• WASHINGTON, DC • BRUSSELS • TOKYO •
RAPS Chapter Annual Planning Template
Chapters are vital resources within RAPS that provide educational programming, networking, leadership
development and a sense of community among regulatory and related professionals at the local level. In order to execute chapter programming from a strategic perspective, chapter leaders are required to develop and submit annual plans to coordinate activities and support from RAPS Headquarters. These plans should include activities broken down into the following categories:
Educational Programming Membership Outreach
Chapter Executive Committee Roster
While the success of chapters requires ongoing communication between chapter volunteers and RAPS
Headquarters, it is necessary to begin the planning process well in advance for RAPS staff to identify resources and other requirements to support chapter activities as part of the overall RAPS operational planning and budget process. Each chapter is required to complete and submit to Headquarters an Annual Planning Template for the following year by 8 September. The following documents have been developed to provide a tool for developing chapter plans that reflect the RAPS mission and strategic core. It also provides the framework for successful implementation of chapter activities throughout the year.
Educational Programming Plans
This section of the RAPS Chapter Annual Planning Template is where the chapter should identify the anticipated number of educational programs throughout the upcoming year, along with any additional information available. RAPS Chapters are required to conduct a minimum of two education programs with a minimum of thirty
registrants each year. While RAPS understands that these programs may not be confirmed at this time, the more information that can be provided, the easier it will be for RAPS staff to coordinate the required support for each event. Headquarters will exhibit flexibility as it relates to chapter plans; however it is necessary for the chapter to inform Headquarters of any revisions to the plan so that appropriate resources can be reallocated accordingly. When completing the template, please include both content and logistical information, including:
• Event Coordinator’s Contact Information • Program Topic and Title
• Target Date & Alternative Dates • Potential Speaker(s)
• Desired Facility and a Backup
• Number of Complimentary Volunteer and Speaker Registrations
• Target Audience (Early-to-mid level, Director level, and/or Senior level Professionals) • Expected Attendance
• Collateral Materials required • Budget (revenue and expenses)
The more information provided at this early stage, the better, as this allows RAPS staff to identify ways in which chapter activities can become more integrated into the annual activities of the organization as a whole.
Membership Outreach, Recruitment and Retention Plans
RAPS Headquarters requires the inclusion of at least one activity to focus on membership outreach. Some activities that chapters have used in the past include:
• A recruitment email from chapter leaders to non-members in the chapter. RAPS Staff can work with your volunteers to develop the message and execute the distribution.
• A Networking Reception that does not include an educational presentation. These types of programs do not have a formal speaker presentation, but are coordinated to provide an informal forum for local regulatory professionals to interact with one another. Headquarters will provide a variety of membership information for onsite distribution.
• Discounts on RAPS membership for new memberships. Headquarters can provide special membership applications that waive the $25 application fee. Chapter volunteers can work with RAPS staff to identify appropriate programs and/or campaigns to offer these discounts.
Chapter Executive Committee Roster
As with any volunteer board and/or committee, it is necessary to have a process in place for identifying new, up and coming leaders. As such, Chapter Annual Plans should include the names and terms for members of the Executive Committee. To ensure the inclusion of fresh perspective and to provide opportunities to engage new volunteers, RAPS will be requiring adherence to two year term limits. Therefore, we ask each chapter to identify committee assignments for the upcoming year, as well as to develop a succession plan for recruiting new volunteers to serve in future positions. The Chapter Committee Roster should be completed and submitted along with annual plans and the two-year term for each committee position. If certain positions have yet to be filled, please leave that area blank so that RAPS staff can work with you to fill them immediately.
• WASHINGTON, DC • BRUSSELS • TOKYO •
CHAPTER EXECUTIVE COMMITTEE
Position Name Term Date(s)
Chair Vice Chair Secretary/Coordinator Program Chair Membership Chair POSITION DESCRIPTIONS Chapter Chair (Required)
¾ Presides at all chapter events and committee meetings.
¾ Attends Chapter Leadership Forum at RAPS Annual Conference. ¾ Prepares, with other committee members, the annual plan of work.
¾ Recruits appropriate volunteers, when necessary, for vacant chapter committee roles.
¾ Identifies and overseas the selection of appropriate and qualified speakers for educational events. ¾ Oversees, with RAPS staff, final logistical arrangements.
¾ Provides RAPS staff with program description, speaker biographies and agenda at least 8 weeks in advance of proposed program date.
¾ Work with RAPS staff to create an evaluation process (printed or online) to document program effectiveness and identify areas for improvement.
¾ Write thank-you notes to speakers.
¾ Signs Memorandum of Understanding between the chapter and RAPS Headquarters. Chapter Vice Chair (Required)
¾ Fulfills the duties of the Chair in his/her absence and assist chair with duties as assigned Secretary/Coordinator (Required)
¾ Works with chapter chair & vice chair to prepare and distribute agenda for all chapter committee meetings.
¾ Accurately records minutes of chapter committee meetings and submits to RAPS staff. ¾ Maintains all chapter records and transfers chapter records at the end of term.
Program Chair (Optional)
¾ Responsible for working with appropriate committee members to review available survey results and identify relevant topics.
¾ Works with all committee members to identify appropriate topics for upcoming year. ¾ Woks with appropriate committee members to identify and recruit potential speakers. Membership Chair (Optional)
¾ Interacts with participants at chapter events, particularly nonmembers, stressing the importance of RAPS membership.
RAPS Chapter:
EDUCATIONAL PROGRAM ACTIVITIES Program #1
Program Topic and/or Title: Date & Alternate Dates: Potential Speaker(s):
Desired Facility and a Backup:
Event Coordinators Contact Information: Expected Attendance:
Number of Complimentary Volunteer and Speaker Registrations:
Target Audience (Early-to-mid level, Director-level, and/or Senior-level Professionals): Collateral Materials required:
Budget (revenue and expenses): Program #2
Program Topic and/or Title: Date & Alternate Dates: Potential Speaker(s):
Desired Facility and a Backup:
Event Coordinators Contact Information: Expected Attendance:
Number of Complimentary Volunteer and Speaker Registrations:
Target Audience (Early-to-mid level, Director level, and/or Senior level Professionals) Collateral Materials required:
Budget (revenue and expenses): Program #3
Program Topic and/or Title: Date & Alternate Dates: Potential Speaker(s):
Desired Facility and a Backup:
Event Coordinators Contact Information: Expected Attendance:
Number of Complimentary Volunteer and Speaker Registrations:
Target Audience (Early-to-mid level, Director level, and/or Senior level Professionals): Collateral Materials required:
MEMBERSHIP OUTREACH ACTIVITIES
Date(s) Activity Required Resources (incl. funds)
1. TBD 2. TBD 3. TBD 4. TBD
