Newsletters & Information > Standard Operation Procedures
Standard Operation Procedures

Jun 11, 2005

Montford Point Marine Association
National Convention

Standard Operation Procedures
Effective Year – 2005

Kenneth Rollock, Convention Director

Montford Point Marine Association

Standard Operation Procedures

Table of Contents
                                          Page
National Convention Bid . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .    A1
Convention Planning Requirements . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . .    B1
Legal Relationship . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   1
Convention Planning . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . .    1
Convention Site Selection . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .   1
Advertisements . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .   1
Financial Planning . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . .    1
Convention Site/Hotel    . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .    2
Administration . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   2
Scheduled Meetings . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . .
   3
Banking of Convention Funds . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . .    3
Convention Registration . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .    3
Special Events    . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . .    3
Presidents Reception . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . .    3
National Queens Contest & Coronation . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .    3
Fashion Show/Luncheon . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . .    4
50/50 Raffle Selling . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
   4
Banquet . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.   4
Banquet Seating . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . .    4
Protocol Officer/Sergeant-At-Arms . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . .    5
Host Chapter Additional Events . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . .   5
Host Chapter Final Report . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . .   5
Authorized Program Changes    . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . .    5



             HOST CHAPTER REGULATIONS

                Section II

Banquet Sales . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . .    .
.   6
Funds Allocations . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .   6
Accounting    . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.   6
Banking Accountability . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . .    . .   6
Convention Evaluation   . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . .    8
Vender Inserts . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.   12

SECTION OF BY-LAWS

Section 9: Bids for National Convention

Any Chapter may make formal written bid for a National
Convention provided that such bid is completed in detail as
outlined below. The written bid must be in the hands of
the National Convention Committee no later than July 1 of
the year that consideration of the National Convention
Committee is desired. All formal written bids must include
the following minimum requirements:

(a) A written resolution must be prepared inviting the
Montford Pont
Marine Association to hold its National Convention in their
city no less than two (2) years after the dated of
consideration. The resolution must assure that if their
bid is accepted, the Chapter will submit itself to the
control, supervision, direction and guidance of the
National Convention Committee and will cooperate in every
way, making no contracts or agreements of any nature with
anyone without the prior approval of the National
Convention Committee. All monies which are the property of
the National Montford Point Marine Association in their
city will be turned over the National Financial Secretary
no later than the conclusion of the National Convention.

(b) Written detail of all entertainment activities with
cost of each event and estimated cost of activities ticket.

(c) Assurance of reasonable availability of chauffeured
vehicles for
transportation of distinguished guests to and from normal
transport terminals.

(d) Assurance of a convenient Headquarters Command Post
and Informational Center.

(e) Letters over the signatures of the host city Mayor
or City Manager and
the Executive Officer of the Chamber of Commerce Convention
Committee inviting
the Montford Point Marine Association to their city and
assuring their full
cooperation.

(f) Assurance form City Authority and/or Hotel/Motel
management of adequate
parking space WITHOUT TICKETING.

(g) Letter from proposed host city Hotel-Motel
Association or individual
Hotel-Motel Managers detailing accommodations available and
assurance of full
cooperation as follows:

(1) Adequate and acceptable GRATIS hall to accommodate
Joint Opening
session, GRATIS meeting rooms for Montford Point Marine
Association, Auxiliary, Memorial Service, Banquet (with
dancing), and Committee Conference rooms.

(2) Adequate accessible registration space free of
interference by other organizations for full period of
Registration:

(3) GRATIS Suites for National president, National
Vice-President, Convention Director, Host Chapter
President, and “rooms” for (2) distinguished guest.

(4) Total available rooms with Convention rates,
both single and double.

(5) Choices of special luncheons, dinner’s and
banquet with convention prices.

(h) Assurance to the Chapters of such other reasonable
assistance as is deemed advisable and necessary by National
Convention committee.

(i) Convention hotels must be wheelchair accessible,
and be eligible to display the international wheelchair
symbol:
                     
A1
(1) That all public facilities (restaurants, bars,
cocktail lounges, nightclub’s restrooms, etc.) be
wheelchair accessible)

(2) At least five percent (5%) of all hotel rooms be
wheelchair accessible.

(3) That the above conditions apply to all Montford
Point Marine Association meetings.

(j) All Bid requirements submitted and considered as
Future Convention sites will be turned over the Convention
planning Committee director for direct contact with and
Assessment of Hotel Site selection, Negotiations will be
made with the local host chapter representation involved
the Decision Making Process.

A1         

Montford Point Marine Association, Inc.

List of Convention Planning Requirements

Host Chapter Convention Chair, Committee Members and
national Convention Director shall have cooperative
jurisdiction for all hotel business.

It is required to establish a Master List with the hotel,
as to what can be charged to the Montford Point Marines
Association, Inc. This must be a consensus of Host Chapter
Convention Chair and The National Convention Director.

Once hotel is established, and members are mailed all
pertinent information i.e. dates, time frame of hotel
registration, and pricing; a By-weekly list of confirm
hotel registrants should be faxed to Convention Director.

Convention Badges shall be prepared and issued to all
Convention registrants on opening date of convention.
Also, provisions should be made at convention site, to make
badges on site for late registrants.

Protocol Officer, Host Chapter Committee and Convention
Director shall have on hand a edited copy of Banquet
Program prior to night of Banquet.

Banquet program timing, i.e. allotted time for speakers,
presentations, and memorial should be adhered by all
participates. Presenters should be made aware of their
time prior to night of Banquet.

Convention Director shall be given a list of Dais Guest,
regarding Gratis meals.

Ladies Auxiliary Deputy Convention Directors shall be given
a list of Fashion Show/Luncheon participants who will be
receiving Gratis Meals.

Ladies Auxiliary Deputy Convention Directors shall be made
aware of any associated cost regarding Fashion
Show/Luncheon.

B1

MPMA NATIONAL CONVENTION

STANDARD OPERATION PROCEDURES

LEGAL RELATIONSHIP:

Conventions are the legal responsibility of the National
Association.
The Host Chapter is an Agent of the National Association
I donot know what this should be

CONVENTION PLANNING REQUIREMENTS:

The Convention Director is responsible to the National
President and the Executive Council for Convention
Planning.
The Convention Director and his/her staff must work in
close coordination with the Host Chapter Coordinator.
Before Convention Plans are finalized the National
President must sign them off.

CONVENTION SITE SELECTION:

Chapters wishing to host the National Convention must
submit a bid to the Executive Council setting forth their
proposal in writing.
Convention Sites will be selected annually, tow years in
advance by Delegate Votes.

ADVERTISEMENT:

Establish Host Chapter Convention Headquarters and
telephonic communications.
Open a communication line with your cities Convention
Bureau.
Touch base with your cities Media, Newspapers, Television
and Radio Stations.
Place MPMA Convention information on the local Public
Service Announcements, on the free Television Station
Programs. Television Stations are required to provide this
service by the Federal Communications Commission.
Search out corporations for Ads and in kind gift packages
for distribution to Convention attendees
In coordination with MPMA National Headquarters, place
appropriate information on the Internet.
Where the convention is being held in close proximity to a
Military Base touch base with the Base Adjutant, informing
the command of the convention and how we can solicit their
support and participation.

FINANCIAL PLANNING:

National Convention Director, National Finance Chairman
will coordinate with the host Chapter and develop a working
estimated budget and spending plan for the convention.




1
The National Finance Committee Chairman shall present a
proposed convention budget at the Association Spring
Council Meeting.
The National Finance Committee is responsible for the
security and accounting for all Banquet tickets at the
convention.

CONVENTIONAL SITE/HOTEL:

Prior to the signing of any contracts or agreements, Host
Chapter and Convention Director shall meet with hotel
management to discuss cost, accommodations and any other
associated fringes. The following items shall be discussed
in detail.

Obtain from hotel ‘registration package’. Mail these
materials to the MPMA Membership along with the MPMA
convention package.
Obtain from the hotel the number of rooms that must be
booked in order to receive Complementary Suites or upgraded
rooms.

Complementary Rooms shall be up-graded to Suites if
necessary. Complementary Rooms or Suites shall be assigned
in the following order.

National President MPMA
National Vice President
Host Chapter President
National Convention Director
(2) Distinguish Quests

The invitation to the Convention Military Guest of Honor
and the Key Note Speaker is the responsibility of National,
with recommendations from the Host Chapter.
The Host Chapter is responsible for inviting local
dignitaries.
Whenever possible, a local Media Personality should be
invited to be the Master of Ceremony. When this is not
possible, the Master of Ceremony will be assigned in
coordination with National and the Host Chapter.
Designated rooms for all affairs that will be held in the
hotel rooms.
Have the hotel breakdown cost for each scheduled affair.
Designate all meeting rooms needed for MPMA and the Ladies
Auxiliary.
Develop a logistic list for each meeting room and insure
that microphones are placed in all meeting rooms.
Ensure that bulletins are placed outside of each meeting
room, stating name of meeting and time.

ADMINISTRATION:

Establish Convention Administration Office at the hotel.
MPMA National Property will be stored at this location.
Set up MPMA information bulletin board
Develop Internal Host Chapter Mobil Communication System.



Establish and staff the Convention Registration Desk.
Credentials Committee Chairman should establish a desk to
accept Authorized convention delegates credentials and to
issue Delegate Badges.
Publishing the Convention Journal is the responsibility of
National.
Publishing the Banquet Announcement is the responsibility
of the Host Chapter.
Decorating the Banquet Hall is a joint responsibility of
National and the Host Chapter.

SCHEDULE MEETINGS:

   All National Meetings will normally be scheduled to be
held from 8 am – 12 Noon. The timing of Committee Meetings
shall be at the discretion of the Committee Chairs.

BANKING OF CONVENTION FUNDS:

Host Chapter shall open an interim Bank account, at a bank
of their choice, for deposits and withdrawals of convention
debits and credits. At the close of convention, this
account shall be closed. A copy of all statements from the
bank and receipts for debits shall be included with your
convention report, to the National Treasure and or the
National Financial Secretary.
All Convention Staff and Host Chapter Coordinating
Convention Staff assigned or authorized to handle funds
will be temporary Bonded, if not covered under the
Associations insurance.

CONVENTION REGISTRATION (MPMA/LADIES AUXILLARY):

All proceeds from MPMA Registrations received are credited
to National MPMA
All Proceeds from Ladies Auxiliary Registrations are
credited to National Ladies Auxiliary

                  SPECIAL EVENTS

PRESIDENTS RECEPTION:

The President’s Reception shall be held on the Opening Day
of the National Convention. All Net proceeds, form this
event, is to be distributed to the National Financial
Secretary or the National Treasurer.

NATIONAL QUEENS CONTEST AND CORONATION:

The National Queens Contest and Coronation is an event
sponsored by MPMA.
The Queen Contest is a self-funded event under the Office
of the Special Project Officer. All net profits of this
event shall be turned in tot the National Financial
Secretary or the National Treasurer.
The Ladies Auxiliary is responsible for aiding the
participants and assisting in the running of the Queen
Contest and Coronation.



FASHION SHOW/LUNCHEON:

The Fashion Show/Luncheon is an event sponsored by the
National Ladies Auxiliary.
Funding for this event is the responsibility of the Ladies
Auxiliary. The Host Chapter shall receive seed mony (if
necessary) to start the planning of this attire.
The Net proceeds from this event will be disbursed by the
National Treasurer to the Ladies Auxiliary Financial
Secretary.

50/50 RAFFLE SELLING:

The selling of 50/50 Raffles event is sponsored by the
National Ladies Auxiliary. All Net proceeds form this
event is to be disbursed to the National Ladies Auxiliary
Financial Secretary for the National Ladies Auxiliary
Treasurer.

BANQUET:

The National MPMA sponsors this event. All Net proceeds
shall be disbursed to the MPMA National Financial
Secretary.
Incentive Sharing Program: If the Host Chapter sells two
hundred tickets they shall receive forty (40%) percent of
the Net profits of the banquet. This applies to the
profits of the banquet only.

BANQUET SEATING:

The Host caterere will ensure the Banquet seating chart is
available of the first day of the convention.
National seating Chapter list must be submitted by 1200
noon the Friday of Convention.
The following individuals shall assemble in a special room
designated by the Convention Director one (1) hour prior to
the event.

Dais Guest – Executive Council Members - Ladies Auxiliary
Officials
Honored Guest Convention Director – Convention Deputies –
Host Chapter President
Convention Coordinator
Others as designated by the Convention Director

Banquet Program should be reviewed by the National
President, Convention Director and Host Chapter
Coordinator. Speaking time frames shall be established for
each speaker and for each program event.

    Program Event                     Minutes Allocated
    Introduction of Dais Guest               ______________      
    Military Ceremony                  ______________
    Welcome Address                  ______________
    Memorial                        ______________
    Presentations                     ______________
    Key Note Speaker                  ______________

               
PROTOCOL OFFICER/SERGEANT-AT-ARMS:

Dais guest should assemble outside of banquet hall at least
15 minutes prior to start of affair. Protocol Officer will
announce names, and guest will enter hall and be seated.
Dais guest name cards must be placed on dais for proper
seating.

               
HOST CHAPTER ADDITIONAL EVENTS:

Any additional Afternoon or evening event sponsored by the
Host Chapter shall be the sole responsibility of the Host
Chapter. All funding of such event shall be the sole
responsibility of the Host Chapter. All Net proceeds shall
be disbursed to the Host Chapter. The host should
coordinate visibility and media exposure with the national
past rel officer.

HOST CHAPTER FINAL REPORT:

All reports and collated documents will be submitted to the
National Financial Secretary (with copy of the letters to
the convention director within thirty (30) days of the
closing of the convention.
Request for extension of final reports will be submitted to
the National Convention Director within fifteen (15) days
of the report owe date. The extension will normally not
exceed 10 days.

AUTHORIZED PROGRAM CHANGES:

Approved Convention Policies and/or program changes must be
presented and approved by the National President,
Convention Director and the Host Chapter Convention
Coordinator.

                        5
            MPMA NATIONAL CONVENTION

               Financial Breakdown of                            Convention Revenue


Special Events            MPMA Host Chapter      All NET receipts form
this
affair is distributed to Host Chapter

Queens Contest         MPMA NATIONAL      ALL receipt form this
affair
Is distributed to National. Any associated cost of the
Queens Contest is the
Responsibility of The Special Project Officers.

Fashion Show         MPMA Nat’l Ladies      The Host Chapter shall
Receive Seed money (if requested), to start the planning of
this affair.

All expenses for the Fashion Show/Luncheon shall be
submitted to the Host Chapter Financial Secretary.

The distribution will be based on the amount of Income form
the Fashion Show/Luncheon after all final expenses have
been finalized.

Raffle Selling         NAT’L Ladies Aux      All receipts from this
selling                              is distributed to National
                              Ladies Auxiliary

Banquet            MPMA NAT’L &      Host Chapter will share the B
               Host Chapter         Banquet Revenue only if the
                              Chapter sells two hundred or
                              More tickets.

                              Should two hundred or more
                              Tickets are sold by Host
                              Chapter, the Revenue will be
                     Divided as: 60% to National
                     and 40% to Host Chapter. If
                     the Host Chapter does not
                     
6

sell two hundred tickets, all
                     proceeds from the Banquet
will distributed to MPMA National Treasury.

Seating            MPMA NAT’L &      It is a great plan to have your
                Host Chapter         SEATING PLAN available
                              When the registration began.
                              This will afford Chapters or
                              Any other groups that desire
                              To seat together. It would
                              Also elevate problems of
                              Seating on the night of the
                              Convention.

               MPMA NAT’l &         VIP seating should be given
               Host Chapter         to Host Chapter the morning
                              Of the Banquet or even
                              Earlier.

               MPMA NAT’L &      National Presidential Dais
               Host Chapter         Guest should be given to
                              Host Chapter the morning
                              Or even earlier.                  7

         MPMA NATIONAL CONVENTION

            CONVENTION EVALUATION


Host Chapter:
_____________________________________________
City: __________________________________State:
_____________
Date of Convention:
________________________________________
Chapter President:
__________________________________________
Convention Coordinator:
_____________________________________

As Host of the MPMA National Convention, please give an
overall evaluation of your experiences. Rate each item
form 1-5 with 5 being the highest rating:
                                       Circle One
Was the National MPMA SOP helpful to you in your
conventional
Planning?                                    1 2 3 4 5

Did you receive a timely response form the MPMA
membership?         1 2 3 4 5

How helpful was the Convention Director and his staff?            1
2 3 4 5

Did your receive an up-to-date MPMA membership Roster?         1
2 3 4 5

Was the SOP’s followed by National President & the
Convention   
Director?                                    1 2 3 4 5

Was program timing sufficient?                        1 2 3 4 5

Did speaker/presenters comply to their timing?                  1 2 3 4


Did the hotel comply with all of your request?                  1 2 3 4


Was Financial commitment’s a problem?                     1 2 3 4 5

As Host Chapter, how would you rate the overall
conventions?         1 2 3 4 5

Would you advise another Chapter to bid for the
convention?         1 2 3 4 5

Please write in any other information that you feel would
up-grade the National MPMA Convention.

8

 JAMES E STEWART JR PRESIDENT

JOHN TILLMAN VICE PRESIDENT

Historical advisor Byron Stewart PhD

 

5708 CHRIS MAR AVE
CLINTON MARYLAND, 20735
240-535-5580
oklamarine@aol.com
 
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