Membership PoliciesM-1 Membership Categories (with Eligibility, Parameters and Dues) Membership Categories (With Eligibility, Parameters and Dues)
PURPOSEThis section covers the eligibility, parameters and dues for SGMP membership categories. POLICYMembership DefinitionsGovernment Planner: Individuals who are employed by federal, state, and local government as meeting planners, including military and quasi-government associations and organizations. A “planner” is anyone who has the responsibility for the planning and the implementation of any type of meeting, conference, or convention as part of their official duties. Employees of private organizations where a majority of whose membership is comprised of government employees may also qualify as Government Planners if they plan and implement meetings as part of their official duties. Contract Planner: Individuals, organizations or companies that are operating under contract to government agencies and are receiving said payments directly from government agencies to assist in the planning or implementation of meetings, conferences or conventions. Individuals who are the sole proprietor of or are employed or engaged by (including those that receive commission from hotels), a meeting management company or site selection company; and provide meeting services including strategic and financial management and/or professional meeting management services to/for government clients. Supplier: Organizations that provide facilities and services to Government Planners or Contract Planners. Supplier organizations may include, but are not limited to, hotels, transportation, audio- visual, travel services, convention and exhibit services, trade publications, tour operators, professional speakers, caterers, and convention bureaus. Educator/Student: Individuals who are students/interns or interested educators. Includes educators and students/interns who are interested in government meeting planning, but who are not involved in meeting planning or supplying services to meeting planners, and who do not otherwise qualify for any other membership category. This is a non-voting category and does not count toward the matching requirement. Retiree: Individuals who are members of the Society in good standing at the time of their retirement. As long as this member remains in retired status, they will continue to qualify for Retiree membership. If a Retiree member becomes willfully employed and eligible for other Society membership, he/she shall forfeit their Retiree membership. This is a non-voting category and does not count toward the matching requirement. If a retiree's membership lapses, the National Board may upon request from a chapter vote to allow the member to rejoin as a retiree. Applicant Eligibility and Membership ParametersIf a person qualifies for membership in more than one category, he/she must join at the highest membership category for which they are eligible. (SEE POLICY M-7) Educator/Student and Retiree members cannot otherwise qualify for any other membership category. (per SGMP BYLAWS) An Honorary or Life membership (a category with no membership dues) may be granted by the National Board (per SGMP BYLAWS), normally in recognition of an individual’s support of the profession and/or SGMP. Every dues-paying SGMP membership has a “membership type” in addition to its membership category. There are two membership types: INDIVIDUAL: A membership that is paid by (and belongs to) the individual which remains with that member regardless of their place of employment; it is not transferable to another individual (PER SGMP BYLAWS). ORGANIZATIONAL: A membership that is paid by (and belongs to) the organization/agency employing the individual which remains with that company/agency; the company/agency can transfer the membership to another representative with written notification to SGMP (PER SGMP BYLAWS).
A new member choosing not to affiliate with a chapter is placed in the “At Large” chapter, for which there are no specific organized activities for "At Large" members only. Each membership is with the national organization and includes a chapter affiliation. Educator/Student members or Retiree members are not eligible for national scholarships (SEE POLICY M-11). Retiree members may attend the tradeshow/exhibits at the National Education Conference (SEE POLICY M-12). They may serve on a national committee, but only if no other chapter member is serving on the committee (SEE POLICY M-13). They may serve on a chapter committee, but not as chair or co-chair (SEE POLICY M-13). Multi-member Supplier DiscountSupplier membership rate option for, including, but not limited to:
After purchasing the first chapter membership at $400, suppliers may purchase additional memberships for the same chapter at a discounted rate of $300 each (a savings of $100), refer to the Membership Dues rates below. In compliance with Membership Policy M-2, a planner match may be required with all additional single chapter memberships. The multi-member supplier discount does not apply to hotel brands, membership in multiple chapters, or other membership categories. Multi-member Contract Planner DiscountAfter purchasing the first chapter membership at $140, a contract planner company may purchase additional memberships for the same chapter at a discounted rate of $115 each (a savings of $25), refer to the Membership Dues rates below. MEMBERSHIP DUESAs of October 2023: Government Planner $55 *Same Company, Same Chapter Membership Processing and Monthly Deliverables from SGMP (National)
PURPOSEThis section covers the policies and processing of membership applications and renewal notices. POLICYSGMP Headquarters Standard Operating Procedures for Member Prospects ApplyingAll membership application packages (paperwork and payment) should be sent directly from the applicant(s) to SGMP headquarters via mail, fax, email, or online through the National webpage. A Chapter Membership Chair or chapter representative may accept an application on behalf of SGMP, but that is not the preferred method. SGMP headquarters will be responsible for determining that the application package is complete, correct and legible. A complete application consists of a fully and legibly completed application with payment. Any application that is received (and is complete, correct and legible) at SGMP headquarters by the end of the last working day of a month will be reflected in that month’s membership processing records and monthly membership report. If an application received at SGMP headquarters is deemed incomplete: The application and payment will be returned to the applicant with a clearly communicated reason as to why it is incomplete, along with a clearly marked checklist of what needs to be completed and resubmitted in order for the application to be considered complete. All application and payments processed for a month must be received (and be complete, correct and legible) at SGMP headquarters by the end of the last working day of that month. Applications are processed in the order in which they are received at SGMP headquarters. The membership anniversary date is determined with the processing of the membership application. Membership is effective the day the application is processed and runs for one year from the first day of the next month (no annual membership cycle will ever be less than 365 days). (SEE POLICY M-4) SGMP Headquarters Standard Operating Procedures for Current Members Renewing or Past Members RejoiningMembers are given 90 days to pay their membership renewal dues and are responsible for going online to renew their membership and generating their own invoice. Email renewal notices are automatically sent to members 90, 60 and 30 days prior to membership expiration date. Additional notices are sent 5 days and 15 days post expiration date. The membership anniversary date will not change if renewal dues are paid before or after that date, as long as the membership has not been dropped prior to the payment being processed. Any dropped member rejoining at any time will be given a new membership anniversary date consistent with the date of their new application. (SEE POLICY M-4) Any member whose dues are delinquent for a period of 60 days past their anniversary date will be automatically dropped. A member who allows their membership to drop must submit another membership application to rejoin. Any individual whose membership was revoked as a result of action taken regarding our Code of Ethics may at no time be reinstated as an SGMP member. Monthly Membership Standard Operating Procedures by SGMP HeadquartersBy the 10th of the following month (if the 10th of the month falls on a Saturday, Sunday or Federal Holiday, the report will be due the next business day), SGMP will complete and distribute to the National Board the monthly membership report with final numbers for the just- ended month. Each quarter, all chapters’ membership counts (for revenue share percentages) will be reviewed, with notes sent to chapters where appropriate. By the 10th of the following month, the chapter president and membership chair will receive the following related to the completed membership processing for the just-ended month:
*for chapter follow-up Each member will receive an automated email confirmation notification acknowledging receipt of new or renewal dues at the time dues are received. Application “Match” Responsibilities & Procedures In the case of a “supplier freeze” that is mandated (by national) or voluntary (by chapter)— where a new Supplier member can only join along with a new planner member—the following processes are put in place: Membership Applicants: PLANNER
SUPPLIER
EDUCATOR/STUDENT No match required in any case. SGMP HeadquartersThe match responsibilities for headquarters staff are to execute the matching policies as noted in this manual, and to address complete and incomplete applications as noted in this manual. Chapter Leaders/MembersThere are no match responsibilities for chapter leaders/members. Supplier Paying for Planner’s Membership
PURPOSEThis policy covers the scenario of Supplier members paying membership dues for Government Planner members. POLICYSGMP will neither accept nor condone payment for Government Planners, for the purpose of initial membership application or renewal, by Supplier members. Membership Drop/Rejoin Dates
PURPOSEThis policy covers the rules for and determination of dates for membership drops and rejoins. POLICYA member who allows his /her membership to lapse without dues payment will be dropped 60 days after his/her anniversary date (PER SGMP BYLAWS). If he/she wishes to rejoin, he/she must submit a membership application and will be given a new anniversary date. Any planner member who has been dropped and wants to rejoin the same chapter less than one year after his/her former anniversary date cannot – in the instance of a “supplier freeze” being in place – be matched with a new supplier membership application. Membership Anniversary Dates
PURPOSEThis policy covers the rules for and determination of dates for membership dues cycles upon joining. POLICYThe anniversary date of membership will be in the month the membership is processed by SGMP headquarters. Therefore, membership will run for no less than one year from that anniversary date, regardless of any subsequent renewal payment date, provided that the renewal payment is processed prior to the member being dropped. For example, if the current member’s anniversary month is in May, but renewal payment is not received and credited until June, the anniversary date remains in May. Chapter Subsidizing or Paying for Planner’s Membership
PURPOSEIt is critical for planners and government agencies to see the value of SGMP membership. Paying one’s own dues to belong to SGMP provides some assurance of a commitment to participate in order to get the most value from the membership. This policy covers chapters subsidizing or paying for membership dues for Government Planners. POLICYSGMP will not allow the practice of using chapter funds for the purpose of initial membership application or renewal. Any infraction of this policy will result in appropriate disciplinary action. Memberships Meeting Multiple Membership Category Criteria
PURPOSEThis policy covers circumstances when a member’s work qualifies him/her for more than one SGMP membership category. POLICYIf a person qualifies for membership in more than one category, he/she must join at the highest category for which he/she is eligible. Non-reinstatement After Code of Ethics Violation (Members)
PURPOSEThis policy relates to individuals who have been expelled from membership for a violation of SGMP’s code of ethics. POLICYAny individual whose membership has been revoked as a result of action taken under SGMP Bylaws Article III, Section 7 shall at no time be reinstated as a member of SGMP. Membership Ratio 50/50 Requirement
PURPOSEIn order to avoid the designation as a “Prohibited Source” by the federal government, SGMP will make every effort to maintain the appropriate planner/supplier ratio, as counted on the national level. POLICYThe National Board will enforce the 50/50 planner/supplier ratio requirement in our national total. A mandated “supplier freeze” (where a new Supplier member must join with a new planner member) may go into effect for all chapters, by national board vote, when the national planner ratio falls below 52 percent for two consecutive months in the monthly membership report. The national board will vote ASAP after that report and will consider the same action for every subsequent month until the planner ratio in a monthly membership report is at 52 percent or above in two consecutive months. A chapter board may vote to implement a self-imposed supplier freeze. The freeze begins on the first of the month following notification to SGMP Headquarters and ends on the first of the month following notification to SGMP Headquarters. If a chapter does not notify headquarters before the self-imposed supplier freeze, headquarters will process incoming applications per normal procedures. Membership Ratio 50/50 Deficiency
Retiree and Educator/Student Member Eligibility for Scholarships
PURPOSEThis policy was created to clarify the usage of organizational funds regarding scholarships for members. POLICYRetiree and Educator/Student members are not eligible to receive national scholarships to attend the national educational conference. Retiree and Educator/Student members are eligible to receive chapter scholarships to attend either the national or regional/chapter educational conferences. Retiree Member Attendance at National Education Conference Tradeshow
PURPOSEThis policy was created to clarify attendance at the National Education Conference tradeshow. POLICYRetiree members are eligible to attend the tradeshow/exhibits while attending the National Education Conference. Retiree Member Participation on Committees
PURPOSERetiree members bring historical knowledge and experience to local chapters. POLICYRetiree members may serve on a local chapter committee as a participant, but not as chair or co- chair. Retiree members may serve on a national committee, but only if no other chapter member is already serving on the committee. Member Name Changes, Membership Transfer and Chapter Transfers
PURPOSEThe purpose of this fee is to minimize member name changes and membership transfers in the SGMP membership database and to cover the administrative cost associated with such changes. POLICYIf a member with an individual membership type wishes to change information in his/her record in conjunction with their renewal form, there is no charge. If any information on that member is changed at any other time during the membership cycle, there is a $25 fee. A request in writing is required in any case. Information about an individual membership type can be changed, but the membership itself cannot be changed or transferred. If a member serving as the representative of an organizational membership type wishes to change information in his/her record in conjunction with his/her renewal form, there is no charge. If any information on that member is changed at any other time during the membership cycle, there is a $25 fee. A request in writing is required in any case. Information about an organizational membership type can be changed, or the membership itself can be transferred. If an SGMP member (with an individual or organizational membership type) wants to transfer his/her membership from one chapter to another, he/she must submit his/her request to SGMP headquarters in writing. A planner member transfer of an individual in any member category is completed upon that member’s request. The Name Change form is located on SGMP’s website (www.sgmp.org) in the Membership area. Alternate Supplier Match Program
Code of Ethics Compliance
PURPOSEThis policy originated in the SGMP bylaws and was created to document the possible disciplinary action that may occur as a result of a member’s violations of the SGMP Code of Ethics. POLICYFor member violations of the Code of Ethics, or for a violation of any duty of membership, the resulting disciplinary action may consist of one or more of the following:
Any discipline imposed on a member may be suspended with the individual being placed on probation. Ethics Investigations
PURPOSETo document the procedure to address alleged violations of the Code of Ethics. POLICYSGMP bylaws apply to the entire organization with sections for the national and chapter level; chapters may not have their own bylaws. Bylaws that are written for or refer to the National Board do not grant a Chapter Board that same authority on the chapter level. Any member may ask the National Board or the Chapter Board to investigate alleged violations and/or misconduct of one of its members for disciplinary action. However, removal of board members for cause or for a violation of the Code of Ethics must be handled in a different manner. The National Board or a Chapter Board may not remove a board member, since board members are either elected by the membership or appointed by that board, acting on behalf of the membership. The National Board or a Chapter Board may not ask for a board member's resignation, but may accept a resignation given by a board member. The only exception to this is for the removal of a board member for a Code of Ethics violation, misconduct or a dereliction of duty in office, or if the member in question has committed a crime. The National Board or Chapter Board will follow the specific procedures on how to convene a Disciplinary Committee to conduct an investigation. This committee will not be comprised of any current board members. The impartial committee will review the facts from both parties and recommend a course of action to the National or Chapter Board based on SGMP bylaws and the National or Chapter policy manual. The committee will be comprised, where possible, of either three past presidents and two past second vice presidents, or two past presidents and three past second vice presidents. In the case of an ethics violation, SGMP bylaws provide a Code of Ethics and a series of possible disciplinary actions for violations. The committee will review the code to determine if an ethics violation has been committed. In the case of misconduct or dereliction of duty in office, the committee must determine, beyond a reasonable doubt and based upon the facts, that misconduct or a dereliction of duty in the office has occurred. The conclusion of the investigation and its reasoning shall be provided in writing to the member in question with a copy to SGMP headquarters. In the case of a member allegedly committing a crime, the committee may only rule after the alleged crime has been proven and a verdict given in a court of law. The National Board is the ultimate authority and reserves the right to rule on any matter involving SGMP members. Ethics & Appeals Committee
PURPOSETo document the procedure in which SGMP members may appeal National Board decisions on alleged violations of the Code of Ethics. POLICYThe Ethics & Appeals Committee hears and acts on decisions of the National Board only when the National Board has reviewed and voted on actions to be taken against members in which evidence shows violations of the Society’s Code of Ethics, bylaws, or policy manual—all established to govern the Society and its members. When the decision of the National Board has been handed down or made public, any member who receives a National Board Decision Letter has been made has the right to request an appeal to review that decision. The appeal must be in writing (letter or email) and addressed to the Executive Director & CEO, who will then inform the National Board and officially start the appeals process. There are five (5) members on the committee which is chaired by the National First Vice President. The committee’s vice chair is the National Board liaison for the appealing member’s chapter. The other three committee members are appointed by the National First Vice President. At least one of the three members should be from the appealing member’s chapter, but only if they can be determined to be unbiased and not associated with the appealing member other than chapter affiliation. No more than two members of the National Board can serve on the committee. SGMP Headquarters’ executive staff acts as a conduit of evidence and information for both parties, but does not serve on the committee in any cases involving SGMP (National) violations. The Executive Director & CEO and Deputy Director may be appointed to serve on the committee in hearings regarding chapter to member issues or member to member issues. Any headquarters staff member may be called upon by the committee to act as a witness or be questioned in regard to issues with the appeal. When the member receives the National Board’s Decision Letter, it should outline the violation(s) that the National Board reviewed and quote the SGMP governing document(s) identifying the violations. An option to appeal within 21 days must be offered to the member at the time of notification. An appeal is not a new hearing that provides a second chance to argue the case. The committee will reverse or modify a ruling of the National Board only if the individual can prove one of the following:
The penalty may be deemed as excessive and can be reversed or modified. A hearing with additional information not available at the time of the National Board’s decision may cause modification of that decision based on a fair and equitable reason that it is in the best interest of the Society and its members. The appeal may be done through a conference call with all parties or in written form. In-person hearings only occur when the committee petitions the National Treasurer for a ruling on cost effectiveness and any bearing it would have on providing a more fair appeals hearing. Once the committee has been formed, the entire process must take place (including the final decision by majority vote of the committee) within 30 days. The decision reached by the committee is final. Definition of Member in Good Standing
PURPOSETo establish the SGMP definition of member in good standing. POLICYSGMP had adopted the definition of member “in good standing,” as defined in the current edition of Robert’s Rules of Order Newly Revised. The 11th edition (2013) definition is as follows: “Members in good standing” are those whose rights as members of the [Society] are not under suspension as a consequence of disciplinary proceedings or by operation of some specific provision in the [SGMP] bylaws. A member may thus be in good standing even if in arrears in payment of dues [SGMP allows a 30-day grace or arrears period between the documented payment deadline and when that individual is actually dropped from the membership rolls]. If only some of an individual’s rights as a member of the [Society] are under suspension (for example, the rights to make a motion and speak in debate), other rights of assembly membership may still be exercised (for example, the rights to attend meetings and vote). In addition to the above definition are the following policies:
Members Attending Chapter Meetings
PURPOSETo establish the ability for SGMP members to attend chapter meetings across SGMP. POLICYSGMP has adopted the policy that all SGMP members may attend any chapter meeting without being a member. If a chapter charges for their meetings, all SGMP members shall be charged at the same rate as chapter members per membership type. If an SGMP member routinely attends a specific chapter’s meetings they are not a member of, the SGMP member should consider joining that chapter as a secondary membership per policy M1. |