- Before the 1st of June, get with the 1st Vice President and be sure that the member surveys and director surveys include input for seminar topics.
- 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.
- Meet with the Certification, Membership, and Associate Trustee Chairpersons to discuss their responsibilities and help them make plans for the upcoming year.
- After the results of the member/director surveys analyzed, plan at least two seminars based on the surveys (see Seminar Planning section below). Consider a joint seminar with ISACA or the Tulsa Chapter. Contact the speaker, identify the seminar location, and obtain approval from the IIA District Director (LuAnn Bean) for the seminar dates and the topics. Be sure to forward this approval to the President, as it needs to be reported on the CAP report. Try to complete the seminar planning by the end of August.
- Consider planning a third seminar as a back up.
- Provide the Secretary with the seminar schedule in time to be published in the directory.
EACH MONTH DURING THE PROGRAM YEAR:
- Greet members/guests at monthly meetings.
- Provide assistance to other officers as needed for the meetings to be successful.
- Contact the Chairpersons of the Membership, Certification, and Associate Trustee Committees to see if they need any assistance.
SEMINAR PLANNING:
- Identify the seminar topics based on the results of the member/director survey.
- Identify potential seminar dates based on the results of the member/director survey. Try to avoid dates around/on the CPA exam, CIA exam, OKC chapter meetings, and holidays.
- Contact the IIA District Director (LuAnn Bean) and find out the dates that other Chapters have scheduled seminars. Get approval for the dates and topics that you plan. Forward this approval to the President.
- Contact the speaker and set seminar date. Negotiate a cancellation policy with the speaker to prevent the Chapter from incurring financial loss if a seminar needs to be cancelled.
- Find a location for the seminar. Considerations are central easily accessed location, plenty of parking, catering/restaurant facilities, cost, room size, and audio/visual requirements. Again, a cancellation clause in the contract is important.
- Prepare a seminar budget based on known and estimated costs such as speaker fees & travel costs, seminar location costs, seminar materials cost, and food costs. Use this budget to determine the price structure for the seminar.
- Send out a seminar brochure by e-mail at least 90 days prior to the planned seminar date. The brochure needs to provide a brief description of the course & speaker, number of hours of CPE, cost for members/non-members, seminar date & time, your name, phone number &e-mail address, registration deadline, and registration form.
- Determine if enough people have signed up for the seminar to breakeven by the registration date. If not, try to get more participants or cancel the seminar.
- Call the speaker approximately two weeks in advance of the seminar to confirm that they will still be speaking. Give them directions to the meeting facility and a general rundown of our expectations (14 hours of CPE, who provides the CPE certificates, evaluations, timing of breaks and lunch). If the speaker has a Power Point presentation, try to get them to also bring an LCD projector. If they do not have one, try to borrow one from one of the Chapter members. We (the venue) should provide all other A/V supplies (slide projector, overhead, etc.).
- Call our contact at the meeting facility to inform them of the number of attendees and our A/V needs within their time frame.
- Confirm all details of the seminar in the two days preceding the seminar. This may sound like overkill, but it has prevented many headaches in the past
- Arrive at the seminar one hour early; check the room set up, AV equipment, and speaker needs/concerns. Set up a sign-in table and be sure signs are posted to identify the seminar location.
- Introduce the speaker. Try to think up questions during the presentation to facilitate the question and answer period.
- Collect the seminar evaluations after the meeting. Log the responses for historical purposes. Send a thank you note to the speaker.
OTHER DUTIES:
- Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.