Regional Board Forum 101 Board Forum Planning Made Easy

Purpose and Goals Board Forums bring together Board Members from Chapters within a local region for networking, sharing best practices, discussing challenges and brainstorming new ideas.

Board Forum History The longest running Forum in EWI was established by the Texas chapters over 30 years ago. Over the years, the group expanded with the addition of Oklahoma and Louisiana Chapters and the name morphed into the “Texlahoma” Board Forum.

Recognizing the value of the Board Forum concept, the Corporate Chapter Development Committee oversees the Board Forum program which has expanded Forums into new regions which now include: Midwest Region, Northwest & Canada, Southwest & Pacific, Tennessee, Southeast, Texoma, Wild West Region and two developing regions - LA/AR/MS Region and MN/IA.

Step-by-Step Forum Planning Step 1: Convene a Planning Committee Each region should convene a Forum planning committee comprised of a Regional Vice- Chair and representatives selected from each participating Chapter. The representatives will initially be responsible for coordinating the dates for the Forum and assisting with the selection of the Forum location. After the Forum location is established, representatives will keep their respective chapters apprised of all developments relating to Forum planning. Once the host city is selected, the host city Chapter will also create a Host Committee to oversee all local arrangements.

Step 2: Schedule a Date The Forum is a 2-day meeting (generally Friday/Saturday) and may be held at any time of the year. The meeting can be broken-down into two half-days or one full day. Date selection should be based on two days when the majority of regional Board Members are available to attend. Chapter representatives should poll their memberships to find dates that will allow the maximum attendance by their Chapter members. The tentative dates should be relayed to the Regional Vice-Chair and final dates selected based on maximizing attendance by regional Board Members.

NOTE: All current Chapter Board members are invited to attend the Forum. The Corporate Board is also invited to attend. The primary goal is to have all Chapters in the region represented at the Forum with as many Board positions represented as possible.

Step 3: Select a Forum Location/Host City Forums are held in a Chapter City within the region and the city may change each year. The Host City may be selected by: (a) having a Chapter volunteer to host the Forum; (b) rotating the Forum hosting duties alphabetically by Chapters within a region; or (c) selecting the host city via “bid” process. The “bid” process consists of Chapters within a region that are interested in hosting the Forum submitting a proposal packet to the regional Vice-Chair.

The proposal packet should include: Rates for hotel accommodations (anticipate a one-night stay); Rates for any required meeting rooms; Costs of proposed food & beverage menus (anticipate serving breakfast and lunch); Anticipated costs of Forum materials (printed materials for binders or thumb drives or cds to store forum materials) and Areas of interest in the proposed Host City that may make it an attractive destination for attendees (Think “down-time” activities).

NOTE: Regardless of the method of Host City selection, the Forum registration fee should cover the cost of all expenses related to the Forum. Proper estimation of costs will prevent Chapters from incurring unnecessary expenses. Member firms are an excellent resource to provide discounts (hotels or meeting space); donate materials (printing, gift bag fillers, etc.) or to help offset costs. Proposals should be submitted to the Regional Vice-Chair who will distribute them to each Chapter representative. The Chapter representative will discuss the proposals with their respective Chapter members and vote on a proposal based on their Chapter’s preference. Once your date has been selected – send “Save-the-Date” notices to all Chapters.

Step 4: Host City is Selected –Next Steps... Your dates and location have been selected and local Host Committee planning can begin. Distribute a Pre-Forum Questionnaire. The questionnaire provides an overview of Chapter structure and activities and will assist with facilitating discussion during Forum sessions. Distribute Registration forms. Prepare a time-line and agenda. Determine if you will have a moderator or invite guest speakers. Determine if you will have a group social activity or if attendees would prefer free time.

Step 5: Let the Sharing Begin... The goal of your Board Forum is to engage your participants in lively discussions regarding all aspects of what is happening in their respective Chapters. At the conclusion of the Forum, you should have enthusiastic participants who can’t wait to update their Chapter members will all of the new ideas they’ve learned and the best practices gathered from each Chapter. I’d be pleased to answer any additional questions off-line and I wish you all a successful Board Forums.