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Section Officers Resource Center

This resource center is your first source for information about conducting activities and getting involved in the variety of programs offered by SPE.Contact sections@spe.org with questions.

Index

Quick Links

Update your officer roster

Membership dashboards and reporting (Membership Builder)

Email your members (Informz)

Annual Report

Awards

Timeline

Operations and Governance

Communications and Marketing

Finance

Events and Activities

Read success stories

Membership

Grow, Support, Retain

Marketing Materials

Operations and Governance

Officer RolesOperating RegulationsSPE PoliciesSPE Strategy and Goal SettingCompliance

Annual Report and AwardsSupporting Students Timeline and DeadlinesCouncils

Succession Planning, Elections

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Officer Roles

ChairpersonProgram ChairpersonMembership ChairpersonSecretary Treasurer

All sections are required to appoint a minimum of 3 of these core officers in order to remain compliant.

Operations and Governance

The section board should include 5at-large,voting positions, which are:

A is required if the section sponsors one or more SPE student chapters.A Webmaster is also required if the section has an SPE-hosted website.Additional positions, such as , , ormay be appointed as appropriate. Student members cannot hold officer positions on a section board.All officers should be SPE members in good standing and should be added to the online roster.

Student Chapter Liaison

Diversity & Inclusion Chair

Senior Professional Officer

Young Professional Chair

Update Officer Roster

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Recruitment & Responsibilities

Officer Recruitment Best PracticesOfficer Positions and Responsibilities

Operating Regulations

Operations and Governance

Operating regulations are a governing document for the management and activities of the section. They are an agreement between your section and your members.Sections are required to agree to the at the time of annual report submission. Sections wishing to adopt alternative operating regulations, must submit these for approval by SPE as part of the annual report submission. Operating regulations should be clear, concise and non-restrictive and should include details on the board structure, election rules, amendments, and dissolution clauses.Need tips on running an efficient and effective board meeting? Check out this template:

Additional policies and operating guidelines should also be maintained by the section, and should include information on the following areas:

Board position descriptions and responsibilities Board meeting frequency and processCommittee detailsDetails on succession and term datesFinancial rules and managing reservesRefund/event cancellationStudent support and scholarship funding

standard SPE operating regulations

Board Meeting Agenda Template

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Succession Planning and Elections

Operations and Governance

It is recommended that board officer terms should be a minimum of 1 year and a maximum of 3 years. To allow for succession planning it is recommended terms of service are staggered. All voting officer roles (Chair, Program Chair, Membership Chair, Secretary, and Treasurer) should be open for re-election after the term time ends. Sections may decide whether they will reinstate officers to serve in the same role again in a consecutive three-year period, permitting they have received a majority vote. If at any time during the term a board member resigns, the Chair should select a member to fill the vacancy for the remaining term. If the Chair resigns, the Program Chair should become the Chair and appoint another member as Program Chair. Election processes take many different forms when comparing those from sections around the world, often influenced by cultural and political differences as well as local laws and regulations. SPE has put together with the recommended election process to aid transparency and fair recruitment processes.One of the challenges when it comes to succession planning, is ensuring information gets effectively transferred from outgoing to incoming officers. Thus it is even more important to think carefully about how your section stores its information and how this can be made accessible to your successors.

guidelines

Election process and succession planning best practicesExample of an election process

Update Officer Roster

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SPE Policies

Sections must comply with SPE policies in order to maintain their overall compliance status. For a full overview of all policies to which individual members of chapters must comply, visit the

The following policies are specific to council, section, and student chapter operations:

Operations and Governance

policies and procedures page.

Email Policy for Sections, Student Chapters, and Councils

Insurance and Alcohol Guidelines

Policy to Establish and Maintain an SPE Section

Section and Student Chapter Events Guidelines

Section Website Guidelines

Event Code of Conduct, including virtual

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SPE Strategy and Goal Setting

Operations and Governance

SPE content and community are seamlessly accessible online.

Knowledge Transfer

SPE membership and engagement is valued by oil and gas industry professionals from diverse technical specialties.

Membership

SPE members understand and are inspired by our industry’s contributions to society and represent the industry positively to the public.

Professional Pride

SPE provides a robust selection of cross-disciplinary, life-long learning opportunities that are well respected and sought after by oil and gas industry technical professionals

Life-long Learning

The current strategic plan was approved by the SPE International Board of Directors in March 2018 and focuses on four areas where the Board believed that SPE could potentially do more to move us to a new level of success and provide additional service to both members and industry. The four strategic priorities are:

All section officers globally are encouraged to familiarize themselves with the strategic plan and ensure local activities and practices are in line with the mission, vision, core values and strategic direction of the organization.

SPE Strategic Plan

Setting SMART goals to achieve your strategy

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Compliance and Health Checks

Operations and Governance

It is expected that sections maintain certain requirements to maintain their status.Compliance criteria should be met throughout the year, however any sections which have not taken corrective actions by 1 December, will be deemed non-compliant for the following year.Sections not in compliance forfeit benefits, including, but not limited to Distinguished Lecturer visits, monetary rebates, and consideration for awards.

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Policy to Establish and Maintain an SPE Section

Section Compliance Criteria Checklist

In addition to needing to meet the above outlined requirements, sections’ performance will be assessed based upon health metrics--including membership strategies and statistics, programming, student support, operations, involvement in SPEI programming, and DL program engagement. Read more about compliance and health checks here:

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Annual Reports and Awards

Operations and Governance

Each year, sections must submit an annual report to maintain their compliance status. Only reports submitted by the deadline 1 June will be considered for an award. The best reports succinctly summarize activities which further SPE’s mission. They describe how well-rounded activities impacted members and often include new, innovative ideas. Annual report submission deadline: 1 June–

Annual Reports

Eligible annual reports submitted by 1 June will be considered for the President's Award for Outstanding Section. Examples of award winning annual reports can be viewed in the

Awards

Begin or edit your annual report.

Annual Report Best Practices

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Section Officers SPE Connect Community Library.

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Student Chapter Liaison

Operations and Governance

The Student Chapter Liaison must be a professional member of the section and helps connect the students to the industry.This officer is critical, as they are passionate and dedicated to guiding the chapter with all aspects of operations. They are familiar with the and are in frequent contact and work closely with the Faculty Advisor(s) and chapter officers. Their involvement helps local students transition into professional members by encouraging participation in section activities. A full role description can be found in the

Overview of Core Office Positions and Responsibilties.

Policy to Establish and Maintain an SPE Student Chapter,

the Student Chapter Heatlh Check Timeline,

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Faculty Advisor

Operations and Governance

Although not required, sections are encouraged to include this officer role to further aid involvement with and support for student chapters and members.As a staff member of the university academic community and SPE, the Faculty Advisor provides a communications link between the student chapter, the university, and the sponsoring SPE section. The Faculty Advisor serves as a guide for the students in developing and implementing goals, objectives, and programs. As members of the chapter will change from year to year, the Faculty Advisor is the constant link between the chapter and the section.

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Timeline and Deadlines

Operations and Governance

In addition to submitting an annual report, sections have other responsibilities throughout the year relating to their participation in the DL program, claiming rebates and keeping officer rosters up to date.Never miss a deadline again by adding those important dates to your calendar.

Timeline and Deadlines

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Councils

Operations and Governance

Industry Advisory

National/Regional

Policy to Establish and Maintain an SPE Council

Council Roster Form

- Submit to sections@spe.org

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Like sections, .national and regional councils must also meet compliance criteria. Annual reports are due 1 June each year. Read the full policy here:

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National and Regional CouncilsNational and regional councils provide a framework for sections within an appropriate area to pursue common interests, collaborate, and exchange information. Formation requires approval by the SPE Board of Directors. Councils are advisory groups and have no governing authority over the participating sections. The Councils’ actions must be consistent with policies approved by the SPE Board of Directors. Participation in a council is voluntary and determined by each individual section. Activities that benefit from collaboration between sections include:Selection of Distinguished LecturersCoordination and planning of regional workshops and conferencesSharing of section best practices

Organize an Industry Advisory CouncilYou may want to consider organizing an Industry Advisory Council for your section. This council would typically be composed of high-level officials from all of the major industry players in your area. The time commitment for this council would be minimal, but would assist in garnering support for SPE activities. The IAC could meet a few times per year to discuss goals with the section board and outcomes from the year.

Finance

Best PracticesRebatesBulk Dues,Bank Accounts, andFunds on AccountScholarshipsAuditing Financial Records

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Finance

Treasurer's RoleBudgeting Banking Revenues / ExpensesContractsSponsorships

AuditsInsuranceRebates

Reserve FundsFunds on Account

Record RetentionBank Reconciliation

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Financial Management Webinar with SPEI CFO

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The treasurer's role is an important one since you will be managing the section's funds. Transparancy in this role is paramount. Responsibilities include the following:

Establish a budget for the year.Establish and balance the section’s bank account. Collect and disburse section funds as approved. Provide annual financial details to be included in the section's annual report. Provide monthly financial reports and make recommendations on the management of the section's finnances to the board.Maintain all accounting records, including deposits and payments. Reconcile the bank account to the monthly financial statement. Prepare annual operating budget. Perform an annual audit.Share financial status and updates with the membership.

Finance

Treasurer's Role

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How often to share reporting

The frequency depends on your section's level of activity. Monthly, or at least quarterly. Financial reports should be provided to the board and made available to the membership.This may be done using a spreadsheet format or accounting software, such as Quicken or QuickBooks.

Treasurer's report

This report is a periodic review of the section's financial reports. The board, or a subcommittee, should meet at least quarterly to review the section's financial results. The treasurer's report should contain these findings in addition to bank reconciliation and budget-to-actual results.

Finance

Reports

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Funds belong to the section membership and should be used for its the overall benefit. As such, typically it is not an appropriate use of section funds to pay for an officer’s membership or travel to attend events for professional development. Groups that create programs for officer travel, scholarships, or assistance for members to travel to meetings should make the criteria and selection process transparent.. .

Best Practices

What should section funds cover?

Ensure you are using the section's funds appropriately.

All funds generated by sections should be used to further the mission of the society of disseminating technical knowledge. The goal of the society is the dissemination of technical information rather than generating surplus funds. Programs should be self-sufficient and budgeted to break even.

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Finance

Budgeting

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Surplus funds should be given back to your members in the form of scholarships, registration/travel to meetings, MiT discounts, etc.

Now is also a good time to consolidate and review any event surveys you have done throughout the year.You can also read feedback your attendees have provided at Distinguished Lecturer meetings. This report is posted quarterly for you in the section officer community in SPE Connect.

Survey your members

At the same time you reach out to your members, consider reaching out to key companies in the area to understand the development needs of their employees. This helps to build a strong relationship.Having a strong relationship and the support of local companies can have a positive impact on membership recruitment and retention, sponsorship, and event attendance.

Survey companies

Use this tool to get a better understanding of the demographics of your members and how their technical, professional, and social needs differ. The reports will give you insight into the breakdown of Young Professionals vs Senior Professionals, technical disciplines, job classifications, types of companies, award recipients, long term members, and much more.

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Review Membership Builder

Finance

Budgeting: Gather Feedback

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What do you want to achieve in the upcoming year?

Once you have reviewed the section's membership demographics and pulled together feedback from your members, it is time to sit down and plan the next year.The purpose of budgeting and planning is to articulate, numerically, the goals of the section.

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Finance

Budgeting: Goal Setting

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Review your annual report to see what goals were accomplished last year and noted for the upcoming year.

Members that are not on the board can be a great addition to your goal setting session. They might not have the time or be ready to volunteer as an officer, but they are willing to share their ideas and challenge previous ways of doing things.

When you start to write your short-term and long-term goals, it is also important to rank these in order of importance. This is especially helpful for when you are creating your budget and find that programs need to be cut.

After you finish, make sure to distribute the final goals with the entire board, committees, and study groups before everyone starts working on their individual budgets.

Set up a goal setting session

Rank your goals

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Share your goals

Finance

Budgeting: Goal Setting

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Store budgeting notes, as they can serve as initial planning documents and help future officers

Determine what programs to remove and add.

As you start to write your budgets, it is crucial to identify realistic revenue streams in order to figure out what expenses you can incur. In order to do this, think about what programs will impact the majority of your members and how it is related to SPE’s mission. During your budgeting process, you should identify expenses that can be cut if revenue is not met.While it is difficult, it is important to review your programs and challenge their value each year, as this will help ensure your section is relevant and keeps your members engaged.For your events, it is beneficial to look at your event history to understand how future events will perform. If you are starting a new event, consider first starting small and then growing the program in subsequent years.Budgets should be shared with your members for review, so they are aware of how funds will be used for the year

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Finance

Budgeting: Creating Your Budget

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Keep good records on previous events, including attendance, budgets, and actuals.

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Review & Reforecast

After your budgets are finalized and approved, your entire board should review financials on a monthly basis that show the comparison of actual versus budgeted.You should reforecast your budgets at least quarterly.

Be transparent

As the funds belong to your members, it is important to be transparent with your financials.After the approval of an annual budget, the membership should be provided quarterly updates with actuals to budget.Being transparent with your members also protects you as an officer.

Finance

Budgeting: Managing Your Budget

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Bank accounts should be established in the official section name whenever possible.

Only one account is necessary.If a second account is needed, it can be a savings or investment account for earning interest. SPE does not have a policy limiting the number of accounts a section may have but strongly suggests a maximum of one checking account and one savings account. This will help the section better manage its financial controls.

Setting up a bank account is the section's responsibility. All costs involved are at the section's expense.Non-US sections need to establish themselves in their country with the documents required by their government. They should explain they are not setting up a bank account as SPE International.

Finance

Banking: Bank Accounts

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Documents Needed to Open a Bank Account

Bank requirements vary. Here are the most common documents banks require:

Articles of Incorporation

A legal document that proves the existence of SPEI.This is sometimes required to file with the state in order to provide the purpose of the incorporation...

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Letter of Acknowledgement

A letter acknowledging the section is a component of SPE.If a letter is required, email sections@spe.org, and we will have our CFO provide the signed letter.

Finance

Banking: Account Documents

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Banking: US Tax Documents

Tax Exempt Form

Needed for vendors. It includes SPEI's Tax ID (TIN) and shows SPEI is tax exempt from local sales tax in the state of Texas. Tax exempt is for Texas only. Other states pay their local sales tax, as per usual.If the section is located in Texas, email sections@spe.org to request a copy of the most recent form.

Tax ID

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Finance

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Don't forget to update signature cards on file with the bank annually or when officers change. Sections should require two signatures on all financial instruments, usually the chair and treasurer.As an alternative, section members and officers who have access to money accounts should be bonded, if applicable.

Maintain personal information protection (Payment Card Industry - PCI Compliance)

Finance

Banking: Managing the Section's Accounts

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Sections do not normally require large reserve accounts due to the lack of ongoing fixed costs.

However, surplus funds may be generated during the course of business. It is not the purpose of the section to accumulate reserve funds but rather to use these funds to provide programs for its members.

Surplus funds may be placed in an interest-bearing reserve account and allowed to grow to a level of two times the annual operating budget for necessary section services. The operating budget is considered to include only ongoing professional activities – exclusive of such programs as golf tournaments and social events.Any additional funds in excess of these reserves, regardless of the source, should be invested in additional technical, professional, or community programs or to support students.

Finance

Reserve Funds

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Total Operating Budget= beginning bank balance + beginning investments balance + total income - total expenses.

SPEI uses Vanguard for investments. Sections can receive reduced fees if they use Vanguard under SPEI and SPEI will never have access to your account. If you are interested in learning more, contact sections@spe.org.

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SPEI holds section funds on account when requested.

These funds may be used to purchase books, or pay membership dues and registration fees.Sections wishing to avoid currency exchange fees or that have difficulty moving funds into and out of their countries use these accounts.

To utilize these funds, an officer of the section must send a written request to sections@spe.org and include another officer in copy. Attach the completed Payment Options From. This is the same form required to claim rebates.Click the INFO button to jump to the rebates unit.

These funds are only paid to the section or officers - never issued directly to a vendor or supplier.

Finance

Funds on Account

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Ensure the section has documented procedures for collecting and recording incoming revenue.As events and meetings generate the greatest amount of revenue for section, it is especially important to keep a detailed list of sponsors and attendees from these sources.It is best practice to have a different person perform each of the duties below. This minimizes the risk of fraud.- Create the list of attendees - Collect the money onsite at the event/meeting - Perform the bank reconciliation

Revenue: Segregation of Duties

Finance

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Records must be GDPR compliant.

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The section's expenses should align with SPE's mission.

The board or a subcommittee should approve all expenses. Formal approval of large expenditures is strongly recommended. This can be done during the budget process or throughout the year.

Once approved, checks should be issued by the treasurer. It is recommended to require multiple signatures on checks above a certain amount, such as above USD 500. Please notethe person approving payment should be different from the person issuing the payment.Documentation and receipts should be retained and should be original documents - no copies - and should show the amount paid.Scholarships -keep the name of the recipients and rationale for the scholarship. Follow up to confirm the recipient received the funds and the funds cleared the bank.Donations to a university department - followup to make sure they spent the funds as it was intended (do this with any organization)Travel expenses -keep the itinerary with dates and detailed reason for the travel expense. Good documentation is needed in case someone objects in the future.

Finance

Revenue: Managing Revenues

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Consider using a check request form authorized by 2 people for approval.

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Contracts should be limited, as the industry might be very different in upcoming years.Keep in mind that contracts commit the section and that future payment date(s) may exceed the terms of the section’s current officers.Re-negotiate multi-year contracts.Contracts should be reviewed by 2 officers and signed by 1 officer.

Manage the section's contracts.

Finance

Contracts

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The full board should sign all contracts --not just individuals. Consider having a policy in place.

Check out these tips for negotiating with hotels.

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If a company sponsors your event and receives a value, such as advertising or a banner, then they receive a value for their sponsorship. This would be considered a donation.If a company receives no value for their sponsorship, this would be considered a charitable contribution and is 100% deductible in the US. Send a letter to the company stating the amount of the contribution along with SPEI's tax ID number, so they can deduct the amount from their taxes (US only).

Charitable Contributions vs. Donations

Finance

Sponsorships

Tax Receipts to Sponsors

Sectons should issue a tax receipt to corporations or individual sponsors. Calculate the value they receive from their sponsorship and subtract that amount from the total they gave for their sponsorship.

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Auditing Financial Records

Finance

The section should perform an audit of its financial records.It is recommended for audits to take place before the incoming treasurer assumes office.Larger sections may choose to engage the services of an accountant to conduct a formal audit.

Be conducted at least every 3 years. Consist of a review of controls and reporting. Be conducted for sections that have more than USD 500,000 in assets.

For most sections, a review, which is an informal audit, is sufficient. Reviews may be conduced by designated members of the section. Audits and reviews protect the officers from potential fraud or accusations of misuse of funds. Audits should:

Sections/councils with asset balances exceeding USD 500,000 must follow the .

Agreed Upon Procedures (AUP)

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READ MORE

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What Records to Keep

How Long to Keep Records?

Keep financial records for the last seven fiscal years.

Bank statementsBank reconciliationsAuditsCheck registerDocumentation for expenditures, including scholarshipsMeetings & events hosted, including lists of sponsors, andcontracts with sponsors and venuesOperating procedures-related documentation, including banking privileges, contracts, and reviewsTravel expenses - itinerary with dates and activites undertaken on behalf of the sectionScholarships & donations paid by the section

Finance

Record Retention

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For scholarships and donations:Names of the recipients and the rationale for the fundingMeaningful documentation should be attached to the check request and some sort of receipt would allow a reviewer to subsequently (years later) understand the rationale and verify that the funds reached their intended recipient(s).

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Bank reconciliation is the minimum level of financial reporting that should be done by the treasurer each month.

Bank reconciliation should be done every month.The listing of checks and deposits and should explain any difference between the checkbook balance and the bank’s balance.The bank reconciliation should be reviewed by one or more officers, besides the treasurer. This is important because it provides committee-level review of the financial affairs of the section. It is considered both a compensating and detective control for financial irregularities.This review should be initialed and retained as evidence of review.

Finance

Bank Reconciliation

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INFO

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What is covered and NOT covered?

Finance

Insurance

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1. The policy covers normal business activities—such as a technical luncheon/dinner, study group meeting, or symposium. Special events are NOT covered and require additional insurance to be purchased at the responsibility of the section.2. The global policy also protects SPEI and its entities in the event of a bodily injury or property damageclaim in conjunction with normal SPE activities.

1. The policy covers normal business activities—such as a technical luncheon/dinner, study group meeting, or symposium. Special events are NOT covered and require additional insurance to be purchased at the responsibility of the section.2. The global policy also protects SPEI and its entities in the event of a bodily injury or property damageclaim in conjunction with normal SPE activities.

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Sections might consider carrying event cancellation insurance.

This will cover losses the section could incur in the rare case that a natural disaster prevents the event from occurring.Cancellation insurance is typically cost prohibitive for small functions.This is a decision to be made by the section.Contact sections@spe.org to discuss this further with our insurance provider.Additional costs are the responsibility of the section.

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Finance

Insurance: Cancellation Insurance

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If SPEI's policy does not cover your event, the section should purchase additional coverage.

Additional insurance can be purchased directly through SPEI's broker, Buttine, at sc@buttine.comAlternatively, the section may use another insurance broker.The section is responsible for the cost of additional coverage.

Finance

Finance

Insurance: Additional Coverage

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sc@buttine.com

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Although SPEI does not encourage dispensing alcoholic beverages at official SPE functions, we do recommend sections take certain precautions if alcohol is made available.

Alcoholic beverages should never be distributed or sold by SPE members, officers, or sponsors.Alcohol should only be served or sold via a licensed distributor or facility.The section should obtain a copy of the distributor’s or facility’s liquor liability insurance and request that the insured entity name SPEI as an additional insurer or indemnify SPEI from liability.SPEI further recommends that complimentary drinks be limited to two per person, done so via the use of tickets, and safe transportation be made available.The global policy also protects SPEI and its entities in the event of a bodily injury or property damage claim in conjunction with normal SPE activities.

Insurance: Alcohol Guidelines

Finance

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Best Practices

Finance

All funds generated by sections, student chapters, and councils should be used to further the mission of the society of disseminating technical knowledge. The goal of the society is the dissemination of technical information rather than generating surplus funds. Programs should be self-sufficient and budgeted to break even. As the funds belong to your members, it is important to be transparent with your financials. Budgets should be shared with your members for review, so they are aware of how funds will be used for the year. After the approval of an annual budget, the membership should be provided quarterly updates with actuals to budget. Being transparent with your members also protects you as an officer. Funds should be used for the overall benefit of the membership. As such, typically it is not an appropriate use of section funds to pay for an officer’s membership or travel to attend events for professional development. Groups that create programs for officer travel, scholarships, or assistance for members to travel to meetings should make the criteria and selection process transparent.

Budgeting Best Practices

Financial Management Webinar with SPEI CFO

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Treasurer's Role

Finance

It is the Treasurer’s responsibility to manage the section's finances, which includes the following:

Receive and disburse funds as approved by the BoardComplete annual financial statement to include with the annual report Provide financial reports and make recommendations on the management of your section's finances Reconcile all accounts and prepare the annual operating budget

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Rebates

Finance

The rebate program is designed to provide funds for ongoing section operations. Rebates are only available to compliant sections who are operating as of 1 January and submit annual reports by 1 June. Funds must be claimed by 10 February. Unclaimed funds will be forfeited. Please note that even if you want funds held on account with SPE, you must claim the funds by completing one of the Payment Options forms. There is a check box at the bottom of the forms where you can indicate you want funds held on account.Choose one of these payment options forms:

US and Canada Payment Form

Outside US/Canada Payment Form

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Rebate Calculation

Finance

Please note for 2021 and 2022 the board made the difficult decision to suspend student support funds due to the downturn in the industry.Here is how the Section Membership Rebates are calculated:Section Membership Rebate: USD 3 per professional and affiliate member with a minimum of USD 500 and a maximum of USD 10,000.

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Reserves Management

Finance

It is advised to maintain at least 50-100% of your annual operating and programexpenses in reserve.Having funds in reserve is like having funds for a "rainy-day" - funds you will useif a downturn or other issues arise.Tips to consider:Develop guidelines/processes on how to draw down your reserveswhen neededConsider starting a scholarship program or increasing the current scholarship amounts you provide.Minimize long term commitmentsYou may be able to negotiate a reduced price if you keep the commitments one year or less.For sizable funds (USD 100K or more), consider an investment accountSPEI uses Vanguard. If you are interested in learning more about how to invest with Vanguard under SPEI's umbrella to receive reduced management fees, please contact sections@spe.org.

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Reserves Management

Finance

It is advised to maintain at least 50-100% of your annual operating and programexpenses in reserve.Having funds in reserve is like having funds for a "rainy-day" - funds you will useif a downturn or other issues arise.Tips to consider:Develop guidelines/processes on how to draw down your reserveswhen neededConsider starting a scholarship program or increasing the current scholarship amounts you provide.Minimize long term commitmentsYou may be able to negotiate a reduced price if you keep the commitments one year or less.For sizable funds (USD 100K or more), consider an investment accountSPEI uses Vanguard. If you are interested in learning more about how to invest with Vanguard under SPEI's umbrella to receive reduced management fees, please contact sections@spe.org.

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Rebate Calculation

Finance

Please note for 2021 and 2022 the board made the difficult decision to suspend student support funds due to the downturn in the industry.Here is how the Section Membership and Student Support Rebates are calculated:Section Membership Rebate: USD 3 per professional and affiliate member with a minimum of USD 500 and a maximum of USD 10,000. Note: the following is not applicable for 2021 and 2022 rebates:Student Support Rebate to Sections: USD 3 per student member plus USD 250 per sponsored student chapter with a minimum of USD 500 and a maximum of USD 10,000.Please note:To be eligible for the student support rebate, sections must indicate in their annual report they provide financial support to students. Sections will be asked to indicate how they financially support university and pre-university students — such as travel to meetings, discounted registration to section events, or scholarships. Sections will also be asked how much they budget for student support.

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Bulk Dues, Bank Accounts, and Funds on Account

Finance

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LINK

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Companies and sections can take advantage of SPE’s web-based program to automate bulk invoicing. Find more information on the bulk dues program by clicking the link below.

Bank accounts should be established in the official section name whenever possible. Sections should require two signatures on all financial instruments, usually the Chair and Treasurer. As an alternative, section members and officers who have access to money accounts should be bonded, if applicable in that country or jurisdiction. Sections should maintain financial records for at least 7 years.

Sections are also able to hold funds on account with SPE. To utilize these funds, an officer of the section must send a written request to sections@spe.org and include another officer in copy. These funds are only paid to the section or officers, never issued directly to a vendor or supplier.

Bulk Dues

Bank Accounts

Funds on Account

Auditing Financial Records

Finance

The section should perform an audit of its financial records.It is recommended for audits to take place before the incoming treasurer assumes office.Larger sections may choose to engage the services of an accountant to conduct a formal audit.

Be conducted at least every 3 years. Consist of a review of controls and reporting. Be conducted for sections that have more than USD 500,000 in assets.

For most sections, a review, which is an informal audit, is sufficient. Reviews may be conduced by designated members of the section. Audits and reviews protect the officers from potential fraud or accusations of misuse of funds. Audits should:

Sections/councils with asset balances exceeding USD 500,000 must follow the .

Agreed Upon Procedures (AUP)

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Membership

Take a Step BackAttracting New MembersSupporting Existing MembersSupporting StudentsRetaining MembersResources

About SPE

Awards, Recognition, Volunteerism

Scholarships

Dues timeline

Grow, Support, Retain

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Take a Step Back

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Represents a collection of professionals who work towards the common goal of promoting and improving their industry.Supports members by providing resources, information, and opportunities they might not have otherwise. Provides members with a competitive advantage because they become active, informed professionals within their industry.

A professional organization...

Networking with like-minded individuals - including peers, mentors, and other industry leaders.Education – gives you a competitive edge through expanded technical knowledge.Intrinsic value (rewarding) – you help your organization improve your profession, which in turn helps the overall state of the industry. It’s rewarding for you; it’s rewarding for the industry. Jobs – connect with prospective employers and make contacts through other members.

Advantages of joining include:

Professional Organizations - Why Join?

About SPE: Mission, Vision, and Strategic Plan

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To collect, disseminate, and exchange technical knowledge concerning the exploration, development and production of oil and gas resources, and related technologies for the public benefit; and to provide opportunities for professionals to enhance their technical and professional competence.

Advance the oil and gas community’s ability to meet the world’s energy demands in a safe, environmentally responsible, and sustainable manner.

SPE has identified four key strategic goals to advance the society toward our vision over the next 3–5 years. 1. Life-long Learning2. Knowledge Transfer3. Membership4. Professional Pride

Mission

Vision

Strategic Plan

Attracting New Members

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DO...

Educate potential members about...

Assume others know what a professional association is—and know the impact SPE can have on them as an individual, their employer, and the industry as a whole. Assume everyone’s needs are the same. Just give a list of benefits without sharing the value of the benefits..

DO NOT...

The impact SPE has on its members and their industry.The diversity in demographics SPE caters to and which services, resources, and programs best align with them. Career stages: looking for a job, just getting started in a job, advancement, professional development/training, retired.

Where and Whom?

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One of SPE’s strategic priorities is to reach diverse technical specialties—such as data science. Get creative! There are many other job classifications within the industry, besides engineers, such as:

Nonmember who attends your section meetings.Recent graduate from a university engineering program now working in the E&P industry.Colleague who needs an answer to a technical challenge.Peer looking for career advancement.

Where might you find potential members?

In your own company - work with HR!Section meetings or events (guests and non-member attendees).Local oil and gas industry events.

Remember, SPE membership includes all disciplines working in the E&P industry, not just petroleum engineers.Anyone who meets the professional membership requirements is eligible!

Select the hyperlinks below to learn more.The Ins and Outs of SPE MembershipProfessional membership requirementsVideo: How to Join SPE

Start the Conversation About SPE

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Other talking points:

Point out the benefits of interacting with industry professionals worldwide.Give them a tour of OnePetro.Take them to an upcoming section or SPEI meeting or event.Tell them about the convenience of the products and services that SPE offers online.Give them a copy of JPT.

Talk about how SPE’s programs and training courses have enhanced your own technical knowledge and helped you advance your career.Make it personal!

Start the Conversation About SPE

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SPE offers a wide range of membership benefits.It is important to educate both members and non-members about the advantages and value of an SPE membership.All products and services are not of equal value to members in different stages of their career.Gaining an understanding of their specific needs and circumstances can help sections highlight what is likely to interest them the most.

What is their situation? What is most important to that particular person? What are some of the things they need?What’s their WIIFM (what’s in it for me?)

What's in it for them?

This is key to convincing someone why they should choose to become a member.

Professionals by Career/Life Stage

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Young Professional

Professional

Senior Professional

In Transition

Technical and professional developmentCareer advancementNetworkingSocial eventsGiving back to students

Technical and professional development Career advancement NetworkingResearch and sharing with students, if faculty

Giving back to the industrySharing knowledgeStaying current

Career assessmentTechnical and professional developmentNetworking

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Onboarding

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There is a close correlation between a member’s initial introduction to your section and their desire to continue to interact with the section.The components of the onboarding process are the following:

1. Welcome – email or post, include a message of why they made the right choice in becoming a member of SPE, followed by an outline of member benefits. Tip: Schedule monthly emails in Informz.It is important to also highlight the local benefits your section offers and to mention upcoming events.

2. Communication – consider a personalized welcome to their first event and match them with an experienced member to greet and accompany them.

3. Mentoring – pair long-term members with new members.Long term members not only represent the relevance of being a member of SPE, their presence acknowledges the purpose to stay engaged and drive home the need to continue their engagement - whether for networking, education, or career advancement.

4. Survey - ask about their experience.What did they like and what items should change? Incorporate open-ended questions to allow them to express their opinions and feelings.

Engagement

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What is engagement?

The methods an organization undertakes to enhance the emotional and/or psychological investment in its brand.

It is the process to move new members from simply being observers—to users—to advocates.The only sound tactic to understanding what a member needs is to ask (survey).However, before asking how you can better serve your members, you need to build a solid connection through engagement.

Driving Value

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Continuously investigate your members’ needs and interests.

You got them in the door perhaps with the only thing they were interested in at the moment, such as discounted meeting registration, but SPE offers so much more that is probably applicable to them and their situation.Continue to educate them on what you think will give them the most value. In order to do so, you must stay up-to-date on new SPE services, resources, and programs.

Ask them about the latest on-the-job problem they are trying to solve.

Think about recent/relevant industry impacts and trends, and how their needs might have changed because of those.View their job classification in Membership Builder in advance of your conversation.

Young Professionals

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Young Professionals (YPs) are members age 35 and youngerlooking to be active in the industry they will one day lead.It is important that sections establish strong relationships with their young members, cultivating them into active section participants and leaders.Within the section, the Young Professional Chair officer role can be appointed to further aid involvements of YPs at board level.

Young Professional Chair

The YP Chair also serves on the section board and should be a young professional. The YP Chair should recruit other officers as needed for programs.

Operate a YP Committee

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The mission of a Young Professional (YP) committee is to identify, engage, and develop SPE members 35 years of age and younger by providing relevant technical education and networking opportunities.This committee, as with any other, should be sanctioned by the section board, reporting all monetary and programmatic activities. Study groups, young professional committees and other entities that are part of an SPE section may not adopt their own logos.Young Professional committees conduct the following activities:

Seek approval from the section board to begin development of a YP Committee. Ask the section board to appoint a Mentor Chair. Organize an informal meeting of the section’s young professional members. Select or vote on YP committee members. Prepare a list of activities the committee wants to accomplish and the necessary budget. Present the budget and plan to the section board for support and approval. Begin planning and publicizing events and activities.

Global YP Opportunities

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The Young Member Engagement Committee (YMEC) ensures young professional and student engagement remains a top priority for SPE. YMEC members play a crucial role in developing and implementing valuable programs and activities for SPE young members worldwide.

Learn more about YMEC as well as all of SPE's programs for young members

here.

Senior Professionals (SP)

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Senior Professionals (SP) are members age 55 and older who may benefit the section by remaining engaged as they start their career transition to retirement.It is important for sections to establish strong relationships with their senior professional members to benefit from their experiences, expertise and networks. Engagement is on all levels – programming, services and volunteerism. Within the section, a Director or Officer can be appointed to further aid involvements of SPs at board level:

SP Director or Officer

This position works closely with SP members of the section and serves as the main source of communication between the section board and SP members.

Operate an SP Committee

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The mission of a Senior Professional committee is to identify and engage SPE members age 55 and older by providing relevant programming, networking and volunteer opportunities and social events.This committee, as with any other, should be sanctioned by the section board, reporting all monetary and programmatic activities. Study groups, senior professional committees and other entities that are part of an SPE section may not adopt their own logos.

Seeks approval from the section board to begin development of a SP Committee.Organizes an informal meeting of the section’s SP members. Selects or votes on SP committee members. Prepares a list of activities the committee wants to accomplish and the necessary budget. Presents the budget and plan to the section board for support and approval. Begins planning and publicizing events and activities.

about global SP programs and activities - including special membership benefits, getting involved, and staying current.

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Diversity & Inclusion

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Women in Energy has become Diversity & InclusionSince WIN was founded in 2016, the energy industry has continued to grow and develop. To ensure SPE stays current and relevant with its standing committees, the SPE International Board recently approved a proposal to expand the remit of the WIN committee to cover Diversity and Inclusion(D&I) as a broader topic.

Sections may establish a local D&I committee to successfully implement D&I programming activities at the local level. Local D&I programming at the section level should directly align with the mission and vision of the global

SPE D&I Standing Committee.

View guidelines for sections to establish a local D&I committee.

Download the D&I logo.

Members in Transition (MiT)

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MiT Toolkit

This toolkit provides information, resources, and programs to assist MiTOptimize job searchDevelop professional networkEnhance professional skillsStay motivated

Through every industry cycle, SPE is steady and supportive, and this is an important message to get out on a global as well as local level.Sections are encouraged to promote SPE’s Members in Transition toolkit, which provides information, resources, and programs to assist their members during the current downturn.SPE offers a dues waiver for renewing members who have lost their jobs due to the industry downturn and other circumstances.

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Volunteerism

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Volunteers are the driving force behind SPE and its activities.Getting the right people to volunteer is not always as easy as it might seem. Ensuring a good match between your volunteers and their responsibilities is essential for making your section's activities a success.Learn more about

volunteerism best practices.

Volunteer with SPEI

Engagement Through Recognition

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Consider recognizing your members for 5, 10, 25, and 50 years of SPE membership.Use the Members report in Membership Builder to view data.Certificates are available for download in the Section OfficerCommunity library of Connect.

Membership Milestones

International and Regional Awards

Just as SPE recognizes outstanding members throughyour section is encouraged to provide local recognition to increase engagement.

Local Awards

Engage members by celebrating your section's milestone anniversary!Graphics are available for download in the Section Officer Community library of Connect.Add to social media posts, promos, letterhead, or your email signature.

Milestone Anniversary

BEST PRACTICES

CONNECTLIBRARY

Engagement Through Communications

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Ensure your members know about your meetings and events and are given the opportunity to provide feedback.

Website maintenance – Make a good impression! Keep it updated, active, and looking nice.Social media – appoint champion(s) to manage your accounts and have a consistent voice.Informz broadcast emailUse the targeted lists for specific member groups: new member welcome, unpaid reminder, new transfers welcome, etc.Don't use boring subject lines. Catch the readers' attention. (It's okay to have a little fun!)Ensure you have clear call-to-actions - easy instructions for what you want the reader to do, such as register, RSVP, etc.

Membership Builder

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LINKS

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Get to know your members by viewing charts and graphs with current, monthly, and historical data through Membership Builder.The dashboard gives a quick, visual snapshot of membership, while rosters contain more details - including education, committee experience, award history, and papers.

The information on the rosters may be used only for programs endorsed by SPE. Use or reproduction of the information for commercial purposes or for programs not endorsed by SPE is strictly prohibited and subject to legal action.Unsure how to handle data safely and responsibly? Refer to the data protection best practices linked above for further information.

Membership Builder is available only to current section officers listed on the roster. Use your usual SPE.org login and password.

All data contained within the reports is updated daily.

Check out quick tips in this short how-to:

Go to: Membership BuilderGo: User guideGo to: data protection information

Membership Builder (continued)

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Companies with a high percentage of membership might make potential sponsors.Welcome new members to your section.Encourage lapsed members to renew.Technical disciplines, company category, and job classificaton are great ways to know what luncheons, study groups, or technical presentations might be of interest to your members.Determine new programs to serve your demographics.

Dashboard

Members Report

Members Since column lists when members joined and may be used for recognition or to create a mentor program for newer members.Awards lists members with special designations and those who have won awards in the past. Nominate members for regional and international awards if they are deserving.Committee Service lists members who have served as officers or on an SPE committee. These might be potential award nominees and future volunteers.

Student Support

Membership

Supporting students through involvement with your chapters, local universities, and primary schools in your community is a mission for SPE. It is important that sections establish strong relationships with their student chapters and members, aiding their transition to professional members and cultivating them into active section participants and leaders.Sections may choose to sponsor one or more student chapters. In doing so, the section commits to assisting the chapter with training, mentoring, and planning activities. In order to be compliant, sections sponsoring one or more student chapters must have a Student Chapter Liaison officer position dedicated to supporting the chapter(s).

Best Practices for Sponsoring a Student Chapter

Best Practices for Supporting Recent Graduates

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Students (Future Professionals)

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SPE offers free membership for the first year after graduation, so it is worthwhile helping your student chapters remind their members of this advantage.A further reduction in dues is available for the second year, too.

SPE can offer professional development, an "in" to the industry, CV enhancement, networking, and more for students.

For any section that sponsors student chapters, the graduating students are a great pool of new talent to tap into and can also help you grow your overall membership.Sections should play an active role in coaching your student chapters and help them develop a recruitment and retention strategy, as ultimately you will benefit from this further down the line.Students, especially those in their final year, can be encouraged to participate in section events, making them more likely to stay engaged with SPE on a local level and continue their career within the oil and gas industry.

Select the hyperlinks below to learn more.Supporting graduating studentsTWA article:From Student to Professional

Scholarships

Membership

SPE dedicates more than USD 45,000 to scholarships and fellowships for both undergraduate and graduate students pursuing degrees related to the oil and gas industry. the available scholarship programs and encourage students in your area to apply. Funding students through scholarships promotes the quantity and quality of entrants into our profession. This support also recognizes merit and provides financial assistance to those who otherwise might not be able to obtain a university education. One of the best ways to administer and manage scholarships is by appointing a scholarship committee to be responsible for developing objectives, advertising, collecting applications, and selecting recipients. Consistency is important in terms of awarding the same amount based on the same criteria.

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Retention

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Retention is the key element to a successful member organization.

Offer members value – highlight the benefits that sets SPE apart from other organizationsPersonalize approach – engage the individual member, greet them at events, showcase their achievement as it relates to membership (awards, committee assignments, volunteerism, etc.)Allow multiple avenues for engagement opportunities – committee appointments, speaking opportunities, volunteering, etc. Enhance networking channels – fundraising, events, and social gatherings Make it easy to renew – coordinate with SPEI’s renewal campaign

It is easier to keep an existing member than it is to make a new one.

Retention Best Practices

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Via email or phone. Send a reminder through the Informz broadcast email system and/or split up the list for personal phone calls.

Run a renewal campaign

It might seem obvious, but many members do not know they are not renewed for the upcoming year. Remind them!

Tell them they are not renewed/unpaid

Check out the next page for details on how to best coordinate local campaigns with SPEI's global timeline.

Coordinate your efforts with SPEI

Assign a renewal advocate at each local company and task them with personal reach-outs to unrenewed colleagues. Hint: get senior management's support.

Appoint company champions

Administration

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The strategies will improve with consistency and evaluation. As for any supportive board, a continual group of senior members rotating on and off allows for continuity as well as fresh ideas.Engaging (supporting) members accounts for most of the work. If you are successful in reinforcing the value of membership throughout the year, the only thing left is the renewal reminder campaign towards the end of the year.

Each of the strategies regarding the membership cycle are best implemented with enthusiastic officers committed to making sure each member enjoys a positive experience.

Dues Cycle

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The SPE membership year is January through December.SPEI runs an extensive renewal campaign including a popup reminder notice upon spe.org login, emails, phone calls, a mailed post card, social media, and notices with JPT magazines.Notifications are also pushed through the SPE App.Our Customer Service team continues a calling campaign throughout the entire year to reach out to unpaid members.SPE occasionally offers special promotions. Contact service@spe.org for more details.

Dues Renewal Timeline

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Reminders at events during the check-in process and on introduction/exit slidesTargeted and personalized email reminders highlighting local benefits Reminders in event emails and newsletters Social media posts

Officers are strongly encouraged to run renewal campaigns along SPEI’s campaign through the end of March. Local campaigns are very effective through a combination of email, phone calls, and face-to-face reminders.A personalized approach from you is more effective when getting members to renew rather than receiving an email from SPEI. If the reminder does not come from you, many times they will not realize they are unpaid.

Check out the current year's dues renewal timeline by selecting the link below.

This includes tactics such as:

Resources: Presentation & Slides

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Power point presentations are available for your use when recruiting new members. Slides include the benefits of joining SPE as well as information on individual programs. is a thorough presentation that includes SPE's mission and vision statement, strategic priorities, history of SPE, as well as the benefits of being a member. Technical resources, online resources and programs just for students are included. for SPE Programs and Benefits are also available. The slides include Student Paper Contest, PetroBowl, Virtual Career Pathways Fair, and many more.

Making the Most of Your Membership

Individual slides

Communications and Marketing

System to Email Your Members( Informz)Social Media and WebsitesSPE ConnectMarketing Tips and MaterialsLogos and LetterheadeUpdate

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System to Email Members (Informz)

Communications and Marketing

SPE provides all sections with a complimentary broadcast email service, so you can communicate with your members via email. This system includes reporting on the success of your email and ensures compliance with all privacy laws. Due to strengthening privacy laws, all emails related to SPE business must be sent through the broadcast email service. Please do not maintain lists of email addresses.All officers using the broadcast emails service should familiarize themselves with the:

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Email Policy for Sections and Student Chapters

Log in using your SPE.org credentials

Note: You must have downloaded.

Java

Broadcast email system user guide and video

Data protection best practices

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Receive Emails (SPEmail)

Communications and Marketing

Your SPE email address, or SPEmail, is listed as your "To" and "From" address within the broadcast email (Informz) properties.When a member replies to your email, it will be sent to your SPEmail account--not your broadcast email account. Be sure to check for replies!Each section is provided one SPEmail account and as shared username and password.Review the for detailed login help.Remember to include login details in your succession planning documents. Note: for your security, passwords must be reset every 90 days. If not reset, you will be locked out and will need the SPE sections team to help. Email us at sections@spe.org if your password has expired.

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Log into SPEmail

Social Media

Communications and Marketing

As a global brand, it is important that all sections globally are presenting themselves in a similar manner. Doing so will help to create a global brand awareness.,Sections and student chapters with a greater online presence work to boost our prestigious organization. Thus, if your section has social media pages, you should follow these tips to ensure you are branding them in the right way and getting the most out of each platform.

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Follow and interact with SPEI on our accounts and use the hashtag #WeAreSPE

Social Media Guides

#WeAreSPE Highlights

Social Media GuideSocial Media for the Socially Distanced

Websites

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By request, SPE provides a complimentary website where officers can create and update content without any software to buy or install. Features include a document library for your members and event registration. It is important to frequently review and refresh your content to keep your members informed, connected, and engaged. Therefore, a Webmaster is required to be listed on your officer roster.

Request a website

Website User Guide

SPE Connect

Communications and Marketing

SPE Connect is a virtual forum where you can meet, collaborate, discuss, and share information with other members. There are various discussions organized around technical specialties. As an officer, you are a member of the Section Officer community. Take advantage of this resource to share best practices, ask questions, and get in-the-know with officers from around the world.Read from other sections.

Guidelines

Engagement Tips

Login

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Success Stories

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Marketing Tips

Communications and Marketing

Clear, concise, and complete - as well as timely and relevant Answers the questions: “What’s in it for me?” Who, what, why, where, when, and how? Engages the reader or listeners Write as though you were talking to a good friend or colleague Edit later if the message sounds too casual Keep sentences brief Use bullets or spaces for easier reading Proofread for errors

Advertising (print and digital) Public relations Direct mail Search engine Email Social media

Message Tips

Marketing Mediums

broadcast email system.

Good communication with your members will help make your programming more successful. For many members, their chapter is SPE, so section communications are a reflection of the Society as a whole. Remember, emails regarding SPE must go through the

Read more

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Marketing Materials

Communications and Marketing

Marketing Materials

There are marketing materials you can use to promote membership or the benefits of SPE.Marketing materials feature:• Making the Most of Your Membership • eMentoring • Speaker Source • Guide to Membership • DL flyer • ….and much more! Check out the link:

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Logos and Letterhead

Communications and Marketing

Official section logos and letterhead are provided in the library folder of the Officer Community of SPE Connect. Files are available in multiple formats, including one formatted for social media accounts.Reference the and the before using the files.

policy on the use of the SPE name and logo

graphics standards

Logos and Letterhead

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NEW! Customize and create a virtual background with your section's logo.

Virtual Background

eUpdate

Communications and Marketing

.SPE sends a quarterly newsletter to all officers to keep them abreast of key information. Included in the eUpdate are tips to help you operate your section, as well as success stories of sections with innovative programs or ideas. Most importantly, these updates include reminders of deadlines, announcements of new resources, and upcoming events.

Read eUpdates

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Data Protection

Communications and Marketing

SPEI offers section officers access to their member data through tools such as SPE Connect, the email broadcast system and Membership Builder. It is SPEI’s and SPE officers’ duty to protect the data we maintain and assure our members that the data is used only within the framework of international data protection policies and laws. To find out more about the do's and don’ts when it comes to data protection, refer to the For more information on how SPEI handles your information, view the

Data Protectionest Practices

data protection best practices.

privacy policy.

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Events and Activities

Planning an EventDistinguished LecturersSourcing SpeakersAdvocacyCommunity Education / Energy4meCommunity Service / SPE CaresGaia

Virtual EventsOfficer Visits

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Planning an Event

Events and Activities

Sharing technical knowledge and providing a platform for members to network is one of the keystones of SPE.Sections should ensure they provide the right type of events for their local membership, while operating in line SPEI's policies.The Events Dos and Don’ts guide outlines best practices when it comes to planning and promoting events locally.

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Do's and Don'ts

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Guidelines

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Helpful Event Documents

Tips: Hotel Negotiation

Naming Policy

Common Event Planner Terms

Virtual Events

Events and Activities

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Virtual Background

With COVID-19’s effects on our ability to hold face-to-face events, we have compiled a virtual event guidewhen holding virtual meetings. Virtual meetings can be a convenient and effective way for people to share information and collaborate efficiently.Conducting a virtual meeting requires some preparation. Review tips below to help ensure your virtual meeting is successful and trouble-free as well as to keep your attendees alert and actively participating.

NEW! Customize and create a virtual background with your section's logo.

If your section is unable to secure its own virtual meeting platform, you may

request to use SPEI's Zoom account.

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PRMS-Related Events

Events and Activities

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Petroleum Resources Management System

The SPE Oil and Gas Reserves Committee (OGRC) would like to offer its support in the production of reserves-related activities within your region/section. The details of the

are complex and sometimes subtle, and the OGRC is tasked with ensuring that related content is presented accurately.If your section is planning an activity on this topic, please email ogr@spe.org and you will be directed to one of the OGRC members for assistance.

PRMS-Related Events

Events and Activities

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Petroleum Resources Management System

The SPE Oil and Gas Reserves Committee (OGRC) would like to offer its support in the production of reserves-related activities within your region/section. The details of the

are complex and sometimes subtle, and the OGRC is tasked with ensuring that related content is presented accurately.If your section is planning an activity on this topic, please email ogr@spe.org and you will be directed to one of the OGRC members for assistance.

Officer Visits

Events and Activities

Sections may request Presidential or Board Member visits for important events, business development reasons, or to meet the local members. The President’s calendar is finalized in May/June of the year before they are in post, so sections are advised to submit requests a year in advance for the next President. Late requests for current Presidents may not be able to be fulfilled. Staff will check availiabilty and follow-up with the requestor.

Submit a Request

Best Practices

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Distinguished Lecturer Program

Events and Activities

The Distinguished Lecturer Program offers more than 560 presentations each year and is one of the major benefits SPE offers to sections worldwide for local programming. The program is funded primarily by the SPE Foundation through member donations and a contribution from Offshore Europe, as well as additional company donations, which combined send world class speakers around the world. This is a great way for sections to learn more about the industry and increase attendance and engagement from local members and attract potential new members in their region. For the 20-21 DL Season all DL events will be held virtually with registration on the DL events page on SPE.org. See Section Procedures for Virtual DL Events for details and information.All SPE members are encouraged to nominate outstanding lecturers for the program. Nominations are accepted from 1 September to 15 March each year. Details regarding how and who to nominate can be foundRegarding webcasting DL presentations, DL approval and notification to dl@spe.org must be received prior to the webcast. In addition, the section must guarantee at least 25 members in attendance in person for the presentation. After DL approval and minimum attendance, webcasting is allowed only within the specific section jurisdiction and to that specific section’s members. No fees may be charged for the webcast.See the links below for a step-by-step guide on how to get the most out of your DL visit, theDL timeline, and DL Procedures for the Program Chairman.

DL Timeline

here.

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DL Procedures including virtual

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Step by Step Guide

Sourcing Speakers

Events and Activities

Speaker Source is an online directory which provides section and student chapter officers a searchable database of professionals willing to travel and share their knowledge through in-person presentations to sections.

Link

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Advocacy

Events and Activities

The Society of Petroleum Engineers is occasionally asked to weigh in on issues related to oil and gas policy, regulation, and current events. SPE serves as an objective technical authority for the industry and encourages members to participate in community outreach and education programs that enhance public understanding of the energy industry, and explain technical and economic issues involved in oil and gas exploration and production.

SPE should be objective and impartial when it comes to political matters and government policy. Under this , there are activities that should not be conducted by SPE, either because they are prohibited by the regulations governing SPE’s non-profit status or because they are outside of the scope of SPE’s mission.

policy

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Energy Education / Energy4me

Events and Activities

Energy4me is SPE’s program that educates students about the oil and gas industry. The primary Energy4me audience is secondary level students, but the program has activities for elementary and middle school students as well. This global energy education program relies on hands-on activities that use simple components to teach complicated engineering functions used in oil and gas exploration and production. Energy4me is a copyrighted program because of these hands-on activities. And, only a program that uses these activities can be called Energy4me.

Globally, SPE offers Energy4me in two environments: conducting workshops for teachers and students at many of SPE’s large conferences and exhibitions, and SPE members conduct classroom presentations at their local schools. This YouTube channel contains many videos that demonstrate how to conduct the activities and what questions can be posed to the students.

Contact

Ways to Serve Your Community

Resources

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Energy4me websiteYouTube channelGuide to Classroom Presentations

energyed@spe.org

Giving classroom presentationsParticipating in local science fairsMentoring a school science clubSponsoring an energy-themed contestSharing the Energy4me website with your community, friends, and familyPresenting for career daysArranging company facility tours

Community Service / SPE Cares

Events and Activities

Sections are encouraged to partake in community service as part of the SPE Cares program. SPE Cares’ objective is to unify and recognize the community services activities that SPE members are already conducting in their respective sections. Promote SPE Cares in your area by organizing a community service project, partnering with local government and non-government organizations to further community service initiatives, or collaborating with other sections and student chapters worldwide for community service initiatives.

Examples include environmental clean ups, serving in soup kitchens or food banks, visiting nursing homes, holding food drives, home or school makeover, tree planting program, organizing a race or walk, donating clothes, toys, books or household goods to local charity, or volunteering at local animal shelter.

Download the official logo from Connect

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SPE Gaia Sustainability Program

Events and Activities

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