ISES Nashville Board of
Directors Role Descriptions
2015-2016
Table of Contents
ISES Nashville Standard Operating Procedures....................1
2015-2016............................Error! Bookmark not defined.
Table of Contents ...................................................................2
ISES Vision and Mission Statement ...................................................3
President ...........................................................................4
President-Elect .....................................................................5
Programs and Education ..............................................................6
Markleting & Communications .........................................................7
Membership ..........................................................................8
Fundraising .........................................................................9
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ISES Vision and Mission Statement
ISES Vision
Dedicated and Educated to Deliver Creative Excellence and Professionalism in Special Events.
ISES Mission
The mission of ISES is to educate, advance and promote the special events industry and its
network of professionals along with related industries. To that end, we strive to:
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Uphold the integrity of the special events profession to the general public through the ISES
“Principles of Professional Conduct and Ethics”
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Acquire and disseminate useful business information
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Foster a spirit of cooperation among ISES members and other special events professionals
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Cultivate high standards of business practices
ISES Principles of Professional Conduct and Ethics
Each ISES member agrees to adhere to the following:
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Promote and encourage the highest level of ethics within the profession of the special events
industry while maintaining the highest standards of professional conduct.
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Strive for excellence in all aspects of our profession by performing consistently at or above
acceptable industry standards.
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Use only legal and ethical means in all industry negotiations and activities.
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Protect the public against fraud and unfair practices, and promote all practices which bring
respect and credit to the profession.
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Provide truthful and accurate information with respect to the performance of duties. Use a written
contract clearly stating all charges, services, products, performance expectations and other
essential information.
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Maintain industry accepted standards of safety and sanitation.
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Maintain adequate and appropriate insurance coverage for business activities.
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Commit to increase professional growth and knowledge, to attend educational programs and to
personally contribute expertise to meetings and journals.
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Strive to cooperate with colleagues, suppliers, employees, employers and all person supervised,
in order to provide the highest quality service at every level.
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Subscribe to the ISES Principles of Professional Conduct and Ethics, and abide by the ISES
Bylaws and policies.
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President
Projects and Responsibilities shall include:
Shall preside at all meetings of the chapter, board of directors, and executive committee
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Notify attendees of all meetings and inform attendees of deadlines for agenda materials
Develop an agenda for all meetings and send to attendees at least three days in advance
Adhere to agenda as best as possible during meetings
Oversee the Board of Directors in the creation and implementation of chapter goals by
delegating responsibility and monitoring the progress of the board members
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Through the retreat process held at the beginning and midway through each Board year, assist each board
member with development of their individual goals for the year and monitor if goals or deadlines of goals
need to be revised
Appoints committee chairs with the approval of the Board
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Determine if a committee needs to be appointed when a new project is developed
If so, make a recommendation to the Board on who the chairperson of that committee should be
Get Board approval on chairperson if they are interested in the position
Outline goals and objectives for project with chairperson and committee and have them attend Board
meetings to update the Board on their progress
Serves as ex-officio member of all committees (except the Nominating Committee)
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This is a non-voting capacity
Where possible, attend all committee meetings (except Nominating Committee) and offer guidance and
advice
Acts as Chapter spokesperson
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Respond in a timely manner to all correspondence on behalf of the chapter to other chapters, International,
of the RVP
Attend Regional and International President’s meetings
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The President should arrange to attend meetings held at professional conferences to learn to role of
President and brainstorm with other chapter presidents and to keep informed as to what is occurring at
ISES International to share with their home chapter. Meetings to attend are held at: The Special Event,
ISES Live, and Southeast Regional Education conferences.
Serves as chapter liaison with ISES management office through RVP and complete the filing of
Chapter monthly reports
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Respond timely to all correspondence on behalf of the chapter from International and the RVP
Turn in Chapter reports to the RVP and International office by the 15 th of each month (these reports include:
International report, Finance Report, Chapter bank statement, updated P&L and balance sheet, Board
meeting minutes, Communications report, Programs and Education report, and Membership report)
Writes the President’s message in the Chapter newsletter
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For each quarterly newsletter, the President will submit a column to the VP of Communications
summarizing the past quarter’s accomplishments and upcoming quarter’s activities, plus anything
happening on an International level
Attend all possible ISES Events
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Notify the Board of all important dates for the year (Chapter meetings, Board meetings, Board retreats,
Regional retreats, professional conferences, etc) and make every attempt to attend all meetings.
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President-Elect
Projects and Responsibilities shall include:
Responsible for recording Board meeting and retreat minutes and distributing them to Board
members
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Record the minutes at each Board meeting and retreat and type them up for the President to review
Upon approval from the President, distribute to the rest of the Board members for review within one week of
the Board meeting and ask for any changes
Any changes must be updated and made to the minutes report submitted to International and the RVP
Shall act as Treasurer to the Chapter and oversee all financial transactions and budgetary
decisions
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Receive and deposit all Chapter funds in the name of the chapter into the Chapter bank account as
approved by the Board of Directors
Maintain and account for all debit card transactions
Verify and pay all Chapter invoices from vendors
Review and make appropriate collection attempts on all missed meeting fees by meeting attendees
Maintain accurate and historical data of Chapter treasury (including receipts, paid invoices, bank
statements, etc)
Prepare annual Chapter budget for submission to the Board for review and approval
Prepare monthly financial reports to include monthly P&L, monthly actual spend vs budget, balance sheet,
and monthly Chapter bank statement to submit to International and RVP
Submit year-end financial report to ISES International
Shall act as Chapter President in the absence of the Chapter President at all Chapter and
Board Meetings
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In the event that the Chapter President can not be present for a Chapter or Board meeting, the PresidentElect will serve as acting-President and fulfill all requirements, including but not limited to acting as Chapter
spokesperson, attending regional and International Presidents meetings, serve as Chapter liaison between
International and RVP.
Shall have the Director of Fundraising report directly to them
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Director of Fundraising must report all fundraising budgets and goals to the President-Elect for record
keeping
Director of Fundraising must include President-Elect in all fundraising planning meetings
President-Elect must oversee all goals and deadlines for Chapter fundraising initiatives
Attend all possible ISES Events
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Mark all important dates for the year (Chapter meetings, Board meetings, Board retreats, Regional retreats,
professional conferences, etc) and make every attempt to attend all meetings.
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Programs and Education
Programs and Education Committee Members include:
One Vice President of Programs and Education
Two Directors of Programs and Education
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Directors of Programs and Education report directly to the VP of Programs and Education and all three
Board members act as a team to complete the projects and responsibilities of the committee.
If the VP is unable to attend Chapter or Board meetings, one of the Directors will serve to fulfill the role of
VP in their absence
Projects and Responsibilities shall include:
Plan and oversee each Chapter meeting for the year
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Committee must select the site for each Chapter meeting, as well as any other vendors needed (ie catering
company, rental company, a/v company, etc.)
If sponsorships are obtained, Committee must uphold the benefits granted to the sponsor for their
sponsorship
Committee must plan the meeting themes and education topics for each Chapter meeting within the year
(Chapter goal is ten meetings, 7 educational and 3 networking)
Committee must secure the speakers for any educational topics at each Chapter meeting
Committee must submit information on each Chapter meeting (ie location, date, topic, sponsors, etc) to
Communication Committee by 3 weeks prior to meeting date to notify Chapter members
Committee must establish their yearly budget and submit to Board for approval
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Committee must determine average monthly spend and submit to President-elect for budget
Committee must attempt to obtain sponsorships for Chapter meetings (using approved Sponsorship
Benefits Package) when possible to showcase ISES Nashville members or potential new members and to
save on monthly meeting expenses
Committee must submit any vendor invoices or expenses to President-Elect for records and payment
Committee is responsible for thanking all monthly meeting vendors and sponsors post meeting
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Written communication (hand-written or email) must be sent by Committee to participating monthly meeting
vendors or sponsors to thank them for their involvement on behalf of the Chapter.
Committee must recruit non-Board member committee members for succession planning
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Invite non-Board members on to Committee to help with monthly Chapter meeting planning, securing
sponsors or speakers, or for set-up and strike at each meeting
If a student member joins their committee, they are responsible for delegating tasks within the Committee
for at least 10 hours of volunteer work
VP of Programs and Education is responsible for grooming one of the Directors of Programs and Education
to fulfill their role the following year
Attend all possible ISES Events
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Mark all important dates for the year (Chapter meetings, Board meetings, Board retreats, Regional retreats,
professional conferences, etc) and make every attempt to attend all meetings.
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Marketing and Communications
Marketing and Communications Committee Members include:
One Vice President of Marketing and Communications
Two Directors of Marketing and Communications
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Directors of Marketing and Communication report directly to the VP of Marketing and Communication and
all three Board members act as a team to complete the projects and responsibilities of the committee.
If the VP is unable to attend Chapter or Board meetings, one of the Directors will serve to fulfill the role of
VP in their absence
Projects and Responsibilities shall include:
Responsible for all Chapter external communications
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All Chapter communications on behalf of the Chapter must be submitted to the President and Mar/Comm
team for approval and distribution
Maintain Chapter database of members and non-members for electronic communications
Send out monthly Chapter meeting invites via e-blast to all database contacts
Compile articles and pictures for quarterly Chapter newsletter and oversee its distribution
Maintain and update Chapter website with all pertinent and relevant Chapter information
Make sure new Chapter members are added to Chapter website so that they can register for Chapter
meetings
Monitor registration list for Chapter meetings and update Programs and Education Committee with
attendance counts for each monthly meeting
Maintain and update all social media sites for ISES Nashville
Submit press releases for newsworthy occurrences and scout Chapter PR opportunities
If sponsorships are obtained for monthly Chapter meetings, Committee must uphold the benefits granted to
the sponsor for their sponsorship
Committee must establish their yearly budget and submit to Board for approval
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Committee must determine average monthly spend and submit to President-Elect for budget
Committee must submit any vendor invoices or expenses to President-Elect for records and payment
Committee must recruit non-Board member committee members for succession planning
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Invite non-Board members on to Committee to help with quarterly newsletter, social media updates, website
updates, or Chapter PR, etc
If a student member joins their committee, they are responsible for delegating tasks within the Committee
for at least 10 hours of volunteer work
VP of Communication is responsible for grooming one of the Directors of Marketing and Communication to
fulfill their role the following year
Attend all possible ISES Events
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Mark all important dates for the year (Chapter meetings, Board meetings, Board retreats, Regional retreats,
professional conferences, etc) and make every attempt to attend all meetings.
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Membership
Membership Committee Members include:
One Vice President of Membership
Two Directors of Membership
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Directors of Membership report directly to the VP of Membership and all three Board members act as a
team to complete the projects and responsibilities of the committee.
If the VP is unable to attend Chapter or Board meetings, one of the Directors will serve to fulfill the role of
VP in their absence
Projects and Responsibilities shall include:
Shall oversee all Membership Activity
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VP of Membership must serve as Spokesperson for Chapter to prospective members
Work with ISES International to maintain current member roster
Provide monthly new member list to Communications Committee for website, social media, and newsletter
updates
Strive to achieve member retention by developing membership initiatives (ie Member Appreciation Event,
giveaways at Chapter meetings, etc)
Responsible for new member recruitment by developing initiatives (free informational meetings, reach outs
via phone and email, etc)
Responsible for promoting all International Membership drives (held in annually in May and December) and
submitting any external communications requests for drives to Communications team for distribution
Responsible for planning and orchestrating May Membership Drive meeting
Responsible planning and orchestrating yearly Member Appreciation Event
Responsible planning and orchestrating quarterly new member information luncheons
Shall oversee registration desk at monthly Chapter meetings
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Committee will man registration desk at monthly Chapter meetings to monitor collecting member and nonmember registration fees
Committee will submit a list of all members and non-members who attended monthly Chapter meeting to
Programs and Education Committee for their monthly report
Committee will reach out to all non members who attended monthly Chapter meeting to promote ISES
membership
Committee must establish their yearly budget and submit to Board for approval
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Committee must determine average monthly spend and submit to President-Elect for budget
Committee must submit any vendor invoices or expenses to President-Elect for records and payment
Committee must recruit non-Board member committee members for succession planning
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Invite non-Board members on to Committee to help with recruitment of members, sending out post-meeting
emails to potential new members, Chapter meeting registration desk support, etc
If a student member joins their committee, they are responsible for delegating tasks within the Committee
for at least 10 hours of volunteer work
VP of Membership is responsible for grooming one of the Directors of Membership to fulfill their role the
following year
Attend all possible ISES Events
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Mark all important dates for the year (Chapter meetings, Board meetings, Board retreats, Regional retreats,
professional conferences, etc) and make every attempt to attend all meetings.
8
Fundraising
Projects and Responsibilities shall include:
Shall oversee all Fundraising opportunities for the Chapter
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Responsible for planning and orchestrating all Chapter fundraising events
Responsible for scouting possible charities to work with and developing a relationship with them
Responsible for creating a fundraising committee for assistance with events and on-site support
Responsible for setting fundraising event budget and goals for Chapter funds that are raised
Responsible for reporting all actions of fundraising events to President-Elect and Board for review and
approval
Committee must establish their yearly budget and submit to Board for approval
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Committee must determine average program spend and submit to President-Elect for budget
Committee must submit any vendor invoices or expenses to President-Elect for records and payment
Committee must recruit non-Board member committee members for succession planning
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Invite non-Board members on to Committee to help with planning of fundraising events, securing
volunteers, set-up and strike at fundraising events, etc.
If a student member joins their committee, they are responsible for delegating tasks within the Committee
for at least 10 hours of volunteer work
Attend all possible ISES Events
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Mark all important dates for the year (Chapter meetings, Board meetings, Board retreats, Regional retreats,
professional conferences, etc) and make every attempt to attend all meetings.
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