Board Positions Defined
EXECUTIVE ROLES
President - UBTA
GBTA Playbook: https://ubta.starchapter.com/images/Presidents_Playbook.pdf
Job Purpose Oversee and manage the general operations of the Utah Business Travel Association (UBTA). Responsible for compliance with Global Business Travel Association (GBTA) directives and standards; ensuring UBTA is held in good standing with the Chapter President’s Council (CPC).
Minimum Critical Competencies and Qualifications
- Member in good standing of UBTA (hereafter referred to as Chapter)
- Served in a previous Chapter Board of Directors position for a minimum of one term
- Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the Chapter Bylaws
- Attend at least 85% of all Board of Directors functions, and 75% of all Chapter meetings
- Ensure Chapter remains in good standing with GBTA and CPC Essential Functions
- Preside at all meetings including Board of Directors and membership meetings utilizing Robert's Rules of Order
- Oversee all general business of the Chapter to ensure all GBTA and CPC guidelines are followed
- Review and approve all expenses
- Provide oversight of all Chapter events and activities
- Work with Board of Directors to ensure all duties and responsibilities are performed timely and accurately
- Attend a minimum of two in-person CPC meetings/events annually through elected term, or ensure another member of the Board of Directors, holding GBTA membership, attends on the Chapter’s behalf
- Participates in CPC events, programs, and committees to maintain Chapter compliance with CPC standards and guidelines ensuring Chapter member access to scholarship opportunities, committees, or the Business Travel Professional Service Award
- Attend Global Business Travel Association annual convention on behalf of the Chapter (if the President is an Allied member and the employer is paying for at least half of the associated expenses, the President should split activities between employer and CPC appropriately based upon the amount of employer contribution)
- Maintain a record of all Chapter materials and collateral for successive Chapter administrations
- Serve as an example and mentor for all members related to ethical code of conduct and ethics
- Engage community members, volunteers, business owners, and charity partners in the mission of the organization
- Other duties as customary to the office of President of the Board of Directors for a professional organization
Vice President - UBTA
Oversee and manage the governing documents of the Utah Business Travel Association (UBTA), including, but not limited to, bylaws, job descriptions, rules and regulations, etc. Take an active role in the general affairs of the UBTA assisting the President as necessary and acting in the President’s absence.
Minimum Critical Competencies and Qualifications
- Member in good standing of UBTA (hereafter referred to as Chapter)
- Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the Chapter Bylaws
- Attend at least 85% of all Board of Directors functions, and 75% of all Chapter meetings
- Ensure Chapter remains in good standing with GBTA and CPC Essential Functions
- Keep and preserve the bylaws and rules and regulations of the Chapter, along with other Chapter documents as may be created over time
- Assist the President with any issues and general Chapter affairs
- Act on the President’s behalf during their absence from Board of Directors meetings, membership meetings, CPC meetings and events, and other events/activities as requested or assigned
- Oversee UBTA Annual Donation. Present the board with 2-3 donation foundations to vote on by May 31 2025. Organize with treasurer the funding / check to be presented to them at the end of the year annual holiday event. Invite them to attend and present 5-10 min at beginning of event.
- Oversee UBTA Annual Business Travel Trade Show
- Venue, Set Up, Food & Beverage, parking, signage - Contract
- Flyers & Marketing to promote trade show. Email, Social Media
- Collect Sponsorship & Promote all sponsors w/logos on regular basis
- Connect with each vendor on FAQ and supply each vendor with information regarding booth and what to expect
- # and Label each booth, set up welcome amenity
- Organize Prize Drawings & Grand Prize
- Ensure UBTA has booth
- Point of Contact for entirety of event (arrive first / last to leave)
- Maintain Board of Directors job descriptions to reflect current activities and trends
- Serve as an example and mentor for all members related to ethical code of conduct and ethics
- Engage community members, volunteers, business owners, and charity partners in the mission of the organization
- Other duties as customary to the office of Vice President of the Board of Directors for a professional organization
Job Purpose
Oversee and manage the general correspondence and documentation of matters of the Utah Business Travel Association (UBTA). Responsible for creating and updating records of the proceedings and activities of UBTA.
Minimum Critical Competencies and Qualifications
- Member in good standing of UBTA (hereafter referred to as Chapter)
- Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the Chapter Bylaws
- Attend at least 85% of all Board of Directors functions, and 75% of all Chapter meetings Essential Functions
- Serves as a member of the Executive Committee and participates in Executive Board activities and responsibilities
- Records the activities and actions of the Board of Directors, transcribing the account into meeting minutes for retention and future review.
- Prepares board meeting agendas and distributes to Board of Directors prior to Board of Directors meetings, retreats, and planning meetings.
- Presents the Board of Directors with a complete record of actions, assigned tasks, etc. from each meeting in a timeline that allows for review prior to the next meeting ( 48 hrs post meeting)
- Distributes meeting minutes to Board of Directors within one week of Board of Directors meeting
- Acts as the administrator for the Google Workspace application
- Assists in the management of award nominations and related processes including collection of awards: With guidance from President, purchases, collects and helps distribute chapter awards for end of year event.
- Oversees thank you notes to speakers, venues, sponsors, and special guests, ensuring they are sent out within a week of each event
- Maintains all Chapter records and documentation ensuring full access by Board of Directors members
- Ensures adherence to Robert’s Rules of Order during all Board of Directors and membership meetings
Treasurer - UBTA
GBTA Playbook: https://ubta.starchapter.com/images/Treasurer_Playbook.pdf
Job Purpose
Oversee and manage the financial matters of Utah Business Travel Association (UBTA). Responsible for creating a fiscally responsible annual budget, reporting the financial position of the Chapter at monthly Board meetings, and recommending budget adjustments during the mid-year review.
Minimum Critical Competencies and Qualifications
- Member in good standing of UBTA (hereafter referred to as Chapter)
- Employed in a travel-related service industry or in a position that procures travel services for employees of an organization as outlined in Article 3 of the UBTA Bylaws
- Attend at least 85% of all Board functions, and 75% of all association luncheon meetings Essential Functions
- Create and submit for Board approval a fiscally sound and responsible annual budget
- Chapter operations as follows: preliminary budget submitted for Board review and comment at the year-end Board of Director meeting; the final budget to be reviewed at approved at the January half-yearly retreat.
- Provide monthly financial statements for Board review comparing actual expenses to budgeted dollars in a format prescribed by the Board at least one week in advance of BOD meeting
- Manage all financial transactions including checking accounts, merchant transaction fees, etc.
- Deposit Chapter checks as needed, reconcile credit card receivables, and negotiate/renew service provider contracts and fee schedules as appropriate. Prepare all required IRS documents as directed or instructed by the Chapter accountant.
- Work with the Chapter accountant to gather, review, and file all IRS documents as required by law.
- Prepare, present, and maintain all financial records and documents for the Chapter. All financial records are subject to accountant review.
- Verify all purchases with President/Vice President approval including but not limited to: Meeting & Event Expenses, Food & Beverage Expenses, Office/Managerial Expenses, All Travel Expenses.
- Serves as a member of the Executive Committee and participates in Executive Board activities and responsibilities
- Manage yearly audit review with certified public accountant
- Other duties that pertain to UBTA finances
BOARD OF DIRECTOR ROLES
Past President:
- Assist with development of board members
- Review Legal & modify by-laws if required
- Liaison w/president to develop & oversee UBTA Scholarship for GBTA Convention 2025
Director of Membership :
GBTA Playbook: https://ubta.starchapter.com/images/downloads/GBTA_Membership_Playbook.pdf
- Provide monthly updates in board meeting on membership status ( new, expiring)
- Reach out to expired or non-members and invite them to join the UBTA. Goal is 2-4 per month
- Create standard “why join” flyer to show benefits & return on investment.
- Oversee making, updating and assembly of welcome badges for each event
- Arrive min 30 minutes prior to start of events to have badges ready for distribution
- Bring & set up welcome sign ( to be made for 2025)
- Oversee monthly raffle drawings: Sell tickets, draw winners at end of each meeting
Director of Venues:
- Source venue spaces large enough to accommodate monthly meetings & events.
- Work with board to coordinate venues that align with selected topics for the year.
- Send and collect signed contracts per venue – present to executive board prior for approval
- Utilize trade opportunities. Must be approved by board prior to commitments
- Review each set up with venue planner prior to and at the event
- Select and organize menu for lunch direct with venue or outside catering.
- Arrive at venue 30 min prior to start time to ensure Set Up, AV, Meals are prepared
- Present & transfer all billing to Treasurer for deposits & final payments- must be pre-approved by President & Treasurer
Director of Technology & Media:
- Oversee the monthly mailings to the UBTA membership
- Schedule regular reminders for sign ups
- Manage the UBTA Starchapter website; provide monthly updates to the site
- Maintain the UBTA webpage; update as required and add new information
- Collect all media related documents for monthly DECK presentations and provide to Host prior to meeting
- Relay any updated marketing materials to chapter passed down from UBTA including regulations, guidelines and maintenance
- Assist each Director with any technology inquiries
- Assist with marketing of the UBTA
Director of Speaker & Education:
- Oversee education topics planned for the year.
- Source and schedule speakers
- Secures approvals for CEU credits
- Present at monthly board meetings secured & upcoming speakers
- Organize all travel arrangements for speakers: Including airfare, ground transportation, lodging & meals.
- Be the main point of contact for the speaker upon arrival. Work with Secretary to ensure thank you cards are sent to speakers within 1 week of event.
- Create marketing material on speakers BIO’s & education session to share on monthly deck, online and via emails
Director of Sponsorship:
- Network and solicit annual chapter sponsorship for the UBTA. Update and familiarize yourself on the approved verbiage, marketing material, pricing, inclusions and benefits of sponsorships
- Provide all trades, sponsorship opportunities
- Ensure sponsors have all marketing materials posted and visible and that their included benefits are completed/provided.
- Request & Collect ALL prize donations for:
- Monthly Raffles
- UBTA Trade Show
- End of year Holiday Event
- Create marketing materials to share online, in monthly deck and via email for sponsorship
Director of Government Relations:
- Oversee all PAC related materials
- Stay connected with GBTA government relations and pass down monthly information
- Attend annual Legislative Summit
- Share monthly marketing materials to board for distribution
- Connect with members and education on government initiatives
- Stay updated on local government news related to the travel industry
If you are interested in any of these positions beginning in 2027. [email protected]
