•          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.
• Preside at all meetings including Board of Directors and membership meetings utilizing Robert's Rules of Order.

• 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.
• Preside at all meetings including Board of Directors and membership meetings utilizing Robert's Rules of Order.

• 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.
• Preside at all meetings including Board of Directors and membership meetings utilizing Robert's Rules of Order.

• 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.
• Preside at all meetings including Board of Directors and membership meetings utilizing Robert's Rules of Order.

• Understand assigned responsibilities and chapter priorities.
• Sign & Accept Chapter Standard & Guidelines, Travel Policy & Code of Conducts
• Participate in established Board or Committee meetings.
• Maintain appropriate access to chapter resources and tools.
• Follow chapter governance, volunteer, brand, and operating guidelines.
• Communicate progress and follow through on assigned responsibilities.
• Collaborate across committees rather than operating independently.
• Help create documentation and continuity for future chapter leaders.

Defined Tasks by Role

• Preside over Board and membership meetings and oversee general chapter business.
• Keep the chapter aligned with bylaws, GBTA/CPC guidance, ethics, and governance requirements.
• Confirm Board and Committee responsibilities, meeting cadence, ownership, and follow-through.
• Review chapter priorities and the 30-60-90 transition plan with the Immediate Past President.

• Update Board/Committee contacts with GBTA and confirm appropriate access to COMMUNITY+, CPC resources, Chapter Library, email forwarding, StarChapter, and other chapter systems.
• Coordinate leadership transitions, including removal or transfer of access when leaders roll off.
• Work with the Treasurer on bank/finance access, insurance, tax/compliance contacts, annual due dates, and financial oversight.

• Delegate work with clear owners, expectations, deadlines, and follow-up.
• Review chapter financial health, membership results, committee progress, and strategic priorities with the Board.
• Confirm 6-12 month priorities, deliverables, success measures, and key milestones.
• Support Convention chapter representation, scholarships, awards, and cross-chapter collaboration as applicable.

• Assist the President with general chapter affairs and act on the President’s behalf when needed.

• Oversee planning and execution of the Annual Holiday Celebration, coordinating Board responsibilities and event needs

• Meet with the incoming President to review priorities, key tools, the President Playbook, the transition plan, bylaws, Robert’s Rules, and Code of Ethics.
• Maintain regular transition check-ins during the early handoff period.
• Help transfer institutional knowledge, open commitments, relationships, and outstanding actions.
• Attend 1 CPC meeting in Q1 or Q2 of the new term to help introduce new President to CPC Leadership.

• Assist with development of Board members.
• Support review of legal/governance matters and bylaws when changes are required.
• Help strengthen succession planning and continuity between leadership terms.

• Create and maintain the annual budget for Board review and approval.
• Provide regular financial reporting, including actuals versus budget, cash position, open items, and upcoming obligations.
• Review P&L, balance sheet, bank statements, reconciliations, and current financial status.

• Manage chapter financial transactions, banking, merchant services, receivables, deposits, reimbursements, and recurring payments.
• Maintain financial SOPs for payments, reconciliation, access codes, merchant services, and other recurring processes.
• Review QuickBooks/chart-of-accounts categories, revenue codes, vendor expense codes, and budget templates as needed.

• Coordinate with the CPA on tax filings, required documentation, audit/review needs, and compliance contacts.
• Maintain the annual financial binder, including P&L, budget, balance sheet, reconciliation, bank statements, receipts, and reimbursements.
• Maintain appropriate bank access, tax/W-9 records, insurance information, and annual financial/compliance due dates.

• Record Board actions, decisions, assigned tasks, and meeting minutes for retention and review.
• Prepare and distribute Board agendas.
• Distribute meeting records and maintain accessible Chapter documentation.

• Help train incoming leaders on where chapter resources, CPC resources, and files are stored.
• Document recurring processes, access points, and handoff needs for business continuity.
• Work with the President to review and maintain bylaws, SOPs, playbooks, agreements, RFPs, and other core governance resources.

• Coordinate thank-you notes for speakers, venues, sponsors, and special guests.
• Support chapter award administration and related records as assigned.

• Provide Board updates on membership status, including new and expiring members.
• Set and monitor membership growth and retention goals and identify priority buyer/supplier audiences.
• Maintain current member records and track attendance, renewals, expirations, and leads while following data privacy expectations.

• Actively recruit prospective members and follow up on membership inquiries.
• Send welcome communications and event invitations to new members and support a buddy/mentor introduction process.
• Maintain clear “why join” messaging that explains member benefits and value.

• Establish renewal outreach for members approaching expiration and follow up with expired members.
• Plan or support networking, membership-focused events, roundtables, membership drives, and other engagement opportunities.
• Use member feedback, benefits messaging, testimonials, career-development opportunities, and other approved resources to reinforce membership value.

• Coordinate new-member identification/welcome tags, signs and banners for chapter events.
• Support membership-focused visibility and engagement at meetings.
• Oversee monthly raffle activity as currently assigned to the Membership role.

• Identify venue spaces appropriate for monthly meetings and special events.
• Coordinate venue selection with the Board and the chapter’s planned topics and event needs.
• Explore approved trade opportunities when appropriate.

• Coordinate venue agreements and route contracts for required leadership approval before commitments.
• Transfer approved billing information to the Treasurer for deposits and final payments.

• Coordinate room setup, AV needs, menus, catering, parking, and other venue details as applicable.
• Review setup with the venue planner before and at the event.
• Arrive before events to confirm the room, AV, and meal arrangements are ready.

• Maintain and update the chapter website and Board information.
• Support appropriate StarChapter administrative access and remove access for leaders rolling off.
• Help confirm Board/Committee access to CPC resources and the Chapter Library.

• Oversee or support regular chapter email distributions and registration reminders.
• Feature upcoming events on StarChapter and support eligible GBTA calendar submissions with Marketing & Communications.
• Maintain chapter email forwarding for applicable officers and roles with the President.

• Collect media and presentation materials for monthly meeting decks and provide them to the appropriate event host.
• Assist Board members with chapter-related technology needs.
• Support implementation of updated chapter/GBTA digital materials and standards.

• Oversee education topics planned for the year.
• Use member/buyer/supplier feedback to identify future content, education topics, networking formats, and event priorities.
• Coordinate with Membership on programs such as roundtables or other engagement-focused formats when appropriate.

• Source and schedule speakers and provide Board updates on confirmed and upcoming presenters.
• Serve as the primary chapter contact for speakers.
• Coordinate speaker airfare, ground transportation, lodging, meals, and other approved travel logistics with approval from President & Treasurer.

• Secure applicable Credit approvals.
• Coordinate speaker biographies and education-session information with Technology for website, email, social, and meeting materials.
• Work with the Secretary to ensure speaker thank-you correspondence is completed after events.

• Network and solicit annual chapter sponsorships.
• Maintain working knowledge of approved sponsorship language, pricing, inclusions, benefits, trades, and available opportunities.
• Communicate sponsorship opportunities to prospective and current partners.

• Ensure committed sponsor marketing materials and benefits are provided and visible.
• Coordinate sponsor recognition with Marketing & Communications in event promotion, on-site visibility, and post-event communications.

• Request and collect prize donations for monthly raffles, the chapter trade show, and the year-end holiday event.
• Coordinate sponsorship-related promotional content for digital and meeting communications.

• Stay connected with GBTA Government Relations and share relevant updates with the chapter.
• Monitor local government news relevant to the travel industry.
• Help educate and engage members on government initiatives affecting business travel.

• Oversee PAC-related chapter materials.
• Attend the annual Legislative Summit.
• Provide government-relations materials to the Board for chapter distribution.

• Review applicable scholarship eligibility requirements and deadlines.
• Prepare supporting materials and coordinate applicable chapter scholarship applications.
• Coordinate the chapter scholarship process with the President and appropriate Board leadership.

• Communicate chapter, CPC, and GBTA scholarship opportunities to members.
• Coordinate scholarship deadlines and promotional needs with the President and Marketing & Communications.

• Review and follow current GBTA brand guidance for chapter logos, fonts, colors, and approved templates.
• Maintain shared Canva/template access and organize reusable chapter marketing assets.
• Coordinate consistent chapter voice and promotional standards.

• Create and maintain an event marketing calendar aligned with chapter events and milestones.
• Begin promotion sufficiently in advance across website, email, social, and word-of-mouth channels.
• Coordinate with Education, Technology, Membership, and Sponsorship on event messaging and promotion.

• Standardize calls-to-action, audience segmentation, hashtags, channel use, and Board/speaker/sponsor amplification.
• Create branded pre-event graphics and coordinate post-event photos, highlights, takeaways, and public thank-you's.
• Support sponsor recognition in pre-event, on-site, and post-event communications.