SPE Events Policy And Procedures Manual
SPE Events Policy andProcedures Manual1
ContentsSPE Event Policies . 51.0 Introduction . 51.1 Use of SPE Imprimatur . 61.2 Purposes of Events . 61.3 Objectives of Events Policy. 61.4 Underlying Principles to the Policy. 71.5 Procedures, Training, and Evaluation. 71.6 Volunteerism . 72.0 Definitions . 82.1 SPE Event . 82.2 Annual Event . 82.3 Conference . 82.4 Forum . 82.5 Summit . 82.6 Symposium . 92.7 Training Course . 92.8 Workshop . 92.9 Regional Event . 102.10 Section Event . 102.11 Joint Event . 112.12 Co-Located Event . 113.0 Administration of SPE Events . 113.1 SPE Events . 113.2 Joint Conferences/Symposia . 153.3 Co-Located Events . 164.0 Administration of Exhibits . 175.0 Financial Policy . 18SPE International Events - Guidelines for Planning . 19Administration . 19General Chairperson . 19Technical Program Committee. 192
Steering/Advisory/Executive Committee . 20SPE Regional Events- Guidelines for Planning . 21Administration . 21Events Research Services . 21Committee Overview . 21General Chairperson . 22Technical Program Lead . 23Structure. 23Program Chairperson . 23Responsibilities. 23Program Committee Members . 23Responsibilities. 23Process . 24Paper Proposal Solicitation . 24Development of Technical Program. 24Program Selection . 24“No Paper, No Podium” Policy . 25Proceedings . 25Costs . 25Copyright . 25Session Chairpersons . 25Responsibilities. 26Advance Meeting of Session Chairpersons . 26Miscellaneous . 27Logistics Lead . 27Finances. 27Exhibits/Sponsorships Lead . 27Finance Lead . 28Budget . 28Registration/Housing Lead . 28Membership Lead . 29Marketing/Public Relations Lead . 29Marketing Plan . 293
Attendee promotional plan . 30Exhibitor promotional plan . 30On-site promotional plan . 30Training Course Lead . 30SPE Policy . 30Appendix A – Event Definitions . 31Conference . 31Forum . 31Summit . 31Symposium . 31Training Course . 32Workshop . 32Appendix B – Related SPE Policies and Procedures. 33Guidelines for Members . 33Publication Guidelines . 33Logo Usage Guidelines . 33SPE Event Cancellation Guidelines . 34Exhibitions Fee Refund Policy . 34Attendee Registration Refund Policy . 34General Guidelines . 34How SPE Uses Member Information . 34Matters Involving Prices and Terms of Competition . 34Matters Affecting Participation. 35Suggestion of Standards. 35Fairness of SPE Activities. 35Public Interface/Political . 354
SPE Event Policies1.0 Introduction1The Society of Petroleum Engineers (SPE) is a global organization that promotes technology dissemination inthe upstream oil and gas industry. Events and publications are the main SPE activities through which technologyis disseminated. The SPE Board of Directors (Board) is committed to producing quality products for itsmembers, at reasonable cost, while maintaining financial stability within the organization and providing forcontinued growth of programs and services. Financial stability is a multifaceted term that has componentsinvolving income, expenses, and liability issues, as well as protecting the tax-exempt, not-for-profit status ofSPE. When issues involving technology dissemination and financial stability are combined, one of the mostimportant functions is planning and conducting consistent quality events. To assure that SPE maintains quality,the SPE Board has adopted this policy governing the planning, conduct, and evaluation of any event where theSPE imprimatur (the SPE name and/or logo) is used or where SPE is otherwise associated, either directly orindirectly.All SPE sections, regions, events, funds, contracts, and commitments are ultimately the responsibility of SPE.As such, SPE shall maintain reasonable control over the affairs that affect all of its members. In addition, SPEprovides many non-revenue-generating services to its members. Revenue from SPE and joint events, plusrevenue from exhibitions, provides almost 70% of SPE’s revenue.SPE is registered in many countries around the world. The separate legal entity under which the globaloperations are legally and financially consolidated is the Society of Petroleum Engineers (SPE) Stichting a Dutchfoundation. Collectively the organization is SPE. However for clarity, this document will refer to the employeesof SPE in the various SPE offices as SPE Staff.Section 1.0 of this Policy applies to all SPE events as defined in Section 2.0, Sections 3.0, 4.0, and 5.0 ofthis policy were written to allow for consistent administration of all SPE events. The details in Sections3.0, 4.0, and 5.0 of this policy do not apply to section events. However local sections may use these policiesas a guide.SPE is an organization with worldwide operations. The SPE Board is the Society’s governing body and hasa fiduciary responsibility to generate revenue to support member programs that do not generate revenueand to manage costs so that SPE remains financially stable. The revenue for SPE is derived from thefollowing sources:Revenue Source Approximate Percentage*Events70%Member Programs9%Publications9%Training Courses5%SPE.org/One Petro5%Retail Sales2%*Per SPE 2014 Annual Report5
Publication expenses normally offset the revenue generated from publications. The main sources of revenueto fund the worldwide operations of SPE are events and member programs (dues). Revenue at a section levelis sourced generally from events and fund raising activities. SPE shall maintain an Event Policy that is fair, clear,and easy to administer and that will support generation of the revenue required for funding the worldwideoperations of SPE.1.1 Use of SPE ImprimaturSubstantial value and credibility is added to any event whenever the SPE imprimatur (the SPE name and/orlogo) is used. The value and credibility of the SPE imprimatur has developed as a result of the unselfish effortsof thousands of volunteers over the past decades. As such, the Board has adopted this Event Policy to be certainthat all SPE events are conducted to the standards set forth in this policy. The SPE imprimatur also has afinancial worth and carries certain liability constraints. No member, section, or region is authorized to use theSPE imprimatur without following the guidelines in this Event Policy and in the Event Procedures Manual.1.2 Purposes of EventsThe members of SPE have multiple purposes and expectations when they are planning SPE events. Some ofthese purposes are as follows: Exchange information regarding technology and share expertisePromote volunteerismOffer related training courses in conjunction with the event and provide CEU’s for members andnonmembersPromote young professionals involvement and membership retentionProvide professional development opportunitiesGenerate income for SPE’s worldwide operationsGenerate income for regional/section activitiesOffer networking opportunitiesMarket industry products and services at exhibitionsIncrease SPE membership.Involved members shall determine the purposes for each event and plan the event to fulfill the statedpurposes.1.3 Objectives of Events PolicyThe Events Policy has been adopted by the Board to ensure that all SPE events are conducted: With the highest possible level of quality and professionalismWith well-defined technical and financial goalsIn a manner that minimizes SPE liabilityIn a manner that protects the status of SPE as a tax exempt, not-for-profit organization, whereapplicableIn a manner that efficiently uses SPE resources in an orderly, consistent manner throughout the globalorganization, so that conflicts with other events and programs can be minimized and complies withlocal legislative and cultural requirements6
1.4 Underlying Principles to the PolicyThe following principles form the foundation for the Events Policy: Any event where the SPE imprimatur is used shall be conducted in a manner that is consistent withthe Events Policy.SPE should avoid scheduling conflicts among its events in order to maintain consistent quality andattendance levels.Contractual, legal, and copyright policies shall be considered in planning all events.SPE is ultimately liable for all SPE operations, including section activities.SPE shall provide a safe and secure environment for all event participants through distribution ofproper event credentials, important facility specific safety and emergency procedures, as well as onsite security personnel, where applicable.1.5 Procedures, Training, and EvaluationFor the Events Policy to be successfully implemented, an Event Procedures Manual is required. Responsibilityfor developing and maintaining the procedures manual lies with SPE Staff. The SPE Board Committee onTraining, Programs and Meetings (TPM) will review and approve the content of the Event Procedures Manualto ensure it appropriately reflects the procedures for implementing SPE events and the experience of theMembership. The Event Procedures Manual defines roles and responsibilities as well as helpful tips for theplanning and conduct of symposia, conferences, exhibitions, workshops, and Forum Series. To ensure the policyand procedures are understood and used by involved members, training sessions should be held, when possibleand where applicable. These training sessions will be organized and conducted at the direction of the SPEBoard.For continuous improvement, it is important that all SPE events be evaluated by the involved Members andthe participants of each event. The TPM (or any subsequent Board committee responsible for events) definesa procedure for quantitative evaluation of all aspects of every event. The data from the evaluation forms shallbe stored in a database that can be used to inform the Board and involved members on the success or failuresof individual events. By thoroughly evaluating all events, future events can be improved to provide increasedvalue to all SPE members. The ultimate responsibility for the technical, organizational, and financialperformance of all events lies with the TPM, in collaboration with the SPE staff. The TPM may choose todelegate the evaluation of certain events to the SPE staff or other committees, as they deem appropriate inthe best interest of the membership.1.6 VolunteerismA hallmark of a professional technical society is the efforts of members volunteering their services as authorsand committee members. SPE thrives on volunteerism. All activities at the section or region level are successfulonly because of the volunteer efforts of SPE members. Thus, any section or region hosting an SPE event shouldapply the concept of volunteerism to assure the success of the event.However, the SPE Board realizes that certain tasks are best handled by professional event planners. Thus, forcertain tasks the volunteers on the organizing committees will work with SPE staff, or local contractors underthe oversight of SPE staff, to accomplish those tasks in the most efficient manner.7
2.0 DefinitionsTo be certain all parties understand the terms used in the Events Policy, we have included the followingdefinitions.2.1 SPE EventAn SPE society-level event is one that is planned, organized, managed and implemented primarily by the SPEStaff, in cooperation with involved members. See the SPE Global Event Calendar for examples of these events.2.2 Annual EventThe SPE Annual Technical Conference and Exhibition (ATCE), is the Society’s flagship event of the year.2.3 ConferenceAn SPE Conference promotes the exchange of technical knowledge on current and proven technologiesthrough technical paper presentations, and may include plenary sessions, panel sessions, and ePosters. In manycases, conferences also feature an exhibition of the latest products and services, offering attendees a chanceto experience new equipment and technologies in person. Conferences can be focused on a specific topic orhave a broad technical scope. This technical information, including SPE technical papers, is furtherdisseminated through publication in the conference proceedings and on OnePetro. Conferences are managedby SPEI.Please note the use of “ePosters” may also include paper poster presentations.2.4 ForumA Technical Forum is an invitation-only SPE event, developed and approved through the Forum SeriesCoordination Committee that brings together top technologists, innovators, and managers to explore a specificindustry challenge not already addressed in existing SPE Conferences, Workshops, and Symposia. Participantsare encouraged to come prepared to contribute their experience and knowledge rather than be spectators orstudents. The objective is to create a collaborative, idea-generating arena that stimulates new ideas andinnovation about future challenges facing the E&P industry.A written summary may be prepared and distributed to the participants after the forum and with unanimousparticipant agreement at the discretion of the program committee and SPE approval.Forums do not offer a Call for Papers, published presentations, sponsorships or exhibitions of any kind.2.5 SummitAn SPE Summit is a one to three day, invitation-only SPE International event with specific, predefinedobjectives. It is a fast-track response to emerging issues, problems, technologies, and strategies of broadsignificance to the industry. Written records of the discussions and conclusions are published, with the intentof providing a deliverable that benefits the industry and has the potential to lead to further initiatives. [Note:Approval by the Finance and Strategy Committee is required for a Technical Report of the summit to bepublished]There is neither a Call for Papers nor presentations offered. Summits do not include any commercialism anddo not offer an exhibition.8
2.6 SymposiumAn SPE Symposium is a meeting of experts in a particular field. A symposium serves as a transition event for atopic that has matured beyond a workshop format. Symposia can provide the opportunity for authors topublish their papers, but the event may not be a fully papered program. The technical program committee willbuild their program from invited presenters and those selected through Call for Speakers process, if offered.Programs may include paper presentations, no-paper presentations, plenary sessions, panel sessions, andePosters. SPE manuscripts (if any) will be further disseminated through OnePetro. In many cases, symposiaalso feature an exhibition of the latest products and services, offering attendees a chance to experience newequipment and technologies in person. Symposia may be offered by a region or section provided the followingconditions apply: A Region or Section-managed event is one in which all services are provided by the section or SPEI ishired by the section to manage one or more services. At a minimum, SPEI will be hired to conduct thepost-event survey.To offer papers for inclusion into OnePetro, the section is required to hire SPEI services to prepare aCall for Papers, to manage the paper submission process, and to produce the master CD of proceedingsin addition to administering the post-event attendee survey.If a Region or Section-managed event is to appear on the SPE event calendar, the host region or sectionmust submit a MRF to TPM for approval. Any region or section-managed events must include thename of the region or section in the event title.A Region or Section-managed event that has a Call for Papers, but does not post papers to OnePetromust still be approved by TPM through the MRF process. TPM may revoke the Call for Papers privilegesof a Region / Section symposium if the technical quality survey ratings, from previous years, areconsidered poor.Please note the use of “ePosters” may also include paper poster presentations.2.7 Training CourseAn SPE training course is one that has been reviewed and approved for technical quality and relevance by theGlobal Training Committee (GTC). A training course also may be approved by a regional advisory committee ora regional conference planning committee when there is insufficient time for GTC review or there is no intentto offer the course beyond a single event. They are usually lecture-based and taught by instructors who aresubject matter experts. These courses cover practical, hands-on introductory, intermediate, and advancedengineering topics in all six SPE technical disciplines as well as several nontechnical topics. Continuingeducation units (CEUs) are offered for completed courses.2.8 WorkshopAn SPE Workshop maximizes the exchange of ideas among attendees and presenters through brief technicalpresentations followed by extended Q&A periods. Highly focused topics attract an informed audience eager todiscuss issues critical to advancing both technology and best practices. Workshop topics must not overlap orconflict with those of other events. The technical program is comprised of presentations solicited by theprogram committee as opposed to a general Call for Papers or Presentations.Many of the presentations take the form of case studies, highlighting engineering achievements and lessonslearned. To stimulate frank discussion, no proceedings are published, and members of the press are not invited9
to attend. Presentations that have been authorized for release are compiled by the SPE staff and released toattendees after the workshop.What Type of SPE Event is it?Event Type#attendees*Call dInvitationonlyConference200 YYYNNSymposium100 N**YYYNWorkshop 175NNYNNForum 75NNYNYSummit 100NNYNYTrainingCourse 30NNYNN*Denotes guideline, not policy**Symposia may have only invited presentations rather than call for paper proposals orbe a mixture of bothSPE managed events are where all services are completed by SPEI. Section managed events are those run bysections that have the option to “hire” SPEI for various services. However, if the event is a section runsymposium that wants to offer a call for paper proposals for inclusion into OnePetro, they will be required tohire SPEI to prepare call for papers proposals, manage manuscript submissions, and produce the masterproceedings, as well as manage the post-event attendee survey.2.9 Regional EventA regional event is one in which an SPE region or section is designated by the SPE Board to plan and managean event under the SPE Board approved Events Pol
financial worth and carries certain liability constraints. No member, section, or region is authorized to use the SPE imprimatur without following the guidelines in this Event Policy and in the Event Procedures Manual. 1.2 Purposes of Events The members of SPE have multiple purposes and expectations when they are planning SPE events. Some of
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