1. STATUS OF ICCA CHAPTERS
Chapters are voluntary geographical groupings of ICCA members covering two or more countries. All ICCA members have the right to belong automatically to one Chapter only. In certain instances a particular country may potentially be part of more than one chapter (ICCA Head Office holds an up-to-date document with all such instances set out in detail), and in this instance it is the choice of the individual member as to which Chapter they wish to join.
Groups of ICCA members from a geographical area may ask the ICCA Board of Directors to agree to the creation of a new Chapter. The Board will take into account the status and activity levels of existing Chapters, plus the views of members in the affected region before approving such a move.
Chapters may not levy separate membership fees on Chapter members, nor may they prevent qualifying members from attending Chapter meetings. Fees may be levied to participate in marketing or educational events, and non-paying members do not have the right to participate in this eventuality.
Other ICCA members may be invited or allowed to participate in selected activities of the Chapter at the invitation of the Chapter Chairperson.
A Chapter may be dissolved if a majority of its members in the region covered by the Chapter request such a move.
2. MEMBERSHIP RIGHTS
All members in good standing (ie whose payments to ICCA are up to date) who qualify for Chapter membership are entitled to one vote per member organisation on matters affecting the Chapter.
Each qualifying member organisation has the right to send at least one representative to all Chapter meeting, and additional representatives may also attend with no voting rights.
3. CHAPTER COMPOSITION
The Chapter must elect a Chairperson and a Deputy Chairperson plus, where appropriate, a Treasurer and/or Secretary. These officers shall serve for a term of two-years and may be re-elected. There is no statutory limit to the period for which any officer may serve. Officers must be the official ICCA contact persons of the member organisations of ICCA in good financial standing.
Calls and presides over meetings of the Chapter, and informs ICCA Head Office of decisions agreed by the Chapter. Provided these decisions are not in conflict with ICCA Articles of Association and By-laws or agreed policy, the Chairperson is responsible for implementing them.
Responsible for the financial management of Chapter activities and events, and for providing regular reports for the Chapter, plus an annual report to both the Chapter and ICCA Head Office. The Chapter may not levy membership fees, but may organise a wide range of events for which charges can be made, the participation in which will be limited to those who pay. Any surpluses generated should be made public to the members of the Chapter and can be utilised for any activities agreed by the Chapter.
Keeps records of the meetings, sends Minutes to all members of the Chapter with a brief report to ICCA Head Office. Advises ICCA Head Office of all Chapter agendas so that input can be provided.
4. CHAPTER OBJECTIVES
ICCA Chapters exist in order to promote the business objectives of their members, and should be sufficiently flexible to respond to changing member requirements. Each Chapter should draw up a clear written set of Chapter objectives. These may vary from Chapter to Chapter, according to the local business environment and member needs. A template is set out below to assist Chapters in formulating their individual set of objectives:
- To promote official ICCA events, activities, and policies.
- To market the products and services of Chapter members individually, or the Chapter as a geographical entity, to clients and/or other ICCA members outside the Chapter.
- To deliver education and training in the Chapter’s region to staff of ICCA member organisations.
- To provide a networking platform for the exchange of market intelligence, business leads, and best practice initiatives.
- To coordinate local feedback to ICCA Head Office to help develop and improve ICCA member benefits.
- To advocate and promote the economic and social importance of the international meetings industry to key individuals and institutions in the Chapter’s region.
- To develop and/or coordinate strategic research into the meetings industry in the Chapter’s region.
5. CHAPTER RESPONSIBILITIES
Each Chapter has a number of statutory responsibilities which are designed to assist in promoting the worldwide interests of ICCA, and in protecting the reputation and financial interests of the association.
- Where requested, to support ICCA Head Office in the collection of outstanding dues.
- To assist ICCA Head Office in the identification and recruitment of new suitable candidates for ICCA membership in the Chapter’s geographical region.
- To play an active role in ICCA events held within the Chapter region.
- To adhere to the guidelines for the use of ICCA’s corporate identity in print, website and other media.
- To cooperate with committees and working groups set up by ICCA’s Board of Directors, providing input and/or representative participants as appropriate.
- To adhere to decisions made by the ICCA Board of Directors or designated committees on issues relating to policy, ethics and grievances.
- To advise ICCA Head Office of any meetings industry related policy or new initiative within the Chapter’s region, or of any action by a member of the Chapter, which could potentially harm ICCA’s strategic aims or reputation.