GBTA NCC – Monthly Programs Commiette Task Force SOP
Last updated 09/24/2010
Objective of Task Force
NCBTA is committed to providing avenues of networking and education for the further advancement
and benefit of its members through quality monthly meetings and numerous educational opportunities.
Past Goals:
o
o
Bring in 3 National Level Speakers
Recruit a task force chair and committee
o
Bring topics and speakers to the organization that will draw a high number of
members and guests to each Program
At least 3 National level speakers
Maintain an average 60% membership attendance
Future Goals:
o
o
Year over Year Success:
National level speakers:
2007-2008
2008-2009
2009-2010
2010-2011
Mr. Sue A. HershkowitzCoore
Ms. Mary Jo Paloranta
Mr. Mike Foley
Mr. Peter Yesawich
Mr. Samuel J. Erkonen
Mr. Peter Greenberg
Mr. Andy Feld
Mr. Joan Moser
Mr. Kevin Coffey
Mr. Gary Cohen
Monthly Attendance:
20072008
Sept
Oct
Nov
Dec
(allied)
Dec
(direct)
Jan
Feb
84
88
71
n/a
23
94
65
87
(weather)
66%
attended
– 6%
over
goal
Mar
Apr
Overall
87
Avg. 84
members
(excluding
direct only)
– 73% of ttl
membership
– 13% over
goal
22082009
82
71
87
50
19
79
114
90
20092010
90
89
78
n/a
n/a
77
88
77+ 30 88
(NAPM)
103
20102011
Recruit Task Force Members

2008-2009
o Devie Hagan
o Heidi Ecker
o Tanya Gartner

2009-2010
o Ellen Grace
o Mary Jo Driscoll

2010-2011Task Force
o Amber Erickson- BOD liaison (new)
o Dawn Lowe- chair (new)
o Jan Kulda
o Ellen Westin
o Tanya Gartner
o Sandy Shepley
Speaker/Topics:
2007-2008
o
o
o
o
September 13, 2007
 Dynamic Pricing – Ms. Maureen Mackey of Hilton Global Sales
October 11, 2007
 GDS: Worldspan & Galileo Merger - Mr. Steve Ashmore of Galileo
November 8, 2007
 Going Green – Mr. Michael Hall of Johnson Controls
December 6, 2007 (direct only)
Avg. 89
members
(excluding
direct/allied
only)
Avg. 88
members

o
o
o
o
End to End Solutions: Their Impact on Travelers & Corporations – Ms. Jodi
Lebow of Concur Technologies, Inc.
January 16, 2008
 How to Create Action in Your Email Communications – Ms. Sue A. HershkowitzCoore, CSP
February 14, 2008
 Negotiation – Mr. Samuel J. Erkonen
March 13, 2008
 Stand Out From the Crowd with a More Creative Presentation – Ms. Joan Moser
April 10, 2008
 Strategic Meeting Management Panel – Mr. Marty Wahoske, Moderator
 Ms. Alison Yeaman of Personnel Decisions International
 Ms. Kari Kessler of Honeywell International
 Ms. Fay Beauchine of Carlson Marketing
2008-2009
o
o
o
o
o
o
o
o
o
September 11, 2008
 Generational Communication – Ms. Debra Magnuson of Personnel Decisions
International
October 9, 2008
 U.S. Presidential Perspective – Professor Larry Jacobs of the University of
Minnesota
 Get Into Politics or Get Out of Business / NBTAPAC Update – Mr. Shane Downey
of the National Business Travel Association (NBTA)
November 13, 2008
 “The Purpose… The Passion… The Pride… The Privilege” – Ms. Mary Jo Paloranta
December 4, 2008 (direct only)
 The Travel Buyers’ Take On Hotel Programs – Ms. Cindy Shumate of the Estee
Lauder Companies
December 4, 2008 (allied only)
 “You Had Me At Hello”: Forging Influential Connections at Will – by
SagePresence
January 8, 2009
 Technology Here, Now and Into the Future – Ms. Amy Vanderbilt
February 12, 2009
 The Transportation Emergency – Mr. Peter Greenberg
March 11, 2009
 Traveler Safety and Security – Mr. Kevin Coffey
April 8, 2009
 State of the Industry Panel
 Moderator:

Mr. Jason Davis – KSTP, “on the road”
 Panelists:
 Robert Hess - Avis Budget Group, Inc.
 Denise Lodrige-Kover - Vice President, Business Travel Sales & Strategic
Partnership Accounts - Hilton Hotels Corporation


Mike Koetting - Executive Vice President, Global Supplier Management Carlson Wagonlit Travel
Susan Franson – Delta Airlines, Inc.
2009-2010
o
o
o
o
o
o
o
September 10, 2009
 “Losing the Junk in your Trunk” - Mike Foley
October 8, 2009
 “Why the Economic Crisis is the most Wonderful Wake-up call Ever” – Andy Feld
November 12, 2009
 “Legislative Update” – Don Draves
January 14, 2010
 “Just Ask” – Gary B. Cohen
February 11, 2010
 “SMMP”
 Kari Bigot – Moderator – Advantage Performance Network
 Kim Meck – 3M
 Nikki Huckstadt - Honeywell
 Donna Patrick - Medtronic
March 11, 2010
 “Industry Hot Topics” – Carol Ann Salcilito
April 8, 2010
 “Why ARE we having this meeting” – Daphne J. Meyers, CMM
2010-2011
o
o
September 9, 2010
 “Travel Trends” - Peter Yesawich
October 14, 2010
 “Social Media 101” – Geek Girls
Purpose
The Monthly Meetings Task Force provides a high level of commitment to provide avenues of
networking and education for the further advancement and benefits of its members through bringing
quality topics and speakers.
Responsibility

Board Liaison:
o
Responsibility of being the liaison between the monthly meetings task force and the
BOD, continually updating the Board on the upcoming speaker and topic ideas for
approval.
o
Work with task force on a monthly basis to continue progress on gathering ideas and
securing top speakers.
o
Work with task force to coordinate speakers and topics with Education Day committee.


o
Ensure the Direct VP sends thank you notes to the venue and speaker.
o
Provide speaker gift if appropriate; no gift required if speaker is paid for services or is
waving fee to charity.
o
Ensure task force chair is updating the Meeting Details Excel spreadsheet with speaker
information for the year and checking off each item.
o
Collaborate with task force chair to ensure financial goals are being met.
Task Force Chair:
o
Directly oversee the task force members on all aspects of the monthly meeting, ensuring
everyone is on task. Keep the Board Liaison up-to-date with progress on each monthly
meeting.
o
Update Speaker Excel spreadsheet with speaker information for the year
o
Ensure speakers are found, contracts signed, bio/topic/picture/topic description
received and travel arrangements finalized as soon as possible.
o
Ensure hotel liaison has finalized f&b, AV, etc with the venue.
o
Ensure website updated and ask the website task force to send the registration at least
two weeks prior to meeting.
o
Write, or assign task force member to write, the monthly meeting podium agenda.
o
Ensure AV needs of the speaker are identified and relayed to venue. Also, send a copy of
the presentation to the website task force after each meeting.
o
Ask website task force to send the survey out within 24 hours of meeting.
o
Ensure speaker fees are paid (work with treasurer)
o
Write, or assign someone to write, the newsletter updates by the due date.
o
Complete the task force status form after each meeting held (preferably monthly). The
status form must be send to Board Liaison by the end of each month.
Hotel Liaison- either assigned person or rotate monthly
o
Venues for each year will be confirmed in the Spring before the NCBTA year begins. This
is done by the venues task force. The venues task force will communicate to the board
liaison each confirmed venue, date and contact information. All contracts will be signed
at the time of confirmation.
o

The monthly meetings task force will work with the venue to get room set-up
requirements set, food and beverage for the meeting and BOD meeting (before or after
meeting), and develop the program.

Ensure there is no service charge for F & B and AV, as that is negotiated as an
inclusive price.

Ask for crescent rounds.

Registration table and four chairs

NCBTA has their own LCD projector, so you do not need to add that to the BEO.

The Chair has the NCBTA laptop which is used to run the sponsor loop. Speakers
can use the laptop for their presentations or bring their own, but this needs to
be known and communicated to the venue prior.

Ask for 1 wired microphone for NCBTA President at podium. This is in addition
to what the speakers need.

Ask the venue to have food plates cleared as much as possible by the time the
speaker begins, however, we don’t want servers clearing during the
presentation.

Ask the venue to pre-set water, bread, salad and dessert.
o
Coordinate any sponsorship needs with the sponsorship committee. Make sure the
sponsor of the meeting has the speaker bio to read.
o
Advise host venue of numbers attending each meeting and set guarantees.
Speaker Liaison- the person who confirmed the speaker for the given month.
o
Reach out to each speaker once approved to secure date, time and location.
o
Obtain speaker bio, photograph, topic title and topic description. Send to the website
task force to put on the website as soon as able.
o
Send the speaker the Speaker Agreement Form; have them send back for signature by
the President or President-Elect. A W9 is required at this time as well. We cannot pay
without a W9.
o
Arrange for any speaker travel needs (air, ground transportation, and hotel).
o
Arrange AV needs, obtain copy of presentation.
o
Communicate final travel arrangements (confirmation numbers, etc) to the speaker