WORKSHOP PROCEDURES
The Association has determined that one-day workshops should be self sustaining and produce atleast 15% revenue over expenditures total. Multi-day workshops (not including the AnnualConference) should be self sustaining and produce at least 25% revenue over expenditures total. A realistic budget should be developed whereby registration and other funds generated for the workshop should be sufficient to pay all expenses. When workshop receipts fail to meet expenses, the workshop chairperson must request the Association revise the workshop budget to include sufficient funds to meet all expenses.
The Association office is available to assist in planning, organizing, publicizing and scheduling Association sponsored workshops.
Each workshop should have budgeted item for each expenditure. Only approved budget items will be paid by the Association. This will be done upon receipt of invoices or statement. NCRPA Executive Director will serve as business manager for all workshops.
A chairperson will be appointed for each workshop and will be responsible for the registration, planning, publicizing, operation and reporting of the workshops.
Registration fees and other money coming to the Association should be by check or money order.
All guarantees should be based on registrations received 48 hours prior to the workshop.
Fee schedule should be set to include all expenses. Guests should not be required to pay a registration, but their expense should be included in the operating expense for the workshop. Guest lists should be approved by the Workshop Committee at their planning meeting. All NCRPA members and others who are not included as guests should register and pay fees. Registration fees for non-members should be greater than for members.
Speakers who are members of the Association should not be paid travel or an honorarium.
Written requests for refunds of registration should be received 5 days prior to scheduled starting time for the workshop for entire registration to be refunded. Written requests for refunds received after the 5 day deadline and prior to 48 hours in advance of event will be subject to a refund less 15%. Written requests after the 48 hour deadline and up to scheduled starting time of event will be subject to a refund less 50%.
Workshop registration and other money received by workshop chairperson or the registrar will be receipted using receipt book supplied by the Association. All workshop expenses should be paid by Association check. In the event expenses are paid using personal funds, the individual must submit receipt verifying amount along with request for paying other workshop expenditures.
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Workshop Procedures
Page 02
Workshop chairperson is responsible for making report to the Association on forms supplied by the Association.
Workshop dates should be selected 90 days in advance and given to the Association office, Section/Region/Committee Chairperson and the Editor(s) of the NCRPA News.
Requests for dates, information and registration forms to be included in the NCRPA News must be received by the copy due date provided by the Editor(s).
Mailings by the Association should be received 10 days in advance of the mailing deadline. Mailing costs should be budgeted item.
REGISTRATION:
Workshop chairperson or representative serves as registration chairperson.
1. Receive registration
2. Give receipts
3. Account for fees
a. Send all fees to Association office
4. Present invoices for payment
5. Make workshop attendance and financial report