Whether you’re new to coordinating chapter events and study groups or need a refresher, these are the 1-2-3’s of chapter event planning. The full guidelines can be found in the Local Chapter Guide, but this is an easy-to-follow overview of the steps to take when planning your chapter’s activities.
Before starting this process, make sure your chapter is currently affiliated with the APA. If your chapter is past-due for reaffiliation, you won’t be able to access online forms and your chapter won’t be eligible for support from the APA or RCHs. Click here to reaffiliate your chapter.
1. Register the Event
Visit the APA website to register your chapter event or study group with Chapter Relations. Chapters must register all One-Day Events, Statewide/Regional Meetings, and Study Groups at least 45 days before the event to comply with the APA’s guidelines, though it is recommended to register conference events as soon as the venue is booked. The APA provides chapters with various support for registered events, including free advertising, publications, and handouts. Once registered, these events will show on your chapter’s profile page and in the listing of chapter events and study groups.
These events and study groups must be registered prior to requesting APA Speakers or RCHs. If you have questions about registering your event, contact Chapter Relations.
2. Request a Speaker
Next, if you’d like to have a National Speakers Bureau Member or APA Representative speak at your event, fill out the Speaker Request form online. You will need to select the event from a dropdown list of upcoming events registered by your chapter. This form should also be submitted at least 45 days before the event.
Chapter one-day events and multi-day educational seminars have a limit of one APA arranged speaker while study groups have a limit of two APA-arranged speakers. For both one-day events and study groups, the chapter assumes responsibility for any fees pertaining to the speaker. This includes the speaker’s fee as well as any travel and incidental expenses. In most cases, a deposit will be required to confirm the speaker(s).
Statewide/regional meetings may have a limit of two APA-arranged speakers. However, unlike one-day events or study groups, for a statewide or regional meeting, the first APA-arranged speaker fee is paid for by the APA. If two speakers are requested, the chapter(s) must pay the speaker fee for the additional APA-arranged speaker as well as any travel and incidental expenses accrued for both speakers. In most cases, a deposit will be required to confirm the speaker(s).
If you have questions about requesting a speaker, contact Speaker Administration.
3. Request RCHs
Lastly, fill out the APA Local Chapter RCH Program Application and submit to RCHChapter@americanpayroll.org to request RCHs for your study group or event. Submit this form at least 45 days before the event to ensure enough time for review and approval. For detailed instructions on how to fill out the RCH application, see the Chapter RCH Guide.
If you have questions about requesting RCHs, contact APA’s Certification department.
All guides and forms mentioned in this post can be found on the Grow Your Chapter page of the APA website.
We look forward to another wonderful season of Study Groups, Statewides, and Regional Conferences!
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