Section Officers Resource Center

Quick Links

Update your officer roster

Membership reporting (Membership Builder)

Email your members (Informz)

Timeline

Operations and Governance

Communications and Marketing

Finance

Events, DL, and Activities

Membership

Grow, Support, Retain

Marketing Materials

Contact sections@spe.org with questions

Cheat Sheet

Annual Report

Membership Renewal Toolkit

Award Application

Operations and Governance

Officer RolesOperating RegulationsSPE PoliciesSPE Strategy and Goal SettingCompliance

Annual Report, Awards, RecognitionSupporting Students Timeline and DeadlinesCouncils

Succession Planning, Elections

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Officer Roles

Chairperson
Program Chairperson
Membership Chairperson
Secretary
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 5 at-large, voting positions, which are:

A is required if the section sponsors one or more SPE student chapters. It is recommended to add an additional liaison per 5 sponsored 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

SPEI Board Structure

Update Officer Roster

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Recruitment Best Practices and Position Descriptions

On-Demand Leadership Trainings

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 request approval from SPE. Operating regulations should be clear, concise, non-restrictive and include details of board structure, election rules, amendments, and dissolution.Check out this template for tips on running an efficient and effective board meeting:

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

Board position descriptions and responsibilities
Board meeting frequency and process
Committee details
Details on succession and term dates
Financial rules and managing reserves
Refund/event cancellation
Student support and scholarship funding

Board Meeting Agenda Template

standard operating regulations

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Succession Planning and Elections

Operations and Governance

It is recommended that officer terms are a minimum of 1 year / maximum of 3 years. To allow for succession planning, terms of service should be staggered. All voting officers 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 3-year period, permitting they 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 across the world. SPE has put together with recommended election process to aid transparency and fair recruitment processes.When it comes to succession planning, ensure information gets effectively transferred from outgoing to incoming officers. Think carefully about how your section stores its information and how this can be made accessible to your successors.

guidelines

Check out the Transition Checklist

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, 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

Concern for attracting and preparing a next-generation workforce
Energy transition and our place in it
Industry reputation and public perception
Technology development in oil and gas (including sustainable technologies)
Challenges in maximizing oil and gas production and recovery

The current strategic plan was approved by the SPE International Board of Directors in January 2023 and focuses on Envisioning the Future of SPE to address member-reported priorities around:

All section officers 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 SPE.

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 must be met throughout the year. Sections not meeting criteria are at-risk of being deemed non-compliant for the following year - or disestablished, as of 1 December.Sections not in compliance forfeit benefits, including, but not limited to Distinguished Lecturer visits, monetary rebates, and consideration for awards.

Policy to Establish and Maintain an SPE Section

Section Compliance Criteria Checklist

Sections’ performance will also 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, Awards, and Recognition

Operations and Governance

Each year, sections must submit an annual report to maintain their compliance status.Annual report submission deadline: 1 June. We will notify officers once the 2024 annual report has launched and will send login details to the Chair.

Annual Reports

Sections meeting eligibility requirements - including submission of the annual report by 1 June - may apply for award consideration. The awards program is changing beginning with the upcoming 2024 cycle.

Awards and Recognition

Annual Report Best Practices

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Read Award Winning Reports

Read more here.

Student Chapter Liaison

Operations and Governance

The Student Chapter Liaison must be a professional member of the section. This officer is crucial, as their role is to connect students to the industry as well as guide the chapters(s) with all aspects of operations. They must be familiar with the and work closely with faculty advisors and chapter officers. Their involvement helps local students transition into professional members by encouraging participation in section activities.It is recommended to add an additional liaison per 5 sponsored student chapters. A full role description can be found in the

Officer Recruitment Best Practices and Position Descriptions

Policy to Establish and Maintain an SPE Student Chapter,

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Faculty Advisor

Operations and Governance

Although not required, sections are encouraged to include this officer role to strengthen involvement and support for student chapters.As a staff member of the university academic community and SPE, the faculty advisor provides a communications link between the student chapter, university, and sponsoring section. They serve as a guide for students in developing and implementing goals, objectives, and programs. As members of the chapter change from year-to-year, they are the constant link between the chapter and the section.

Apart from being a current SPE member at the time of appointment, faculty advisor membership dues are complimentary each year as a thank you for their service.

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Role and Responsibilities

Ensure that at least one meeting per year is held between chapter officers and the university department
Guide the formation and implementation of goals, objectives and programs
Remind the chapter to remain aligned with the SPE vision
Oversee policy compliance—such as logos use and events
Attend officer meetings
Promote interaction and cooperation with other university groups
Work closely with the student chapter liaison of the sponsoring section
Attend the sponsoring section board meetings, when possible
Ensure chapter officers are aware of and accomplishing their responsibilities
Ensure chapter officers meet annual maintenance requirements—including submission of the annual report by the 1 April deadline
Oversee use of chapter funds
Ensure well managed annual handover from one group of student chapter officers to the next

Timeline and Deadlines

Operations and Governance

In addition to submitting an annual report, sections have other responsibilities throughout the year - such as dates for 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:

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 Lecturers
Coordination and planning of regional workshops and conferences
Sharing 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

Treasurer's RoleBudgeting Banking Revenues / ExpensesContractsSponsorships

AuditsRebates

Reserve FundsFunds on Account

Record RetentionBank Reconciliation

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Financial Management Webinars with SPEI CFO

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The treasurer's role is an important one, as they manage 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

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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Bank accounts should be established in the official section name, if 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

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.

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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.

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

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, read

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.

SPEI's Investment Policy.

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

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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 Form. This is the same form required to claim rebates.

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

Finance

Funds on Account

Jump to Rebates

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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

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 note the 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

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

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.

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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What Records to Keep

How Long to Keep Records?

Keep financial records for the last seven fiscal years.

Bank statements
Bank reconciliations
Audits
Check register
Documentation for expenditures, including scholarships
Meetings & events hosted, including lists of sponsors, and contracts with sponsors and venues

Operating procedures-related documentation, including banking privileges, contracts, and reviews
Travel expenses - itinerary with dates and activites undertaken on behalf of the section
Scholarships & donations paid by the section

Finance

Record Retention

For scholarships and donations:

Names of the recipients and the rationale for the funding
Meaningful 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

Rebates

Finance

The rebate program is designed to provide funds for ongoing section operations. SPE suggests sections to utilize their rebates to support their members by funding programs or benefits intended to serve the broader professional membership or community outreach. Funds must be claimed by 20 October. Unclaimed funds will be forfeited.For sections to claim their rebate funds, all of the requirements below must be met:• Online payment form received by 20 October• A paid section officer, listed on the roster, must submit the form. They will be required to include a second officer within the form. This serves as approval by the second officer.• Annual report submitted• A Student Chapter Liaison on file for all sections who sponsor student chapter(s) • At least 3 of the 5 core officers on file • At least 25 professional members, excluding affliates• Compliant • Established for at least one year All current section officers will receive an email with the link to complete the online payment form.IMPORTANT: Please note that even if you want funds held on account with SPE, you must claim the funds by completing the form. There is an option to hold funds on account.

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Rebate Calculation

Finance

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. Membership numbers are based on 30 September month end totals. Payments will begin to be sent out mid to late October. Please note for 2023 the board made the decision to suspend student support funds again this year.

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Membership

About SPEPrograms, by Career StageMember Reporting (Membership Builder)Supporting Existing Members Supporting StudentsRetaining MembersDues Renewal

Volunteerism, Recognition, Engagement

Scholarships

Grow, Support, Retain

YPs, SPs, MiT, D&I

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Best Practices

About SPE: Mission, Vision, and Strategic Plan

Membership

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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

Best Practices

Membership

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Check out the Membership Best Practices Guide to read more about:

the requirements of SPE Professional membership
ways to attract new members
types of professional members, by career/life stage
...and more!

Operate a YP Committee

Membership

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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 and report all monetary and programmatic activities. They 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.
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.

Operate an SP Committee

Membership

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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. They 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.

Members in Transition (MiT)

Membership

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MiT Toolkit

This toolkit provides information, resources, and programs to assist MiT
Optimize job search
Develop professional network
Enhance professional skills
Stay 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.

Diversity & Inclusion

Membership

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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 Committee

View guidelines to establish a local D&I committee

Download the D&I logo

Engage in discussions in the Connect community

View Townhall recordings

Explore SPE interviews, research, and discussion on D&I in the oil and gas industry

Membership Builder

Membership

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Get to know your members by viewing charts and graphs with current, monthly, and historical data.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 of how to handle data safely and responsibly? Refer to the

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

Links to login page & user guide

data protection best practices

Volunteerism

Membership

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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. SPE International does not record or provide certificates for local volunteers but encourages you to create a program that fits your section. To help, we have created Learn more about

volunteerism best practices.

Volunteer with SPEI

appreciation letter and certificate templates

Engagement Through Recognition

Membership

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Encourage members to download their membership card and/or certificate through their Member Profile.Or - reach out to us for an export of milestone anniversary certificates for year. These follow the membership year (1 Jan - 31 Dec).

Membership Certificates

International and Regional Awards

Just as SPE recognizes outstanding members through your 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

CONNECTLIBRARY

How-to Guide

Engagement Through Communications

Membership

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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 email

Use 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.

Student Support

Membership

Supporting students through involvement with 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 meet maintenance criteria, sections sponsoring one or more student chapters must have a Student Chapter Liaison officer position dedicated to supporting the chapter(s). It is recommended to add an additional liaison per 5 sponsored student chapters.

Best Practices for Sponsoring a Student Chapter

Best Practices for Supporting Recent Graduates

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Students (Future Professionals)

Membership

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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 sponsored student chapters and help them develop a recruitment and retention strategy, as ultimately you will benefit 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 students
TWA article: From Student to Professional

Scholarships

Membership

SPE offers 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.

View

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Retention

Membership

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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 organizations
Personalize 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.

SPE Membership Competition

Renewal Resources

Membership

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is an interactive renewal promotional guide for officers to help your section with renewals. The guide includes a suite of materials, including a justification letter, website content, online banner advertising, social media promotions, videos, and pre-written email content. 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. It also includes technical resources, online resources, and programs just for students.

Making the Most of Your Membership

Individual slides

Membership Renewal Campaign

for SPE Programs and Benefits are also available. The slides include Student Paper Contest,

PetroBowl, Virtual Career Pathways Fair, and many more.

Retention Best Practices

Membership

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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

Dues Cycle

Membership

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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, and social media. Notifications are also pushed through the SPE App. Our Customer Service team continues a calling campaign throughout the entire year to reach out to lapsed members. SPE occasionally offers special promotions. Contact service@spe.org for more details.

Dues Renewal Timeline

Membership

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Reminders at events during the check-in process and on introduction/exit slides
Targeted 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 can be 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:

Communications and Marketing

System to Email Your Members (Informz) Social Media and WebsitesSPE ConnectMarketing Tips and Materials Logos 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. The majority of accounts now have newly-refreshed templates in Mailing Designer 2.0! If you do not see templates, your account has not been active. Please contact sections@spe.org, and we will set up your templates.All officers using the broadcast emails service should familiarize themselves with the:

Email Policy for Sections and Student Chapters

Broadcast email system user guide

Data protection best practices

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Receive Emails (SPEmail)

Communications and Marketing

If your section has a SPE email address, or SPEmail, it is listed as your "To" and "From" address within 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 limited to one SPEmail account with a shared username and password. Multi-Factor Authentication (MFA) is now required. MFA is a layer of protection to your account that works by requiring two or more authentication methods – something you know, a password – something you have, a trusted device like a mobile phone. After setup, login with your password and the second factor will use the Microsoft Authenticator app to approve sign-ins from a mobile app.Review the 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.

SPEmail Instructions

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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 Guide

#WeAreSPE Highlights

Social Media Guide Social Media for the Socially Distanced

Websites

Communications and Marketing

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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.Your section also has its own community within SPE Connect--which is different from the shared community for officers. Members, not just officers, of your section have access to your community, so it is a great place to store documents and post announcements.

Guidelines

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?

Write as though you were talking to a good friend or colleague
Keep sentences brief
Use bullets or spaces for easier reading
Proofread for errors
Always send a test mailing to yourself

Advertising (print and digital)
Public relations
Postal 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

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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:• Introduction to SPE presentation• eMentoring flyer• Speaker Source flyer• DL flyer • ….and much more!

Check out the

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Logos, Letterhead, and Business Cards

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

Business Card Template

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Also - 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 (Informz), 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.

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Events, DL, and Activities

Planning an EventDistinguished LecturersSourcing SpeakersAdvocacy Community Education / Energy4meCommunity Service / SPE CaresGaia

InsuranceVirtual 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 Tips guide outlines best practices when it comes to planning and promoting events locally.

Home

Event Tips

Home

Logo Policy

Insurance

Home

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Helpful Event Documents

Naming Policy

Virtual Events

Events and Activities

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Virtual Background

While virtual events provide an excellent new way of bringing education to SPE’s members, these events require a higher degree of coordination, planning, and communications both internally and externally.Check out the virtual event guide before planning your next virtual meeting.

Customize and create a virtual background with your section's logo - and use holding slides while attendees are waiting for the meeting to begin.

The Event Hosting Guidelines provide virtual and hybrid event guidelines for sections and student chapters.

PRMS and SRMS-Related Events

Events and Activities

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Petroleum Resources Management System

are complex and sometimes subtle, and the OGRC is tasked with ensuring that related content is presented accurately.

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

The subcommittee would like to offer its support in CO2 storage resource related activities within your region/section. is complex and sometimes subtle, and the SRMS subcommittee is tasked with ensuring that the content is presented accurately. If your section is planning an activity on either topic, please email ogr@spe.org, and you will be directed to one of the committee members for assistance.

CO2 Storage Resources Management System (SRMS)

SRMS

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. 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 purpose of the Distinguished Lecturer program is to provide SPE sections with outstanding speakers for section meetings - and to recognize the professional contributions of the selected Distinguished Lecturers. The program promotes SPE’s mission to collect, disseminate, and exchange technical knowledge. Learn more and how to run the program by clicking the button below.

DL Program Guide

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Title 2

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.

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. Members who wish to conduct classroom presentations are encouraged attend to one of the and be included in our roster of Energy4me Ambassadors.

Contact

Ways to Serve Your Community

Resources

member training sessions

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Energy4me website
YouTube channel
Guide to Classroom Presentations
Energy4me logo

energyed@spe.org

Giving classroom presentations
Participating in local science fairs
Mentoring a school science club
Sponsoring an energy-themed contest
Sharing the Energy4me website with your community, friends, and family
Presenting for career days
Arranging company facility tours

Energy4me Ambassadors

Events and Activities

Energy4me ambassadors are members who have been trained to facilitate energy4me experiments and/or conduct classroom visits to teach energy4me curriculum. The training ensures members get to incorporate hands-on activities (based on energy4me curriculum) in their classroom visits instead of only conducting a classroom presentation.The energy4me team offers training for sections and student chapters who wish to get their officers trained on how to conduct their energy4me event.

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Community Service / SPE Cares

Events and Activities

Sections are encouraged to organize community service activities 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

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SPE Gaia Sustainability Program

Events and Activities

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Section Officers Resource Center

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