to IIA: Regularly $14.95 plus tax plus gratuity; however, due to the number of meetings we were going to hold here, they reduced our price to $12.95 plus plus.
Note: Room seats about 100. Ask about room configuration, for one luncheon half of the attendees had their back to the speaker - Attend the regional conference during the summer. This is a meeting with Officers from other Chapters in our region to help plan for the upcoming year.
- Contact speakers to fill topics of interest selected by our members. We always have a joint meeting with the IMA and ISACA. We also had a meeting with AGA in 2002. Plan joint meetings first then fill in with others. Contacts for FY 2002 included:
- AGA – Riley Shaull 530-2847
- IMA – Debbie Gardner 232-3100 Note: For FY 2003, it’s IIA’s turn to plan program
- ISACA – Denise Calvert 270-3799 Note: For FY 2003, it’s IIA’s turn to plan program
When planning joint meetings, be aware of the total number of attendees (including both groups), and schedule an appropriate location that will accommodate the large group. - Even if you are able to book a full schedule of meetings, try to have one or two backup speakers in case we have a last minute cancellation.
- When completing the schedule, obtain a professional biography from the speaker. It helps to have this early so it can be included in the monthly newsletter.
- Provide the Secretary with the meeting schedule in time to be published in the directory.
- For the first luncheon of the year, obtain a current membership roster. Place each member’s name in the box for the monthly luncheon drawing. Officers are ineligible for the drawing; so do not place their names in the box.
EACH MONTH DURING THE PROGRAM YEAR:
- Call the speaker approximately two weeks in advance of the meeting to confirm that they will still be speaking. Give them directions to the meeting facility and a general rundown of our expectations (we usually want the presentation to last about 45 minutes and we allow another 5 minutes for a question and answer period). We encourage the speakers to bring handouts and/or other visual props. If the speaker has a Power Point presentation, try to get them to also bring an LCD projector. If they do not have one, see if you can borrow one from a member company. We (the venue) should provide all other A/V supplies (slide projector, overhead, etc.).
- Call our contact at the meeting facility to set the menu for the meeting.
- Forward the specifics of the meeting to the Newsletter Chair (i.e. menu, speaker biography, meeting topic) in a timely manner.
- Call our contact at the meeting facility to inform them of our A/V needs within their time frame.
- Contact the Award Chair to let them know if the speaker is being paid or if they should bring a speaker gift to the meeting.
- Confirm all details of the meeting in the two days preceding the meeting. This may sound like overkill, but it has prevented many headaches in the past.
- Meet the speaker at the venue shortly after 11:00 am. Help them set up, if necessary. Distribute comment cards and any handout materials on the tables. Assist the President or other officers with their duties, if possible. Sit with the speaker at lunch.
- Introduce the speaker to the chapter at the luncheon. Try to think up questions during the presentation to facilitate the question and answer period.
- Collect the comment cards after the meeting. Create a memo to the President noting the speakers name, company, address, and phone number. Also include in the memo whether the survey results showed the speaker was rated overall as excellent, fair or poor. The President will use this information for the CAP report.
- Send a thank you note to the speaker.
- Request a copy of the attendees at the meeting from the Treasurer. Include the names of the members only in the monthly drawing box (keep adding to the initial membership slips put in at the first of the year). Officers are ineligible, so remove their names from the attendees list.
OTHER DUTIES:
- Maintain a listing of potential luncheon speakers to forward to the next First Vice President.
- Oversee the Program, Academic, Speaker Bureau, and Student Mentor Committees and provide assistance to these committees as needed.
- Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.