Chapter Programs
CONTENTS
Chapter Programs ..................................................................................................... 3
•
•
•
Vision-Focused Events
Variety of Programs
Marriott School Support
Continuing Education and Career Development ................................................... 5
•
•
•
Monthly Speaker Series
Planning Monthly Meetings
Dean’s Seminars
Workshops and Seminars ......................................................................................... 8
•
•
•
Setting Up a Workshop
Potential Workshop Topics
Events and Workshops for Targeted Membership
Employment ............................................................................................................. 10
•
•
Partnership with LDS Employment Resources Services
Employment Councils
BYU Alumni Career Services Center .................................................................... 12
•
•
Tools Offered to Employees
Tools Offered to Employers by the Alumni Career Services Center
Charity Golf Tournaments ..................................................................................... 13
•
Golf Tournament Planning Guide
Scholarship Programs ............................................................................................. 18
•
•
•
•
•
Chapters Filing for Non-Profit Status
Chapters Under the BYU Umbrella
Collecting Donations Online
Collecting Donations Offline
Using the Proceeds of a Banquet or Golf Tournament
Revised March 2010
1
Chapter Programs
Scholarship Program Setup ...................................................................................21
•
•
•
•
•
•
•
•
Scholarship Committee
Fund-Raising
Write and Distribute the Application
Communication
Processing the Applications
Awarding the Scholarships
Scholarship Award Process
Scholarship Applications Through the Marriott School
Service to the Marriott School ............................................................................... 24
•
•
•
•
•
Recruiting for Jobs and Internships for BYU Students
Connecting the Marriott School to Local Companies and Business Leaders
Marriott School Mentor Program
Speaking to Student Groups
Serving as Professional Advisors for Student Projects and Field Studies
Service to the Community ...................................................................................... 27
Social Networking Events ....................................................................................... 28
•
•
•
•
•
Evening Gala
Large Event Planning
Events Co-Sponsored with BYU Constituent Societies
Sponsoring BYU Performing Groups
Sponsoring Cultural and Entertainment Events
Revised March 2010
2
Chapter Programs
Chapter Programs
Successful Management Society chapters ensure that their programs are high quality and meet the
needs of the members. Program offerings vary from chapter to chapter, depending on membership,
location, needs, and culture. Planning regular, meaningful chapter events is directly correlated to
the success of the chapter.
In addition to monthly breakfasts or luncheons, there are many other types of programming.
Chapter leaders should carefully choose programs that will best meet their members’ needs.
Leaders are encouraged to schedule six to twelve months ahead.
♦ Vision-Focused Events
Through careful planning—and according to the cultural beliefs that correspond with the vision of
the society—chapter events should be vision-focused on leadership and ethics rather than being
entirely informational, entertaining, or randomly planned. When selecting speakers, chapter
leaders should consider “what do we need to learn and who can teach us,” versus “who do we
know.” Chapter leaders should ensure that speakers understand the vision so they can relate their
topics to that vision. In addition, chapter events should provide learning and growing experiences
for professionals at all stages of their careers.
Some examples of vision-focused topics and events are:
•
•
•
•
•
•
•
“Aligning Your Life with Correct Principles”
“Lessons in Leadership Communication”
“Characteristics of a Moral and Ethical Leader”
“How to Make the Correct Decision when It Comes to the Gray Areas of Business”
“Are You Honest in Your Business Dealings with Your Fellow Men? Really?”
“Reaching the Unreachable: Moral and Ethical Leadership in Business”
“How High Moral and Ethical Standards are Central to Success in Your Anticipated
Career”
♦ Variety of Programs
The variety of programs that chapters can sponsor is limited only by imagination and resources.
Chapter programming could include, but is not limited to, programs in the following areas:
1. Continuing education and career development
• Monthly breakfasts or luncheons with speakers on current topics.
Revised March 2010
3
Chapter Programs
•
•
Dean’s Seminar presented by Marriott School faculty member.
Events and workshops for targeted membership such as female professionals,
young professionals, etc. (See Targeted Member Programs under Chapter
Management for more information).
• Workshops and seminars on life skills such as income taxes, real estate, estate
planning, professional skills, etc.
2. Employment
• Partnership with LDS Employment Resource Services to co-sponsor events such as
job fairs and career workshops.
• Employment councils.
• Resources of the BYU Alumni Career Services Center.
• Internship program.
3. Service to BYU and the Community
• Charity golf tournament.
• Scholarship program .
• Community service projects.
• Service to BYU and the Marriott School.
4. Social Networking Events
• Evening gala banquet for members and guests.
• Events co-sponsored with BYU Alumni Association, J. Reuben Clark Law Society,
and/or BYU Cougar Club.
• Sponsoring BYU performing groups.
• Cultural and entertainment events such as movies that promote high moral and
ethical values.
♦ Marriott School Support
The Marriott School can help provide support for special programs—once per year per chapter.
Since there is a maximum dollar amount budgeted by the Marriott School for travel costs, these
funds will be allocated on a “first-come, first-served basis,” so early scheduling is important.
The Marriott School will provide:
•
•
•
•
•
•
Preparation of a letter, flyer, or invitation announcing and promoting the event
Postage (one mailing per year at the standard class, bulk rate). See Mailings under Chapter
Communications for more details. This is not available to international chapters
Emails to BYU alumni (can be requested up to once per month)
BYU faculty or administration travel costs (one seminar per year)
Handout materials
Honorarium for Marriott School faculty presenters
Revised March 2010
4
Chapter Programs
Continuing Education and Career Development
♦ Monthly Speaker Series
While most chapters hold monthly breakfast or luncheon meetings, some choose to hold quarterly
meetings and still others hold semi-annual or annual larger events. Timing and location are entirely
dependent on the chapter.
A successful monthly speaker series should:
• Use a regular, established date and time to build constancy
• Use a variety of speakers and topics focused around the interests of chapter members
• Promote the vision and the connection to the greater society through topics, signage, etc.
• Provide opportunities for networking and socializing
• Use a formal, professional conducting format
• Allow time for introductions of attendees
• Spotlight guests, along with new and renewing members
♦ Planning Monthly Meetings
Planning successful monthly meetings first requires setting a consistent time, date, and location for
the meetings. Time and date should fall at the same time each month (e.g., second Tuesday).
Location should be picked for convenient commuting and parking, excellent food service, and a
professional atmosphere—such as a hotel conference room, company seminar room, or restaurant
with private room. Successful planning should also include the following steps:
•
•
•
•
Set date and venue
Create a list of potential speakers from local business, civic, and religious organizations,
along with a list of the topics they could be asked to speak on
Contact the speaker and schedule
Get the following information from the speaker:
 Name and professional title
 Company name
 Phone number(s)
 Email
 Bio and photo for use in promotions
 Title and summary or abstract of the presentation
 Media needs (projector, computer, table, whiteboard, flip chart, etc.)
 Handouts
Revised March 2010
5
Chapter Programs
•
•
•
•
•
•
•
•
•
Give the speaker the following information:
 Meeting information (date, time, place, directions)
 Length of presentation
 Audience (number and make-up)
 Management Society and vision information
Confirm all arrangements with the venue, including food, setup, and costs
Publicity
 Online registration and calendar
 Emails and mailings to members
 Local community and/or business calendars
 Flyers and information to other professional organizations
 Local media, if applicable
Manage registration
 Registration and payment list
 Name badges
 Handouts
Conduct meeting professionally, with time for networking and introductions
Give thank-you notes to speaker and others who helped
Feedback from attendees
Report of event to keep for future planning
Article and pictures to Management Society office for possible inclusion in newsletter and
Marriott Alumni Magazine
♦ Dean’s Seminars
A Dean’s Seminar is a professional seminar taught by a Marriott School faculty member, dean, or
NAC member on a current topic of widespread interest to the chapter members. The presenter is
chosen from a list of Marriott School faculty. Seminars vary in length from one to three hours
depending on chapter needs. Most seminars are scheduled in conjunction with a luncheon or
dinner. The Marriott School will try to coordinate with scheduled travel and other seminars.
Continuing Profession Education (CPE) contact hours can be given to members for attendance.
The chapter is responsible to request the speaker and mailing from the Management Society office
(management_society@byu.edu) a minimum of two months before the selected date. Once the
speaker and date have been confirmed, the chapter should prepare the marketing flyers and other
PR material. If a mailing is being requested, the Management Society office must have the
material a minimum of five weeks before the event in order for the material to get out to the
recipients at least two weeks before the event. The chapter also takes care of all the venue
arrangements.
Revised March 2010
6
Chapter Programs
The Marriott School is responsible to schedule the presenter, arrange for the speaker’s travel
(airfare and lodging); prepare and send out a mailing (if requested); prepare handouts; prepare a
Marriott School update for the presentation; and provide certificates for Continuing Education
Contact Hours (when requested).
In addition to the seminar, the chapter should use this as an opportunity to build up chapter
leadership and make connections for the Marriott School.
•
•
Consider having a separate meeting with the school representative, the executive
committee and advisory board to facilitate board training and development.
Connect the Marriott School representative with local companies and business leaders, to
help the school’s placement as well as making strong connections for the chapter. (See
“Connecting the Marriott School to Local Companies” under “Service to the Marriott
School”.)
The Dean’s Seminar list of speakers, request form, and CPE credit form are found on the
Management Society web site under Leader Resources.
(marriottschool.byu.edu/mgtsoc/resources). They are also found in the Appendix.
Revised March 2010
7
Chapter Programs
Workshops and Seminars
There are many educational topics that are best covered in longer workshops and seminars over
several hours or even several sessions. These training events offer the opportunity to build
professional knowledge and life skills. Seminar leaders can be BYU faculty, faculty at local
schools, or other professionally trained presenters. Chapters should work with local professional
boards (such as accounting boards) to get appropriate seminars approved for CPE credit for
attendees.
♦ Setting up a Workshop
1. Determine the training needs of chapter members and friends in your geographical area.
Begin by interviewing current members or sending out a survey. Then create a list of
possible topics.
2. Based on this list, identify current members of your chapter or local community who could
teach the workshops on the desired topics. Collaborate with other organizations such as
LDS Employment Resources, the J. Reuben Clark Law Society, or consider local trainers
and consultants.
3. Try to provide the workshops at little or no charge as a service to the local community.
4. Promote by emails sent through the Management Society web site and announcements in
LDS ward bulletins and bulletin boards. Also promote with other local professional groups
who may be interested and on community calendars.
5. Choose a location where workshops can be held. Local LDS Employment Centers or LDS
Institutes may work or find a local business with a training room that will provide the
facility. In exchange for the room, you can offer three to four slots in the workshop for
their employees and/or customers.
♦ Potential Workshop Topics
•
•
•
•
•
•
•
•
•
•
How to Find Good Jobs
How to Develop Effective Résumés
Interviewing Skills
Advanced Internet Job Search Techniques
Entrepreneur Skills: How to Form, Run, and Improve Small Businesses
How Leaders Get Extraordinary Things Done
Process Improvement Skills
Understanding Income Tax Laws
Personal Finance Workshops
Basics of Estate Planning
Revised March 2010
8
Chapter Programs
•
•
•
Grants and Loans for Small Businesses
What is Your Credit Score and How to Improve It
Foreclosed Property
♦ Events and Workshops for Targeted Membership
Chapters can appeal to the needs of specific groups of members by creating targeted member
programs. These can be as varied as networking lunches, social events, educational workshops, or
social networking. The target groups can be women professionals, young professionals, or a
industry-specific group (such as accounting or marketing). Two things are important to keep in
mind:
• Focus on a specific purpose for targeted events, whether that is to network, to get CPE
credit, to educate, or to teach specific professional skills.
• Don’t start a new kind of chapter. Keep the target group as part of the chapter. The purpose
is to meet specific needs of a group of members, while keeping them strongly connected to
the chapter. Those who participate in these target events, should be members of the regular
chapter, and should participate in the monthly chapter events.
See Chapter Management for information on programs for women professionals and young
professionals.
Revised March 2010
9
Chapter Programs
Employment
Employment and placement are important topics for all chapter members. Chapters have a priority
to develop programs and resources that will help meet the employment needs of their members.
For instance, chapters may maintain current job listings of members’ companies and a list of
members who are looking for employment. These lists are an excellent source of information for
members from other chapters and students looking for placement opportunities. Chapters may
publish these job listings in their newsletters, keep a database, or list them on their web site, in
addition to using society resources, online networking, and other employment resources.
♦ Partnership with LDS Employment Resource Services
Over the years the link between the Management Society and LDS Employment Resource
Services has grown into a partnership that benefits chapter members. Where possible, BYU
Management Society chapter leaders and LDS Employment Resource Services (ERS) staff should
meet and determine how to support each other and strengthen their partnership. This relationship
should have the following objectives:
•
•
•
•
Continue to promote the development of moral and ethical leadership worldwide
Help BYU Management Society provide networking and career development assistance to
chapter members
Reach out and connect with LDS professionals, BYU organizations, and community
resources
Increase the visibility of this partnership on ERS/BYU web sites
In addition, the following are services that each organization could provide:
Employment Resource Services
• Serve on local Management Society chapter board
• Provide résumé review assistance
• Host networking meetings
• Share local company information
• Provide job search coaching
• Distribute local career outlooks
• Speak at Management Society events
• Share community resource information
• Host career workshops for professionals
• Coordinate industry coaches
• Help sponsor career fairs
Revised March 2010
10
Chapter Programs
BYU Management Society Chapters
• Invite ERS staff to serve on the executive committee
• Refer members to ERS
• Post ERS services on chapter web site
• Provide networking leads
• Co-sponsor events with ERS
• Help identify industry coaches
Local chapters can benefit immensely from the professional career services provided by the local
ERS staff, while ERS offices can benefit from the local networking contacts of the Management
Society. In addition, co-sponsoring events increases visibility and value for both organizations.
A link to the ERS web site is found online on the Management Society web site under Jobs.
♦ Employment Councils
Employment councils consist of representatives from the BYU Management Society, BYU
Alumni, other BYU entities, and LDS Employment Resource Services. These councils identify
and develop relationships with international and local industry leaders and resources, along with
developing communication channels for all employment needs in the area. The purpose of these
councils is to provide employment opportunities, networking resources, and mentors to enhance
professional career development. The councils will also coordinate networking resources across
multiple industries and systematically link them to interested members, introducing them to the
networked world of LDS professionals.
Revised March 2010
11
Chapter Programs
BYU Alumni Career Services Center
The Alumni Career Services Center on BYU campus provides services for BYU alumni and
friends who are seeking employment or who have jobs or internships to post. BYU affiliation is
not required to use this service. The center provides free advisement, networking lists, job search,
job and internship listing, placement database, job workshops and training, as well as other online
resources. The center holds two career fairs in Provo each year that alumni may attend and also cosponsors regional career fairs around the country. They offer services such as job postings, access
to alumni résumés, and assistance with top management positions.
Information and registration can be found online on the Management Society web site under Jobs,
with a choice of “Search Job Postings” and “Post Job Opportunities.”
Contact:
Scott Greenhalgh
801-422-6936
Email: scott_greenhalgh@byu.edu
♦ Tools offered to Employees
•
•
•
•
The BYU Alumni Networking List is a valuable tool for students and alumni for career
advice and to find internships and job opportunities. Alumni can search for other alumni by
company, degree, career, or city.
There are many links to other job search sites available.
Free Career Workshops are offered on BYU campus, covering topics such as interviewing
skills, resume writing, and cover letters.
Alumni may make an appointment for an office or telephone consultation with a counselor
to discuss issues surrounding career changes, re-entry to the job market, etc. Call 801-4222072 to schedule an appointment.
♦ Tools Offered to Employers
•
•
•
•
Posting jobs for experienced alumni and Management Society members
Posting jobs for graduating BYU students
Posting internships for current BYU students
Resume lists of available alumni and Management Society members
Revised March 2010
12
Chapter Programs
Charity Golf Tournaments
One of the best ways to network, build relationships, recruit members, and at the same time help
local students or charities is with a charity golf tournament.
Organizing and carrying out a successful tournament is complex and time-consuming. It is also
one of the most rewarding activities in terms of networking, fun, and fund-raising. The chapter’s
activity committee is the key to the event’s success. Have enough people on the committee to
cover all the needs of the event.
There are many guidebooks and web sites with information on running successful golf
tournaments and golf-based events. Check out Charity Golf Tournaments: A Survivors Notebook,
by Tom King (available in book or e-book format at www.golfreg.com or in paperback at
www.charity golftournament.net.) In addition, some excellent web sites are:
•
•
•
www.fundraiserhelp.com/planning-a-charity-golf-tournament.htm
www.charitygolftournament.net
www.golfregistrations.com
A number of chapters hold successful events every year. Among them are Salt Lake City, Seattle,
St. George, and Austin. They have suggested a number of things that make a tournament great.
•
•
•
•
•
•
Prestige and atmosphere created by an upscale course, high-profile guest players, price
point, big prizes, hole-in-one rewards, tee prizes, and great food
Well-done advertising that attracts interest throughout the community
Great sponsor benefits like special sponsor luncheons, signage (hole sponsors), and key
sponsors on the scholarship committee
Unique ideas like the “Taylor-Made Store” that Seattle sponsors, “Beat the Pro/Player,”
“Play with the Pro,” and silent auctions
Treating the players like celebrities with great food; free drinks and treats; spray sunscreen;
and golf umbrellas when needed
High-profile speakers at events in conjunction with the tournament
♦ Golf Tournament Planning Guide
Objective: This planning template is designed for 144-player best-ball scramble tournaments with
some sponsorship monies available. It can be adjusted to the resources available. Additional golf
tournament planning documents are found on the Leaders Resources page on the website. [For
more information, contact John Knab at jk@phonex.com.]
Revised March 2010
13
Chapter Programs
A well-planned, well-executed tournament incorporates the following:
•
•
•
•
•
•
•
•
•
•
•
•
Valet service to meet the players as they pull up and put their clubs on the carts.
Free raffle tickets for all at registration and the opportunity to buy mulligan tickets or
additional raffle tickets* for the prizes that will be given at lunch. (*NOTE: Since BYU
follows the State of Utah gaming laws, each player must be given a free raffle ticket before
having the option to buy more. Thus, everyone has a chance to win a prize without a
purchase.)
Free range balls.
Putting contest with a cash prize for the first-place winner.
Free continental breakfast for players.
On-time start by the course management.
Sponsor for every hole, with give-aways at the hole from the hole sponsor.
Par 3 holes with major prizes and contest holes with prizes.
Drink cart with free drinks and snacks, if a sponsor is secured.
Photographer who will capture foursome photos, process them quickly, and have them
ready for the players when they come to lunch.
An emcee who keeps the lunch moving along (see sample script on Leaders Resources web
page).
Prize drawing at the lunch for those who are present only. Names should be written on the
raffle tickets to avoid fraud and someone picking it up for a friend that left early. Keep the
lunch event moving and end as quickly as makes sense.
Golf Committee
The key to a successful golf event is a strong committee of volunteers consisting of:
•
•
•
•
•
•
•
•
•
•
Chairman
Administration – communications, mailings, sponsor contacts, and player contacts
Golf shirt and goodie bag coordinator
Sponsor coordinator
Food & drink coordinator
Registration coordinator
Prizes coordinator
Volunteer coordinator
Budget coordinator
Signage coordinator
Planning Guide
Each of the items listed below should have a space to indicate the person assigned, a deadline for
the item, and the current status.
Revised March 2010
14
Chapter Programs
Six Months Prior To Event
•
•
•
•
•
•
Select the date for the event
Select the course
Sign tournament agreement with the golf course
Arrange for range balls for players
Arrange for continental breakfast and lunch for players
Establish a preliminary budget
Three Months Prior To Event
•
•
•
•
•
•
•
•
•
•
Approach sponsors for each hole
Approach sponsors for drink carts (front nine and back nine)
Approach sponsors for raffle prizes to giveaway during lunch
Approach sponsors for contest hole prizes (long drive, closest to the pin, and straightest
drive, with categories for both men and women)
Arrange for Hole-in-One insurance if you are giving away a car or other large item
Determine tournament format
Begin PR exposure
Send out invitations to attract players
Invite a marshal to be the celebrity at your event
Determine the emcee for the lunch event
One Month Prior to the Event
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Order signage for entry banner, registration, hole sponsors, cart sponsors, etc.
Purchase mulligan tickets and raffle tickets
Establish putting contest rules and secure a sponsor
Arrange to have Hole-in-One witnesses required by the insurance companies
Schedule food, drink, and catering
Plan the contents of the goodie bag that will be given out at registration
Purchase raffle prizes and contest hole prizes
Arrange for the photographer to take foursome photos that will be available by lunch
Arrange a Class A Pro to be on one of the Par 5 holes to offer his/her drive if wanted
Order golf shirts for sponsors and volunteers
Ensure that sufficient volunteers are committed
Send confirmation notice to players
Write emcee script
Pay final course fees
Arrange 2-way radios for volunteers
Collect from sponsors and players
Confirm foursome teams
Revised March 2010
15
Chapter Programs
Seven Days Prior To Event
•
•
•
•
•
Collect all prizes
Collect and stuff goodie bags
Confirm catering details
Check 7-day forecast and make changes as necessary
Conduct final walk-through at the venue to see if any detail was overlooked
Twenty-Four Hours Prior To Event
•
•
•
•
•
•
•
•
Give pairings to the club house
Drop off signage with instructions
Drop off any cars or giveaways to be taken out to the Par 3 holes
Finalize course arrangements
Set up registration tables
List any VIPs coming
Deliver golf shirts and goodie bags
Check A/V order for the luncheon
Day of the Event
•
•
•
•
•
•
•
Meet with course management
Set up a cash box
Assign volunteers
Distribute 2-way radios
Ensure signage is up and also on carts
Ensure valet are taking clubs and putting them on carts
Ensure players know where to go to register
Luncheon Event
•
•
•
•
•
•
Have raffle prizes showcased and listed on a sheet for each player to read
Pick up contest hole prize winner lists off the course
Have the pro establish first place team
Serve lunch
Have photographs of foursomes available
Have the raffle drawing
Sponsor Details
•
•
•
•
•
Send sponsor letter
Send sponsor invoices
Get logos from sponsors
Confirm all signage with sponsors
Send final notice to sponsors of all event details
Revised March 2010
16
Chapter Programs
Debrief Session
•
•
Hold a session with the planning team a week after event to critique the event
Come up with an action plan to improve the next year’s event
Revised March 2010
17
Chapter Programs
Scholarship Programs
A successful scholarship program can be one of the most rewarding efforts that a BYU
Management Society chapter can participate in. However, chapters must carefully follow all
regulations and guidelines specific to their tax-exempt status.
♦ Chapters Filing for Non-Profit Status
Chapters that file individually for 501(c)(3) tax-exempt status must know and comply with federal,
state, and local regulations as regards that status. The chapter should adopt its own guidelines for
handling all financial matters to remain in compliance.
♦ Chapters Under the BYU Umbrella
Since most chapters choose to fall under the BYU 501(c)(3), they must strictly and carefully
follow all university policy and procedures. This is to ensure compliance with and not jeopardize
the university’s 501(c)(3) status, especially in regards to fund-raising, receipting donations, and
awarding of scholarships.
Soliciting, accepting, and receipting donations are regulated by IRS regulations. LDS
Philanthropies is the fund-raising arm of BYU, and as such is the only entity from BYU that can
legally collect donations and receipt them. In addition, LDS Philanthropies can only give receipts
for donations that are deposited into a BYU account.
♦ Collecting Donations Online
In conjunction with LDS Philanthropies, the Management Society has made it possible for
donations to chapter scholarship accounts to be made online. There is a “Give a Gift Online” link
on the Management Society web site. This link goes to a page with a drop-down menu listing all
Management Society chapters and allows donations to any chapter’s scholarships. These donations
will go directly to the chapter’s scholarship account at BYU and will be held there until the chapter
scholarship committee, working with a representative of the Marriott School, makes the decision
to award scholarships. All donations made in this manner will be receipted by LDS Philanthropies.
♦ Collecting Donations Offline
All donations to the chapter scholarship fund that are collected by chapter officers and not made
online should be sent directly to the Management Society office so that they can be deposited and
Revised March 2010
18
Chapter Programs
receipted by LDS Philanthropies. The original check must be sent in, clearly earmarked for the
chapter’s scholarship fund. This is necessary for the donation to qualify as a tax deduction.
Chapters may not promise that a gift will be tax deductible. They may say that the donation may
be tax deductible, but it is up to the donor to prove the claim if questioned. The donor will receive
an official receipt from LDS Philanthropies, which is authorized to do so under the university
501(c)(3).
Funds that are put directly into the chapter’s own bank account cannot be receipted as tax
deductible by the chapter (or by LDS Philanthropies), and no statements of tax deductibility may
be made by chapter officers.
♦ Using the Proceeds of a Banquet or Golf Tournament
Chapters often fund a scholarship program with the proceeds of a gala event or golf tournament.
There are three possible scenarios:
1. The amount charged for the golf or banquet covers the cost of the event. In this case there
are no donations and no receipting by LDS Philanthropies. The chapter collects all the
funds through the regular Management Society registration system online. Any excess
funds after the event is over may be used for scholarship awards. In this case, donations to
the scholarship are collected separately, either on the donation web site or in person. Silent
auctions may be held, and all payments for these items should be handled as donations.
(The guidelines in the section above apply.)
2. Sponsors underwrite the cost of the event. Their payment is for marketing and advertising,
and not a donation. The payments made by participants in the event are entirely donation in
this case. The registration site should be set up, with the help of the Management Society
office, so that donations go directly to the chapter’s scholarship account and that they are
properly receipted.
3. The amount charged for the golf tournament or banquet is increased so that a portion of the
charges are a contribution while the rest covers the hard cost of the event. In this case, the
chapter must contact the Management Society office before setting up the registration. The
office will help to determine how to collect money so that donations are properly receipted,
in accordance with U.S. tax code. All the registration money must come to BYU. After
collection, the participants will receive receipts for the donation portion of the registration
from LDS Philanthropies. That portion will remain in the chapter’s scholarship account
while the remainder (covering the cost of the event) will be sent by check to the chapter.
Revised March 2010
19
Chapter Programs
The Management Society office needs the following information in order to set up registration that
is split between cost of event and donation:
• Chapter name
• Event name
• Event date, time, place, etc.
• Pictures and flyers associated with the event
• Cost breakdown, showing cost and donations, by category:
 Individual registration
 Individual table
 Corporate table
 Levels of sponsorship
Revised March 2010
20
Chapter Programs
Scholarship Program Setup
Chapters should carefully consider the following components of a scholarship program.
Descriptions, criteria, and applications of highly successful chapter programs are found in the
Appendix.
♦ Scholarship Committee
An executive committee board member should act as the scholarship committee chair. This
committee is responsible for determining all of the important decisions needed to create a
successful program: funding, selection criteria, communication, distribution of funds, award
ceremony, etc. In addition, they should decide if the scholarships will be just for students at BYU
schools or for LDS students attending any university.
♦ Fund-Raising
Fund-raising may be done with corporate sponsors, individual contributions, fund-raising events
(golf tournament, banquet), or other methods. A combination of these methods is most practical.
The committee should take advantage of corporate matching programs in the major companies in
the area and target some of the fund-raising to reach chapter members in those companies.
NOTE: it is particularly important that all donations with potential matches from companies are
donated online or sent to BYU; LDS Philanthropies must facilitate all matching gift paperwork.
♦ Write and Distribute the Application
Before creating applications or considering the application pool, the committee should establish
criteria such as financial need, scholarship, activities and leadership, and extra-curricular
involvement. Some chapters have developed some excellent tools for facilitation of this process.
Timelines and deadlines are also an important consideration, as the chapter may want to make
some awards before high school graduation so they can be part of the students’ graduation
ceremonies.
NOTE: Avoid asking for social security numbers. Instead, ask for the ID number of the student at
the school he/she will attend and/or their birth date as confirmation of his/her identity.
Revised March 2010
21
Chapter Programs
♦ Communication
The committee should determine the best way to identify potential candidates. Communication
with local LDS church bishops and stake presidents is important. They should have copies of the
application to share with students as they come in for interviews. Local high schools should also
be contacted and have copies of the application. Be sure to post all the scholarship information and
forms on the chapter web site.
♦ Processing the Applications
The committee should gather the applications and determine the evaluation process. It is best to
take identifying information off the applications before they are read by the committee. The
committee should devise a fair, anonymous, and uniform way to evaluate the applications.
♦ Awarding the Scholarships
Chapters may choose to award their scholarships to local LDS students attending BYU schools and
any other accredited school. The committee should determine how they will notify the applicants
and how the chapter will recognize the scholarship recipients (banquet, ceremony, letter, etc).
They should also notify high schools and local papers of the scholarship awards. This is helpful
not only to advertise the good works provided by the local chapter but also for BYU as well. The
more people who are aware of the program, the more interest there will be in the program in future
years, which can also help increase the number of contributions.
♦ Scholarship Awarding Process
To facilitate the actual awards being made from the chapter’s scholarship account at BYU, the
following information must be sent to the Management Society office for each student.
• Name of student
• Identifying information: school ID number or birth date
• Amount of scholarship
• Semester(s) scholarship is awarded for
• Name of school
• Address and phone number of school’s financial aid office
• Contact information of a person in the financial aid office
After verifying the information and confirming the awards, the office sends the funds to the
students’ school with the students’ identifying information. Information for any scholarship award
Revised March 2010
22
Chapter Programs
with a deadline must reach the Management Society office a minimum of one month before that
deadline.
For more information, contact the executive director at management_society@byu.edu or 801422-6824.
Material from several successful scholarship programs is found in the Appendix and online.
♦ Scholarship Applications Through the Marriott School
Chapters may choose to use the Marriott School’s scholarship application process instead of
handling their own. In this case, students from the Marriott School apply online on the Marriott
School web site. Applications are sorted and sent to the chapter’s scholarship committee for
consideration. The committee makes the decision and sends the award list to the Management
Society office as described above.
Revised March 2010
23
Chapter Programs
Service to the Marriott School
The Marriott School relies heavily upon its alumni and friends to provide significant service to the
school through the following services and activities:
•
•
•
•
•
•
Recruiting students for jobs and internships
Connecting the Marriott School to local companies and business leaders
Participating in the Mentor Program
Speaking to classes and student groups
Serving as professional advisors for student projects and field studies
Sponsoring scholarships
♦ Recruiting for Jobs and Internships for BYU Students
Management Society members are in a unique position to support the internship and full-time
placement efforts of the Marriott School. Members may post jobs and internships on the Jobs link
on the web site. All postings for interns and new graduates are identified and sent to the Student
Career Placement Office and the web-based system eRecruiting where students will have access to
the information. Individuals who post jobs and internships for Marriott School students will be
contacted by the Marriott School Business Career Center.
In addition, chapter members may contact the Business Career Center directly with job
opportunities for both students seeking full-time employment and students seeking internship
experience.
Contact:
Business Career Center
Marriott School, 446 TNRB
Provo, UT 84602
801-422-5800
Email: career_services@byu.edu
♦ Connecting the Marriott School to Local Companies and Business Leaders
One of the greatest ways chapters can benefit the Marriott School is by facilitating connections
between top local business leaders and the school when the dean or other school representatives
are in town for a chapter meeting or event. By setting up meetings for the school representative,
the chapter can help build relationships, build support for the school, and increase recruiting for
internships and jobs.
Revised March 2010
24
Chapter Programs
Chapter presidents should do the following once the visit has been scheduled:
•
•
•
•
Send the Management Society office a list of possible companies and people to visit.
Consider advisory board members and other well-placed LDS business leaders.
Once the list has been approved, set up appointments for the dean or his representative,
using the days before and after the seminar.
Act as a personal guide for the dean, making introductions, and attending meetings.
Follow up as needed.
♦ Marriott School Mentor Program
Chapter members are also able to participate in the Marriott School’s Mentor Program. This
program’s purpose is to provide incoming Marriott School students with the opportunity to interact
with professionals in the student’s area of interest and for the student to learn from a business
professional.
The Mentor Program is a required class for all Marriott School undergraduate students and is
available as a noncredit course for graduate students. The course lasts one semester, but mentor
relationships often continue beyond the students’ academic experience. Approximately 1,000
students enroll in the program each year and are guided by a group of 800 volunteer mentors. The
Mentor Program’s matching process creates a mutually beneficial relationship for students and
mentors. During the course, the student will have the opportunity to interact with the mentor in an
interview experience and be able to discuss various topics with the mentor, as they fulfill a choice
of three assignments during the semester.
For more information and to sign up as a mentor, go to marriottschool.byu.edu/mentor or email
mentor@byu.edu.
♦ Speaking to Student Groups
There are a number of programs that regularly schedule guest speakers for lecture series (e.g.
Entrepreneurship Lecture Series, Management Seminar, e-Business Lecture Series, etc.). Chapter
members who would like to volunteer should contact Robert Gardner at 801-422-6800 or
rgg@byu.edu for more information.
♦ Serving as Professional Advisors for Student Projects and Field Studies
The Field Studies program is the consulting arm of the Marriott School of Management. This
program utilizes the resources of the school to address business opportunities and problems. It can
be an excellent method to outsource work that a company does not have the resources, time, or
expertise to address.
Revised March 2010
25
Chapter Programs
The program typically consists of a team of four to five students working under the direction of
advisors with research or business experience in the particular problem to be addressed. Alumni
and friends of BYU can act as advisors for student teams or can help find projects for students to
work on. Teams are handpicked, with skills in any of the major business disciplines: from
marketing research, to strategy, to HR/organization, to brand management, to supply chain. The
students typically receive three hours of credit for about 120 hours of work per student during 16
weeks, dedicated exclusively to the project. In addition to receiving creative cost-effective
business solutions, companies sponsoring field studies have unprecedented access to students
seeking internships and full-time employment. Sponsor companies and field study student teams
work closely together, learning about each other and identifying future employment connections.
Companies sponsoring field study teams significantly increase student name recognition and wordof-mouth interaction among students.
The project deliverables include a PowerPoint presentation and a bound written document with
both an executive summary and technical report. Successful projects have been completed for
Microsoft, Dow Chemical, Federal Express Freight, Novell, Intel, Kennecott Development
Corporation, BMW Finance, Lehman Brothers, Chrysler Finance, Beneficial Life Insurance
Company, and many others. The fees charged for these studies cover expenses incurred and
support educational programs in the school. Anyone interested in acting as an advisor or arranging
for a project for a student team should contact the director of field studies.
Contact:
Roger McCarty
Director of Field Studies
Phone: 801-422-8928
Email: roger_mccarty@byu.edu
Revised March 2010
26
Chapter Programs
Service to the Community
Management Society chapters are expected to conduct one service project each year, either for
BYU and/or the Marriott School or for the community. Service ideas include cleaning a park,
school, or city; helping with Habitat for Humanity; mentoring inner-city students; sponsoring a
cultural or entertainment event to raise money for a local cause; cleaning a community after a
disaster; or helping the local food bank.
There are many different foundations and web sites dedicated to helping individuals and groups
get involved in the community. Service opportunities are available through these sites for people
of all ages. Opportunities vary regarding the dates, times, number of volunteers required, and the
commitment involved. National, statewide, and countrywide volunteer service days such as the
National Make a Difference Day, Take Pride in Utah Day, and United Way Day of Caring are onetime service projects that get many people involved.
Some community service web sites are:
•
•
•
•
•
www.communityservice.org
www.serve.gov
www.liveunited.org
www.pointsoflight.org
www.nationalservice.gov
Revised March 2010
27
Chapter Programs
Social Networking Events
♦ Evening Gala
The crowning event for many chapters is an evening gala. This kind of event usually includes
dinner, entertainment, awards for public service, and a high-profile speaker. The purpose is
usually to raise money for scholarships for local students, but it can also be to help any number
of humanitarian or nonprofit organizations. Silent auctions of donated items, corporate table
sponsors, and program ad sponsors all help to raise money. This is the opportunity for the
Management Society to be recognized in the greater community and provide a great evening of
networking.
The key to a successful gala, such as the Washington, D.C., Annual Gala and the Salt Lake
Distinguished Utahn Event, is attention to detail. From beginning to end, every facet must be
carefully planned. People will respond to this high degree of professionalism by attending and
donating.
The following checklist is a compilation of several successful chapter planning guides. Again,
assembling a good committee, setting goals, making assignments, setting a timetable, following
through on details, and getting reports back from committee members are all critically important
to the success of the event.
♦ Large Event Planning
(See large event planning checklist in the Appendix)
•
•
•
•
•
•
Committee Organization: Event concept, name, purpose, time
Keynote Speaker and Distinguished Guests: Personal invitations, travel and hotel
arrangements (where necessary), information for speaker/guests, confirmation of media,
other details from speaker
Site Reservation: Hotel or reception facility, menu selection, physical arrangements,
alternate site (backup plan)
Publicity: Web site; posters; flyers; media (press, TV, radio, etc.); announcements to
other chapters, BYU organizations, local wards and stakes, and LDS Public Affairs
Invitations: Letters of invitation, email invitations, church dignitaries, community
dignitaries, awardee’s guest list, media, BYU/Marriott School administration
Fundraising: Corporate donors, silent auction donations, table donors
Revised March 2010
28
Chapter Programs
•
•
•
•
•
•
•
RSVP/attendee list: Online registration, mailed and in-person registration,
announcements/RSVP cards (including dress code), list control, freebie tickets (master of
ceremonies, music, entertainment, photographer, etc.), registration table
Program Preparation: Photographer, background music, entertainment, master of
ceremonies, prayers, introductions, media invitations
Awards: Gift for awardee(s), gifts/plaques for others, flowers (boutonnieres, corsages)
Event To Dos: Reception before, agenda, programs, table place cards, name tags, tent
cards for tables, donor recognitions, bios
Finance: Budget, contracts with venue and vendors, accounting, scholarship fund
Thank-You Cards
Evaluations
♦ Events Co-Sponsored with BYU Constituent Societies
Management Society chapters are encouraged to coordinate with the BYU Alumni Association,
the J. Reuben Clark Law Society, and the Cougar Club instead of competing for time, people,
and resources, particularly for events that can attract people outside society membership. Each of
these constituent societies has a different area of focus. For example the Management Society
provides for professional business activities and needs, while the BYU Alumni Association
focuses on social activities that unite family and friends. Chapters should coordinate major
activities with other constituent societies in the area so members may attend and participate in
broader activities.
A member of the executive committee of the chapter should sit on the board of the BYU Alumni
chapter and/or the Law Society in order to facilitate this coordination. Likewise, a chapter should
invite members of the alumni and/or law society boards to attend planning meetings. This will
ensure that there are no scheduling conflicts among the various groups.
Representatives of each constituent society should meet together in a regional coordinating
meeting or conference call to communicate, coordinate, and plan large events for all groups.
Joint sponsorship options:
•
•
•
•
BYU performing groups
Pre-game tailgate parties
Sports figure firesides
General Authority firesides
Links to BYU web sites for current contact information:
Revised March 2010
29
Chapter Programs
•
•
•
Alumni Association: alumni.byu.edu
Cougar Club: byucougars.com
J. Reuben Clark Law School: law.byu.edu
♦ Sponsoring BYU Performing Groups
Chapters often sponsor performances of touring BYU performing groups as fund-raisers for
scholarships or local charities. These are best done as a co-sponsored activity with the other
constituent societies. See BYU Performing Arts under Resources for more information.
♦ Sponsoring Cultural and Entertainment Events
In addition to monthly chapter activities, chapters should appeal to a broader audience by
varying the kinds of events they sponsor. Promoting cultural and entertainment events such as
concerts and movies that endorse and encourage moral and ethical leadership is another way to
sustain and encourage the vision of the society. One chapter sponsored concerts by popular LDS
entertainers and donated the proceeds of the concert to a local food bank. Another co-sponsored
a local symphony.
In addition, there are a number of well done, values-based, family-friendly films available to
sponsor in partnership with LDS film companies. This kind of partnership allows the chapter to
sponsor moral and ethical entertainment, gives visibility to the Management Society chapter, and
raises money for scholarship programs or community service. Contact the Silicon Valley Chapter
for more information.
Revised March 2010
30