Technical Section Officer Resource Center

This resource center is your first source for information about conducting activities and operating your Technical Section. To learn more about its features clickContact with any questions.

here.

technicalsections@spe.org

Click:technicalsections@spe.org

Main Index

Quick Links

Update Officer Roster

Membership Reports

Email Your Members

Annual Report

Join a Technical Section

Officer Orientation

Operations and Governance

Events and Activities

Section Health Checklist

Membership

Tools

Finance

Important Dates

Important Dates to Remember: - ATCE call for papers deadline – 31 Jan - Deadline for International Awards – 15 February - Deadline for Regional Awards – 1 March - Deadline for DL speaker nominations – 15 March - ATCE special sessions selected – end of March - Annual Report and Financial Statements Submission – 1 June - ATCE Committee Selection Completed - June - Officer Position Nominations Due – 1 July - ATCE special session speakers must be confirmed – mid July - Award Nominations open (regional and international) – 1 September - ATCE - Sep-Oct - ATCE Special Session Planning Begins for following year – Oct - Membership Renewal Deadline – 31 December Officer Re-election Time Frames: Conference/Month for Officer Rotation Define Positions to be Filled Call for Nominations Submit Nominations Runoffs if needed Drilling/March November December January February ATCE/October June July August September

Operations and Governance

Officer Roles and ResponsibilitiesOperating Governance & PoliciesSuccession Planning & ElectionsAnnual Report & Health CheckImportant DatesProfessionalismData Privacy & Protection

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Officer Roles and Responsibilities

All sections are required to appoint the five core officers in order to remain compliant.

Operations and Governance

Technical Sections must include the following core officer positions. Click each to view their descriptions.

Officer roster.

All officers should be SPE members in good standing and should be added to the online

Officer Recruitment Best Practices

Getting the Right People into the Right RolesTo effectively recruit the right leaders in your section, it is important to be transparent on the roles available and the responsibilities that come with it. For this, you can tale into consideration technical expertise, age, gender, nationality, and employments status. All sections are required to have at least five officers in good standing. Example: Seventeen percent of SPE’s professional members are women. When you look to fill future positions, you might consider a female candidate to increase the diversity of your section's officers. Officers are now required to maintain their own rosters via the web form. The form is tied to SPE’s member database and will help you search for a member as well as display an error message if a member is not eligible to serve as an officer. Roster Form Highlights - Current and recent past officers (within 90 days) have access to the roster form. - Only professional members may be added to a section’s roster. - Term Begin Dates may not be backdated before the day the roster is submitted. Don't set a term begin date in the future, as it will delay access to officer tools. - To remove an officer, set the Term End Date to the current day. It cannot be back-dated. - Do not forget to hit the Submit button when you are finished making changes. You will receive a confirmation email. Note: You may submit a partial roster and come back to edit at a later time. Remember, it is important and required to have officers on file at all times. If SPE does not have an official roster on file, your leaders will not have access to officer tools—such as Informz, Membership Builder, Connect, and more. If you experience any trouble with the online roster form, please contact us at technicalsections@spe.org.

Useful Links

Note: Our members who hold roles in SPE should not reference their officer title except for SPE business. You may include your SPE service in resumes and CVs.

New Officer Checklist

March 2024 Officer Orientation PPT Download

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Membership Chairperson

Membership ChairpersonThe Membership Chairperson is responsible for all membership activities. Responsibilities

Review data and lists provided via Membership Builder, and report membership statistics to the technical section board.
Maintain a comprehensive list of members.
Organize and implement methods to increase technical section membership.
Encourage members to volunteer and engage in technical section activities.
Ensure the technical section is global in participation.

Membership RosterOfficers in good standing are able to download officer and membership rosters through Membership Builder at any time. 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. All data contained within the reports is updated daily.

Program Chairperson

Program ChairpersonThe Program Chairperson is responsible for the arrangement and promotion of programs, entertainment, and incidental details related to meetings, events, and webinars (if applicable). Responsibilities

Establish goals for programming based on technical needs of technical section members.
Set and execute objectives, including budget and attendance targets and track revenue and expense.
Contact and secure speakers.
Ensure appropriate marketing.
Ensure adherence to all SPE Policies.

Chairperson

ChairpersonThe Chairperson promotes the well-being of the section, the society, and the profession. He/she performs all duties that pertain to the direction of the technical section including, but not limited to:

Understanding the global mission of SPE.
Possessing good leadership, motivation, and communication skills and the ability to work with various personalities.
Understanding the technical section’s role in relation to the SPE International Board.

Responsibilities

Preside over all meetings of the technical section and its board of directors.
Oversee the election of officers (outlined in the Sample Governance Model) and the appointment of workgroup and subcommittee member positions.
Understands the principle behind the technical sections and contributes to technical section’s ideas.
Ensure the technical section is global in applicability and participation.
Inform the nominating committee that the technical section board should maintain regionally geographic diversity and cross-company representation.
Keep the staff liaison informed regarding plans, needs or challenges.
Ensure that an officer communicates with technical section members at least 4 times per year via Informz email broadcast platform or SPEConnect.
Ensure the technical section complies with all SPE Guidelines and Policies, including that all officers be members of the technical section in good standing.
Submit an Annual Report (see link below) by 1 June.
Hold a minimum of six (6) board meetings/conference calls per year, and at least (1) face-to-face meeting of the membership to be held in conjunction with ATCE, OTC or other SPE event.
Recognize members at the Technical Section level for contributions and volunteering in support of the Technical Section.

Administrative Chairperson

Administrative ChairpersonThe Administrative Chairperson will record, store, and distribute minutes from technical section board meetings. Responsibilities

Record meeting minutes.
Distribute Board meeting announcements.
Maintain technical section Governance Model.
Maintain list of technical section officers.

Record MinutesRecord the official business of the technical section meetings through the writing, retention, and distribution of minutes. Minutes should be taken for all board meetings and should only include key points and actions taken but not verbatim discussion. Minutes often resolve misunderstandings, so they should be accurate, objective, complete, and clear. At each meeting, the minutes of the previous meeting should be reviewed and approved by the group. Minutes of meetings should contain the following:

Name of organization or committee
Place and date of meeting
Names of officers and members present
A statement previous meeting minutes were amended or approved
A list of reports presented and accepted

Maintain TECHNICAL section GOVERNANCE MODELTechnical sections are required to maintain a Governance Model which addresses the mission statement, governance structure, officers’ roles and responsibilities, how and when officers are elected. It serves as an important operating document. It is important to keep an up-to-date copy on file with your staff liaison, as well as posted to the technical section’s SPEConnect site. MAINTAIN LIST OF TECHNICAL SECTION OFFICERSYou are responsible for ensuring SPE has accurate record of technical section officers and their contact details. Changes should be sent to technicalsections@spe.org, as they occur, to ensure no lapse in service. All officers must be SPE members in good standing. You may review the officer roster SPE has on file for your technical section through Membership Builder.

Community Webmaster

Online Community WebmasterResponsibilities:

Promote collaboration, post announcements, and initiate discussions on SPE Connect*
Periodically update the site to ensure it remains relevant to technical section members.
Maintain the current officer list on the site.
Periodically check the Discussions on your Technical Section's SPE Connect website to ensure posts are in accordance with the Guidelines for Online Communities.

*SPE Connect is intended to be different from other social media platforms. SPE Connect is a space built exclusively for SPE members and is intended for you to collectively invest, contribute, and build on a body of knowledge while supporting SPE’s mission of collecting and disseminating technical information. The following are suggestions for how to get the most out of the technical section’s community:

Document important information by mining discussion posts and posting them in the Library.
Continue the conversation from an SPE event or an article you’ve read, by posting a discussion about it.
Crowdsource ideas to solve a problem.

Treasurer (Optional)

Treasurer (Optional)The overall goal of the Society is the dissemination of technical information, rather than generating surplus funds. In most cases, technical sections should avoid opening bank accounts. The technical section board should first consult with the staff liaison to determine if an alternative solution is available. The staff liaison can provide guidance on opening a bank account if the need arises. Each technical section will receive up to $5,000 allowance (per fiscal year) for audio visual requirements for special events held in conjunction with an SPE conference, e.g., Annual Technical Conference and Exhibition (ATCE), Drilling Conference, etc. If these costs exceed the $5,000 allotment, additional sponsorship may need to be obtained. Technical section programs should be self-sufficient and budgeted to break even. Collection of funds from sponsors for special technical section programs or events is encouraged. Responsibilities

Ensure that all direct costs for the event are covered by sponsorships or ticket sales, in cooperation with the Program Chairperson.
Set budget and attendance targets and track revenue and expense, in cooperation with the Program Chairperson.

Bank Account Responsibilities (if applicable)

Collect and disburse section funds as approved.
Submit financial statement to the staff liaison or to technicalsections@spe.org with a copy to the Chairperson by 1 June.
Provide financial reports to the technical section board and make recommendations on the management of the technical section’s finances.
Establish, balance and maintain all accounting records for the technical section’s bank account, including deposits, income from events and payments.
Reconcile the bank account to the monthly bank statement.
Audit Financial Records.
Process Charitable Contributions (If Applicable).

Audit Financial RecordsYour audit should take place before each new Treasurer assumes office. For most technical sections, an informal audit conducted by designated members of the technical section is appropriate. The audit provides protection for the technical section officers and helps to ensure an orderly transfer of financial records. Charitable ContributionsSPE encourages its members and sections to be socially responsible. As such, a technical section may choose to make charitable contributions. Donations must be consistent with SPE’s mission and vision, with the only exception being for donations for emergency relief funds. Charitable contributions should be discussed and approved by the technical section board, ensuring that members of the technical section support the donation. To receive tax benefit for the charitable contribution, a written acknowledgment may be needed, especially to substantiate amounts of more than USD 250. The acknowledgement should include:

Name of the recipient organization
Amount of monetary contribution
Description (but not value) of non-monetary contribution
Statement that no goods or services were provided in return or a description and estimate of the value of goods or services provided in return for the contribution

2023 SPE President Town Hall Meeting Video

Nov 2022 Technical Section Chair Roundtable

Operating Governance & Policies

Operations and Governance

The Technical Section Constitution (bylaws) is the governing document for the management and activities of the technical section. It is an agreement between your section and your members. Technical Sections are required to agree to and submit a Constitution as part of the proposal for the establishment of the technical section.The Constitution should be clear, concise, and non-restrictive and should include details on the board structure, election rules, amendments, and dissolution clauses. It can be updated as the technical section grows and evolves.

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

Committee position descriptions and responsibilities
Committee meeting frequency and process
Details on succession
Term dates
Technical Section funds

Download the Constitution Template

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Operating Governance & Policies (Cont.)

Technical 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 also apply to all SPE Technical Sections:

Operations and Governance

Policies and Procedures Page.

Email Policy for Technical Sections

Insurance and Alcohol Guidelines

What is and is not covered? 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. 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. 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. Additional Coverage 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.com. Alternatively, the section may use another insurance broker. The section is responsible for the cost of additional coverage. Alcohol Guidelines 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.

Establishing a Technical Section

Technical Section Events Guidelines

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2023 Updated Publication Policies

Operating Governance & Policies (Cont.)

Operations and Governance

SPE should be objective and impartial when it comes to political matters and government policy. Under this policy, 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.

Advocacy Policy

Read the

Promoting a position on proposed legislation or regulations without authorization by the Board of Directors
Participating in any political campaign for (or against) any candidate for elective public office
Contributions to political campaign funds or public statements of position made on behalf of SPE for (or against) any candidate for public office

to learn more.

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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 ensure continuity, it is recommended terms of service are staggered. This promotes a combination of new ideas and experience on the committee. Any voting officer roles (Chair, Program Chair, Membership Chair, Secretary, and Treasurer) should be open for re-election after the term ends. If at any time a board member resigns, the Chair may 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 take many different forms, often influenced by cultural and political differences as well as local laws and regulations. Follow these recommended to ensure a transparent and fair election..One of the challenges when it comes to succession planning, is ensuring information gets effectively transferred from outgoing to incoming officers. To ensure effective transfer of knowledge from outgoing to incoming offers. Store information in one of the shared drives available from SPE staff.

guidelines

processes

Election Timeline

Update Officer Roster

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Officer Re-election Time Frames: Conference/Month for Officer Rotation Define Positions to be Filled Call for Nominations Submit Nominations Runoffs if needed Drilling/March November December January February ATCE/October June July August September

Annual Report and Health Check

Operations and Governance

Each year, technical sections must submit an annual report to maintain their compliance status. It is an easy-to-fill-out online form that can be completed in minutes. It aligns with the Sections with bank accounts must also submit a financial report that can be downloaded Annual report submission deadline: 1 June

Annual Reports

Begin your annual report.

Annual Report Required Information

here.

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Guidelines for a Healthy Technical Section.

Technical Section Annual Report General Info

Technical Section Name
List the names of your Technical Section board members and their positions.
Does your board have a wide geographic representation? Is there diverse representation in your section’s leadership positions?
How often and when did your Technical Section hold committee meetings?

Succession Plans

Do you have a succession plan?
Did your Technical Section’s election process follow the process laid out in the Section’s Governance Document (Constitution/Bylaws)? If not, why not?
How do you transition Technical Section records and train new Officers?

Bank Accounts (If applicable)

Does your Technical Section have its own bank account? If Yes, you must complete a financial report.

Activities & Goals

Describe your Technical Section’s activities in the past 12 months. What were the themes and formats and how did they support SPE’s mission and strategic direction?
How has your Technical Section contributed to and promoted SPE Programs including:
- Publications (JPT, Petrowiki, etc.
- Events (Conference Special Sessions, Webinars, SPE Live, and Workshops)
- SPE Connect Contributions
- Collaboration with other Technical Sections
- Note: Provide input on all the above
Describe your Technical Section’s best event over the last year.
List your Technical Section’s goals for the next 12 months and how they support SPE’s mission and strategic direction. (a minimum of three)

Outstanding Technical Section Awards Would you like your Technical Section to be considered for an Outstanding Technical Section Award? If so, answer the following questions.

Does your Technical Section keep your website updated with quality and relevant information? In what other ways do you communicate with your members?
What new and innovative activities has your section planned? Have you employed any new and effective ways of managing your section?
How has your Technical Section educated the public about the industry and SPE?
Describe any member and recruitment activities.
Has your Technical Section participated in any community service activities? Please describe.
In what ways has your Technical Section collaborated with others including the Technical Directors, other Technical/Geographic Sections, and related societies?
Does your Technical Section have a section awards program? Do you recognize and show appreciation for section members’ contributions?
Does your Technical Section balance activities across generations and member work experience?

Annual Report and Health Check (Cont.)

Operations and Governance

The topical focus of a Technical Section can become less relevant, obsolete or it can evolve over time and begin to overlap with other Technical Sections. In addition to the Annual Report, an Annual Health Grade Checklist is required to measure how your Technical Section is following the guidelines. Technical Sections must adapt, redirect, or in some cases, disestablish. This is a normal and expected part of the Technical Section life cycle.

Guidelines for a Healthy Technical Section

Health Guidelines Training

Download Annual Health Grade Checklist

Guidelines for a Healthy Technical Section

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Annual Report and Health Check (Cont.)

Technical Sections that are unable to restore quality engagement and comply with SPE policies will be provided a probationary period to improve and comply.A probationary period of one year will allow time for the technical section to comply with the standards set forth in the Guidelines for a Healthy Technical Section or face disestablishment.Prior to any disestablishment, any existing funds will be allocated to existing commitments and remaining funds will be redirected to SPE International.

Operations and Governance

Probationary Period

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Annual Report and Health Check (Cont.)

Each year, judges comprised of Technical and Regional Directors, will look at all the Annual Reports and Health Grade Sheets and will select Outstanding Technical Sections. Scoring is based on the 5 areas in the Health Grade Sheet. The Technical Section Presidential Award will be announced at ATCE each year.

Operations and Governance

Outstanding Technical Section Award

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Important Dates

Operations and Governance

Never miss a deadline again by adding those important dates to your calendar.

View Important Dates for Technical Sections

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Professionalism

Operations and Governance

Technical Sections are responsible for ensuring that their publications present a professional image, avoiding inappropriate or potentially offensive content. Sections and chapters should be mindful of the highly diverse nature of SPE’s international membership and avoid materials of a sexual, racial, religious, or political nature. SPE is a technical organization, and while sections and chapters may engage in a wide range of non-technical activities, these are nonetheless activities sponsored by a professional society and the overall tone should be professional.

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Publication Policy

Read the

to learn more.

Data Privacy & Protection

Operations and Governance

SPE offers section officers access to their member data through tools such as SPE Connect Engagement Reports, the Section Email System, and Membership Reports. It is everyone's duty to protect member data and adhere to international data protection policies and laws. To find out more about the do's and don’ts when it comes to data protection and information on how SPE handles your information, view the and the link below.

Data Protectionest Practices

Protecting Member Data

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Tools

Membership ReportsTechnical Section Emails (Informz)Marketing Tips & Social MediaTechnical Section PagesLocal Sections/Student ChaptersUse of Logos and LetterheadTechnical Section Officer eUpdates

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Membership Reports

Tools

VIDEO

Get to know your members by viewing rosters and charts and graphs with current and historical data using Membership Reports. 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.

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Membership Reports are available only to current section officers listed on the roster. You can update your officers using the link below.

Update Officer Roster

Membership Reports LInk

Technical Section Emails (Informz)

Tools

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 by providing viewer data. To ensure compliance with global privacy laws, all emails related to SPE business must be sent through the broadcast email service. Maintaining lists of email addresses is strictly forbidden.

Section Email Guidelines

Note: You must have downloaded.

Java

Section Emails (Informz) Training Video

Data protection best practices

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Section Emails (Informz) User Guide

Marketing Tips and Social Media

Tools

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 are talking to a good friend or colleague
Use bullets for easier reading
Proofread for errors

SPE Communities
Section Emails (Informz)
Social Media

Message Tips

Marketing Channels

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Section Email System.

Good communication with your members will help make your programming more successful. Remember, emails regarding SPE must go through the

Marketing options for committee activitiesBased on current rules requested by the SPE Board of Directors, SPE limits the number of emails that it can send to a member in a day (2 max), as well as a rolling 7-day period (5 max). Sending too many emails can have a negative effect by causing fewer people to read them. We can also run the risk of people opting out of email communication altogether. Furthermore, SPE has thousands of volunteer groups working on a multitude of activities. This makes the ability to uniquely market individual activities very difficult. For example, individual emails for each activity during ATCE would amount to hundreds of emails and that is only one event. To ensure promotional efforts are effective and practical to implement, we need your help in marketing your group’s activities. Data shows that your word-of-mouth marketing efforts are much more effective because your peers will respond more favorably to you than a broadcast email from SPE or a staff member. We have listed below some ideas to help you get the word out about your activity:

Start discussion threads on relevant SPE Connect communities. These should include more than just an announcement of an activity. These should be teaser articles that raise interest followed by a notice about the activity.
Other appropriate Technical and Geographic sections may be willing to raise awareness among their members. Post Announcements on relevant SPE Connect communities. Staff can facilitate introductions if needed.
Join SPE’s LinkedIn group – Society of Petroleum Engineers and post teaser articles any time you want. As of today, there are over 130,000 professionals in that group. The same can be done on Facebook.
Post via your personal LinkedIn/Facebook profile and tag SPE groups and your colleagues. See best practices for social content at https://www.spe.org/sections/sorc/docs/Social-Media-Best-Practices.

Marketing Tips and Social Media (Cont.)

Tools

Technical Sections with a greater online presence work to boost our prestigious organization. We prefer the Technical Sections not create their own social media pages. But, if your Technical Section has social media pages, you should follow the below guidelines.

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Technical Sections with a greater online presence work to boost our prestigious organization. We encourage SPE members to follow and interact with SPE on our following accounts:

Note: Another useful social media site is the with over 130,000 members.

LinkedIn SPE Group

Social Media Guidelines

Providing smartphone users with information, quickly and simply, is what makes QR Codes and mobile marketing go hand in hand. They enhance your , allowing you to reach, engage and convert a wider target audience by linking from offline to online platforms.

QR codes can be used for promoting important links for your Technical Section such as:

Your Technical Section's website
Technical Section events
Registration Links
SPE Webinars

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QR Codes Instructions

Create Free QR Codes Here

marketing methods

Based on current rules requested by the SPE Board of Directors, SPE limits the number of emails that it can send to a member in a day (2 max), as well as a rolling 7-day period (5 max). Sending too many emails can have a negative effect by causing fewer people to read them. We can also run the risk of people opting out of email communication altogether. Furthermore, SPE has thousands of volunteer groups working on a multitude of activities. This makes the ability to uniquely market individual activities very difficult. For example, individual emails for each activity during ATCE would amount to hundreds of emails and that is only one event. To ensure promotional efforts are effective and practical to implement, we need your help in marketing your group’s activities. Data shows that your word-of-mouth marketing efforts are much more effective because your peers will respond more favorably to you than a broadcast email from SPE or a staff member. We have listed below some ideas to help you get the word out about your activity. 1. Start discussion threads on relevant SPE Connect communities. These should include more than just an announcement of an activity. These should be teaser articles that raise interest followed by a notice about the activity. 2. Other appropriate Technical and Geographic sections may be willing to raise awareness among their members. Post Announcements on relevant SPE Connect communities. Staff can facilitate introductions if needed. 3. Join SPE’s LinkedIn group – Society of Petroleum Engineers and post teaser articles any time you want. As of today, we have over 120,000 professionals in that group. The same can be done on Facebook. 4. Post via your personal LinkedIn/Facebook profile and tag SPE groups and your colleagues. See best practice

Other Programming Ideas

Marketing Tips and Social Media (Cont.)

Tools

Technical Section Landing Page

Tools

View Here

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SPE Connect provides a Technical Section Landing Page website. This page included links to all of the technical section websites and also includes uesful information for all technical sections. You can view a sampling of discussions taking place on some the other websites.

Technical Section Pages

Tools

Guidelines

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SPE Connect provides a complimentary website for each Technical Section to create and update content without any software to buy or install. Features include a document library for your members and event registration. Technical Section Webmaster training is located at the below links: , , the , and the

SPE Webmaster Guide.

Updated Library Overview

Add a New Web Page Video Link

Add Featured Cards Link

Technical Section Pages (cont.)

Tools

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Registration ToolEach Technical Section has an event registration tool on their website. This allows Technical Sections to add events and manage their registrations. The following guidelines apply:Your Technical Section must have its own bank account If the event registration you are creating requires a fee or payment.If your Technical Section does not have its own bank account and uses funds on account with SPE, you may still use the following registration options shown to the right.

Registration Training Video

Download Registration Instructions

Find Local Sections/Student Chapters

Tools

On SPE.org, there are search tools that allow you to find geographic/local sections and student chapters by searching on name, school, and location to find what you are looking for. There are links that will take you to their pages with contact information. Click on the below:

Find Student Chapters

Find Geographic/ Local Sections

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Use of Logos and Letterhead

Tools

To request official logos or letterhead, contact the Technical Activities Manager at technicalsections@spe.org . Reference the policies on the use of the SPE name and logo and graphics standards below before using the files. This prevents for-profit organizations from benefitting from the SPE brand.

SPE Graphics Standards

Use of Logos and Letterhead

SPE Logo Usage FAQs

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Technical Section Officer eUpdates

Tools

The SPE Technical Section Officer eUpdate is a quarterly newsletter to keep officers abreast of new information, 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. It will be published in March, June, September, and December.

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Finance

Treasurer's RoleTreasurer's DocumentationBank AccountsFunds on Account

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Treasurer's Role

Finance

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

Receive and disburse funds as approved by the Board
Provide financial reports and make recommendations on the management of your section's finances
Reconcile all accounts and prepare the annual operating budget
Submit Annual Financial Statement by 1 June each year (Only required if the section has its own bank account)

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The template for the annual financial statement can be downloaded below. It is due by 1 June.You can also download a tax exemption certificate for vendors showing your tax exemption status.The Technical Section should also perform an annual audit of its financial records.

Treasurer's Documentation

Finance

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Annual Financial Statement Template

Bank Accounts

Finance

Technical Sections that do have their own bank accounts, enjoy more freedom than those who don’t. But, they receive less support from SPE.

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Cons

Must submit an annual financial statement.
Must appoint a Treasurer to manage the account.
Powered mainly by volunteers

Pros

You can hold events independent from an SPE conference or official event.
Can raise money for other purposes (sponsorships, scholarships, etc)
Fewer restrictions

For example, a Technical Section is holding an event at Rice University in December. Because it is not scheduled in conjunction with an SPE Conference, the section will need their own bank account to pay for any audio/video, catering, bar, etc. needed. SPE cannot pay those expenses.

Officers need to ensure when treasurers change, the account access is transferred to the incoming treasurer. The treasurer will manage both the section’s funds as well as any funds from SPE. Each year a financial statement must be submitted by sections with their own bank account.

Bank Accounts (cont.)

Finance

If a technical section wishes to have its own bank account, SPE can provide them a bank account with Wells Fargo. The monthly fees are low and provides the freedom to use your funds outside of SPE sponsored events.For more information see the links below and you can contact with any questions.

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Bank Account Monthly Fee Information

SPE Wells Fargo Bank Account Guidelines

technicalsections@spe.org

Click:technicalsections@spe.org

Funds on Account

Finance

Technical Sections choosing not to maintain a bank account have the option to keep funds on account with SPE. Funds may only be used to pay for expenses for SPE or technical section events or meetings.

Cons

Activities must be in conjunction with an SPE conference or an official techinal section event/meeting.

Vender invoices must be submitted to SPE staff for payement.
Not for scholarships, awards, etc.

Pros

SPE handles invoices for catering, bar, audio/video, etc. (submitted by the technical section)
No requirement for an annual financial statement
Requires staff guidance at every step

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Events and Activities

Planning an EventSponsorships SPEI Multimedia ProgramsSPE WebinarsVirtual Events Event Registration SPE Gaia ProgramOther Ways to Conribute

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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. Technical Sections should ensure they provide the right type of events for their global membership, while operating within SPE's policies. SPE's event naming policy is based on the type and scope of the event being planned. You can find more information on the

Home

INDEX

Ho me

SPE Events Policy and Procedures Manual

SPE Event Naming Policy

Technical Section

Programming Ideas Page

Official Logos and Letterhead

Events and Activities

When creating and marketing events, enure your are using official logos or letterhead. Contact the Technical Activities Manager at technicalsections@spe.org for logos or letterhead if you need them. Reference the policies on the use of the SPE name and logo and graphics standards below before using the files. This prevents for-profit organizations from benefitting from the SPE brand.

SPE Graphics Standards

Use of Logos and Letterhead

SPE Logo Usage FAQs

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Sponsorships

Events and Activities

SPE organizes a variety of events annually to bring together professionals from around the world to share technical information and enhance their skills. In-person, virtual, or on-demand, SPE events bring expertise to you anywhere in the world. Funding for these events partially comes from sponsorships from outside SPE.It is the responsibility of the technical sections to reach out to employers, companies, and other supporters to sponsor the costs for catering, bar, and other costs for their events. These are not paid for by SPE. SPE does provide an annual $5000 allowance only for Audio/Video costs for SPE events.

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Ho me

Sponsorship Policy

Sponsorship Packages

Sponsorship Policy Technical section events should be self-sufficient and budgeted to break even. Identification of potential sponsors and collection of funds is the responsibility of the technical section’s board. Each technical section will receive an allowance of up to $5,000 per fiscal year, for all expenses related to audio-visual requirements. The allowance will apply to any technical section board meeting and / or special event held in conjunction with an SPE conference [e.g. Annual Technical Conference and Exhibition (ATCE), Drilling Conference, etc.] If these costs exceed the $5,000 allotment, additional sponsorship may need to be obtained. Sponsors are required to sign a Sponsorship Agreement, which lists the benefits offered to the sponsoring company. If funds are not received within six (6) weeks of the event date, the event will be cancelled. For additional guidance, contact your staff liaison.

$500 Recognition/logo on the SPE Connect Technical Section website Recognition of sponsor during the reception and speaker’s presentation slide(s) Recognition/logo on the Announcement/Invitation to event to the Technical Section through Technical Section Email System $1000 Recognition/logo on the SPE Connect Technical Section website Recognition of sponsor during the reception and speaker’s presentation slide(s) Recognition/logo on the Announcement/Invitation to event to the Technical Section through Technical Section Email System Recognition of sponsor during the reception and speaker’s presentation slide(s) $1500 Recognition/logo on the SPE Connect Technical Section website Recognition of sponsor during the reception and speaker’s presentation slide(s) Recognition/logo on the Announcement/Invitation to event to the Technical Section through Technical Section Email System Recognition of sponsor during the reception and speaker’s presentation slide(s) Recognition of sponsor on signage with name and logo $2500 (ATCE) Two (2) complimentary tickets to the dinner Recognition/logo on the SPE Connect Technical Section website Recognition/Logo on the Event website Recognition of sponsor on signage with name and logo Recognition/logo on the Announcement/Invitation to event to the Technical Section through Technical Section Email System $5000 (ATCE) One (1) complimentary full conference registration Two (2) complimentary tickets to the dinner Recognition/logo on the SPE Connect Technical Section website Recognition/Logo on the Event website Recognition of sponsor on signage with name and logo Recognition/logo on the Announcement/Invitation to event to the Technical Section through Technical Section Email System Recognition of sponsor during the reception and speaker’s presentation slide(s) Permission to distribute promotional item to attendees

SPEI Multimedia Programs

Events and Activities

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SPE Energy Stream

SPEI Multimedia Programs (cont.)

Events and Activities

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View SPE Webinars

Events and Activities

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View SPE Techtalks

SPEI Multimedia Programs (cont.)

Events and Activities

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SPE Webinars

Events and Activities

SPE Foundation-sponsored webinars are live events that will also be available on-demand after the live event.Things to remember when scheduling a Webinar:

To schedule a webinar, contact the SPE Multimedia Programs staff for available dates.
Planning should begin two calendar quarters prior to the desired broadcast date.
When scheduling the broadcast date, have more than one date ready in case your first choice is not available.
Speakers must sign a webinar release form.

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View Upcoming and On-Demand Webinars

View the SPE Webinar Process Here

Note: The sooner we have the information, the better. The longer the registration link is online, the more time to promote the webinar.

SPE Webinars (cont.)

Events and Activities

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SPE Foundation-sponsored webinar process

Virtual Events

Events and Activities

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Virtual events using apps like Microsoft Teams or Zoom are an easy and inexpensive way to share technical knowledge and network with other members. Sections should ensure they are operating according to SPE's event policies while conducting virtual events.Technical sections should have their own Zoom or similar account. This allows them to schedule their own meetings and events to support their section. Learn more with the links on this page,

Virtual Events Guidelines

Virtual Events Speaker's Guide

SPE Virtual Programs Overview

Virtual Events (cont.)

Events and Activities

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SPE Foundation Webinars are recorded so they can be accessed by SPE members after the live event. Technical Sections can also hold their own webinars or other virtual events that can be recorded for future access as well. In order to do this and share the recording with SPE members, you must ensure the speaker(s) sign a release form allowing SPE to maintain the recording for that use. The release form can be downloaded

HERE.

Virtual Events (cont.)

Events and Activities

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Extend the Reach and Impact of Your Section’s High-Quality Video Content. Submit your videos for consideration on the

Topic must be relevant to SPE members.
Permissions from the speaker(s) to share the video with SPE International.
MP4 file format and should only contain the presentation. Other agenda items or discussions should be edited out.
Contact the Virtual Programs Staff to access the submittal form.
SPE will review the content to ensure it meets quality standards.
Once published, you are welcome to share the video/link.

SPE Energy Stream Website.

HERE

Click: nfamiglietti@spe.org

Event Registration

Events and Activities

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Each Technical Section has an event registration tool on their website. This allows Technical Sections to add events and manage their registrations. The following guidelines apply:Your Technical Section must have its own bank account If the event registration you are creating requires a fee or payment.If your Technical Section does not have its own bank account and uses funds on account with SPE, you may still use the following registration options:

Events with External Registration
RSVP Only – No Payment

Learn more by clicking below:

Registration Training Video

Download Registration Instructions

SPE Gaia Program

Events and Activities

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Sustainable Development Technical Section

Other Ways to Contribute

Events and Activities

The PetroBowl Competition is SPE's largest student competition. SPE Student Chapters from around the world participate in this quick-fire quiz covering a wide range of topics relevant to the E&P industry. Technical Section members can contribute by submitting questions for the PetroBowl competition. Questions can cover any SPE or Industry related topics, including historical, business, or technical topics.

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PetroBowl Questions Presentaion

PetroBowl Questions Guide & Examples

PetroBowl Webpage

Other Ways to Contribute (Cont.)

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. 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.

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Energy4me

Distinguished Lecturer

Volunteer Opportunities

Membership

Attracting New MembersEngaging and Retaining MembersRecognizing Members Renewing Membership

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Attracting New Members (Cont.)

Membership

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Other talking points:

Point out the benefits of interacting with industry professionals worldwide
Invite them to an upcoming Technical Section meeting or SPE event
Tell them about the convenience of the products and services that the Technical Section offers online

Talk about how your Technical Section has enhanced your own technical knowledge and helped you advance your career.Make it personal!

Attracting New Members (Cont.)

Membership

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DO...

Educate potential members about...

Assume others know what a Technical Section is
Assume others know what great things your Technical Section does
Assume everyone’s needs are the same.
Just give a list of benefits without sharing the value of the benefits

DO NOT...

The impact Technical Sections have on their members and the industry
The services, resources, and programs that best align with them
The diversity in demographics SPE supports
Career stages: looking for a job, just getting started in a job, advancement, professional development/training, retired

Attracting New Members (Cont.)

Membership

Useful Links

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Anyone who meets the professional membership requirements is eligible! Get creative! There are many other ways to find potential members:

In your own company - work with your HR

Non-member who attends your section meetings
Recent graduate from a university engineering program now working in the E&P industry
Local oil and gas industry events
Colleague who needs an answer to a technical challenge
Peer looking for career advancement

Remember, anyone working in the E&P industry, and is interested in the topic of your Technical Section, can become a member. In order to join, they only need to be an SPE member in good standing.

Select the hyperlinks below to learn more.

The Ins and Outs of SPE Membership
Professional membership requirements
Video: How to Join SPE

Attracting New Members (Cont.)

Membership

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Young Professional

Professional

Senior Professional

In Transition

Technical and professional development
Career advancement
Networking
Social events
Giving back to students

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

Giving back to the industry
Sharing knowledge
Staying current

Career assessment
Technical and professional development
Networking

Engaging and Retaining Members

Membership

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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. It is important to also highlight the benefits your Technical Section offers and to mention upcoming events.

2. Communication – send a personalized welcome to their first event and match them with an experienced member to greet them. Check in with new members several times during the first year to get feedback and use it to make improvements.

3. Mentoring – pair long-term members with new members.Long term members not only represent the relevance of being a member, 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. Use survey feedback to improve your activities.

You can schedule this in Informz. Best practice is to schedule for the 1st week of the month.

Engaging and Retaining Members (Cont.)

Membership

LINK

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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, but Technical Sections offer 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 your Technical Section's services, resources, and programs.

View their job classification in Membership Reports in advance of your conversation.Think about recent industry impacts and trends, and how their needs might have changed because of those.Ask them about the latest on-the-job problem they are trying to solve.Use feedback from members to make improvements in the Technial Section.

Engaging and Retaining Members (Cont.)

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 – Technical Section officers can promote TS activities through their personal social media accounts.

Use Technical Section Emails: new member welcome, unpaid reminders, important Technical Section news, etc.
Avoid boring subject lines. Catch the readers' attention. (It's okay to have a little fun!
Ensure you have clear calls-to-action. Provide easy instructions for what you want the reader to do such as register, RSVP, etc.

Technical Section Email System (Informz)

Engaging and Retaining Members (Cont.)

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LINK

Gives a quick, visual snapshot of membership, while rosters contain more details
Get to know your members by viewing pre-made charts and graphs
View current, monthly, and historical data
All data contained within the reports is updated daily.

Dashboard

Members Since column lists when members joined and may be used for recognition.
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.

Membership

Rosters

Engaging and Retaining Members (Cont.)

Membership

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Retention is the key element to a successful member organization.

Offer members value – highlight the benefits that sets your Technical Section apart from other technical groups
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

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

Engaging and Retaining Members (Cont.)

Membership

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Via email or phone. Send a reminder through the Technical Section email system.

Run a renewal campaign

It might seem obvious, but many members may to forget to renew for the upcoming year. Remind them!

Remind them to renew their SPE membership

The SPE membership year is January through December. When you renew your SPE membership, your membership in your Technical Sections is also automatically renewed.SPE also runs an extensive reenlistment campaign each year.SPE occasionally offers special promotions. Contact service@spe.org for more details.

Recurring critical dates and other annual expectations of TS Chairs: Membership Renewal Deadline – 31 December ATCE special session application deadline – approx. end of Jan Deadline for International Awards – 15 February Deadline for Regional Awards – 1 March Deadline for DL speaker nominations – 15 March ATCE special sessions selected – approx. end of March Annual Report and Financial Statements Submission – 1 June ATCE Committee Selection Completed - June Officer Position Nominations Due – 1 July ATCE special session speakers must be confirmed – approx. mid July Award Nominations open (regional and international) – 1 September ATCE - Sep-Oct ATCE Special Session Planning Begins for following year – Oct Officer reelection time frames: Conference/Month for Officer Rotation Define Positions to be Filled Call for Nominations Submit Nominations Runoffs if needed Drilling/March November December January February ATCE/October June July August September

Recognizing Members

Membership

EXAMPLES

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

International and Regional Awards

Consider recognizing your members for 5, 10, 25, and 50 years of SPE membership. Use the Members report in Membership Builder to view data.

Membership Milestones

SPE depends greatly on the talents of volunteers to accomplish the work of the Society, so it is worthwhile to recognize their efforts.

Volunteers

SPE Award Best Practices

Technical Section Awards Orientaton

In addition to a nomination and selection program, utilize the Members report in Membership Builder that contains tabs for SPEI award recipients, authors, and committee service. Members listed on these tabs are some of your most active. Consider recognizing them during a meeting or banquet with a certificate or locally produced award.

Here are a few ways to recognize your volunteers: - Provide certificates at the end of volunteer service - Mention during a meeting or in a newsletter - Feature on your Technical Section website

Recognizing Members (Cont.)

Membership

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SPE has a formal awards program, but it is also very easy to recognize members of your Technical Section for their support, contributions, and volunteerism at the Technical Section level. You can provide recognition to those deserving members by downloading and using one of the below templates.

All you need to do is download and update the names, information, logo, etc. It is a quick and easy way to to recognize members who are doing great things for your Technical Section.

Appreciation Letter Template

Volunteer Certificate Template

Renewing Membership

Membership

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The SPE membership year is January through December. When you renew your SPE membership, your membership in your Technical Sections is also automatically renewed.It is important for Technical Section Officers to ensure their SPE membership is current. If officers do not keep their SPE membership current:

It can affect your ability to carry out your responsibilities
Your status will be "Unpaid Member" in the SPE membership database
You will not have access to important Officer tools

Members in Transition (MiT)

Membership

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.

Dues Renewal Timeline

Membership

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 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 Technical Section timeline by selecting the link below.

This includes tactics such as:

Recurring critical dates and other annual expectations of TS Chairs: ATCE special session application deadline – approx. end of Jan Deadline for International Awards – 15 February Deadline for Regional Awards – 1 March Deadline for DL speaker nominations – 15 March ATCE special sessions selected – approx. end of March Annual Report and Financial Statements Submission – 1 June ATCE Committee Selection Completed - June Officer Position Nominations Due – 1 July ATCE special session speakers must be confirmed – approx. mid July Award Nominations open (regional and international) – 1 September ATCE - Sep-Oct ATCE Special Session Planning Begins for following year – Oct Membership Renewal Deadline – 31 December Officer reelection time frames: Conference/Month for Officer Rotation Define Positions to be Filled Call for Nominations Submit Nominations Runoffs if needed Drilling/March November December January February ATCE/October June July August September

Diversity & Inclusion

Membership

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.

Placeholder for future resources

Important Links

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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.

Volunteering (SPs)

Membership

Volunteering (YPs)

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Young Professionals (YPs) are members age 35 and younger looking 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.

Membership

About SPE: Who We Are

Membership

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The Society of Petroleum Engineers (SPE) is a not-for-profit professional association whose more than 140,600 members in 144 countries are engaged in oil and gas exploration and production. SPE is a key resource for technical knowledge providing opportunities to exchange information at in-person and online events and training courses, publications, and other resources. SPE maintains offices in Dallas, London, Dubai, Kuala Lumpur, Calgary, Moscow and Houston.

Technical Section Officer Resource Center_Chad

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