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NetVU Chapter Leader Resource Guide

NetVU Chapter Leaders Resource Guide 2

Contents About NetVU ................................................................................................................................................. 3

NetVU Chapters ............................................................................................................................................ 3

Hosted Chapters and Traditional Chapters ..................................................................................... 4

NetVU Chapter Assistance ................................................................................................................... 4

Virtual Chapter Meetings .................................................................................................................... 5

Chapter Costs ............................................................................................................................................ 5

Chapter Meeting Registration & Fees ....................................................................................................... 6

Starting a NetVU Chapter ............................................................................................................................. 6

Your First Chapter Meeting ....................................................................................................................... 8

Traditional Chapter: Election of Officers .................................................................................................. 8

Hosted Chapter: Selection of Chapter Leaders ......................................................................................... 9

Planning a Meeting ..................................................................................................................................... 10

Securing Chapter Meeting Sponsorship .................................................................................................. 11

Create Buzz.............................................................................................................................................. 11

Checklist to Plan a Successful Chapter Event .......................................................................................... 11

Marketing your Chapter .............................................................................................................................. 12

Suggested Chapter Event Marketing Timeline ........................................................................................ 13

Suggested "Sound Bites" and Social Posts .............................................................................................. 13

Creating a Chapter Facebook Page ......................................................................................................... 14

Meeting Day ................................................................................................................................................ 14

Running a Successful Event ..................................................................................................................... 14

Suggested Event Script and Agenda ....................................................................................................... 14

Follow-up to Build Community and Consistency ........................................................................................ 16

Promoting NetVU Involvement ............................................................................................................... 16

Trademark Policy ........................................................................................................................................ 17

Conclusion ................................................................................................................................................... 18


About NetVU NetVU’s mission is to build the future by utilizing the expertise of volunteers and staff to promote

world class education, the exchange of ideas, advocacy, and technology innovation in the

insurance industry. We are committed to providing education that is relevant, timely and needed

by agents to help them achieve goals, gain influence and be heard, and achieve success.

NetVU offers its members the opportunity to engage with industry experts in a safe, reliable and

supportive atmosphere, as well as access comprehensive information to solve challenges and

improve productivity in the workplace.

We welcome all NetVU members -- those who may be new to the industry, those who are

building their insurance career, and industry experts simply looking to connect with like-minded,

success-driven NetVU members! We are thrilled that you are part of our NetVU family and are

helping us to carry out our mission and purpose in your agency and beyond.

Purpose of the Chapter Leader Resource Guide

This Guide is designed to answer the many questions Chapter leaders may have in running a

successful Chapter. It is designed to offer guidelines and recommendations for organizing, but

in no way limit Chapter Leaders. Chapters belong to the Users, and NetVU is here to help! Do

not hesitate to call on NetVU staff to answer questions and offer suggestions.

NetVU Chapters Chapters are the answer to the question: How can I be more effective in my agency? Throughout the year, our virtual and local Chapter members gather together with other like-minded members who want to:

learn about the latest system-specific updates and changes being made by Vertafore,

discuss tips and tricks to improve overall agency productivity,

share marketing and community outreach ideas as well as workplace practices, and

discover techniques for overcoming common obstacles faced on a day-to-day basis. As a Chapter Leader, YOU will create and influence a NetVU community of Users who share similar goals and a commitment to agency success -- a community of members who desire to grow, both personally and professionally. We believe, and have heard from numerous members, that Chapter meetings are so much more than "educational events" – they are an opportunity to connect with success-driven, supportive, like-minded insurance professionals who are ready and willing to share their knowledge, experience and resources. As a Chapter Leader, you will be known as a connector, mentor and leader who is passionate about supporting other NetVU members to create success, both personally and professionally.


Hosted Chapters and Traditional Chapters

There are two types of NetVU Chapters. Both have great potential for success. Each NetVU

Chapter functions differently and has different goals and objectives. It will be up to you, and your

fellow Chapter members, to decide on whether the Chapter will be most successful as a Hosted

or Traditional Chapter.

Traditional Chapter - A Traditional Chapter is completely autonomous from NetVU and

will need to have its own bank account, file its own taxes, and have its own insurance

and bylaws.

Hosted Chapter - A Hosted Chapter has the benefit of being organized as a part of

NetVU. Hosted Chapters fall under the NetVU bylaws and do not have to file their own

taxes or have their own bank account. NetVU’s liability insurance also extends to

include Hosted Chapters.

Hosted Chapter Traditional Chapter

Bank Account NetVU holds funds for Chapter Responsible for all banking activities

Bylaws Falls under NetVU bylaws /

Articles of Incorporation

Has own bylaws /

Articles of Incorporation

Email Blasts NetVU covers the cost for active

Chapters

NetVU covers the cost for active

Chapters

Insurance Covered under NetVU’s policy Responsible for own insurance

Taxes Does not have separate taxes;

filed under NetVU’s return

Responsible for acquiring an EIN#

and for filing own taxes

NetVU Chapter Assistance Meeting Announcements Delivered by Email Blast - Email is a very cost-effective method for getting the word out about your meetings. Submit this Meeting Information Form with all necessary information. Your announcement will then be sent to your targeted audience. NetVU will cover the cost of the email blast for active Chapters. Speakers & Meeting Space - NetVU can offer assistance in finding speakers and meeting space for Chapter programs. Appropriate advance notice is requested. NCOM - Each Chapter has its own community on the NetVU Communities website. This is a place to provide additional information about the Chapter or an upcoming meeting. Documents from your meeting can be uploaded to a Chapter’s forum for easy access to members. Use this not only to communicate with Chapter officers and members, but also to exchange ideas with other Chapter leaders. The Local Leader – A quarterly newsletter sent to Chapter Leaders, is packed with up-to-date news and tips about effective Chapter operation.

https://netvu.informz.net/survistapro/sn.asp?gid=BCA857B2-C254-485A-B0DE-5D9F2B2CB05F


MVP/Chapter Recognition - Volunteers are essential to Chapters, and NetVU wants to show appreciation. A special event is held at the NetVU Conference that recognizes newly chartered Chapters. In addition, MVPs (Most Valuable Players) are nominated by their Chapter and recognized. Leadership Summit - The Leadership Summit is an opportunity for Chapter leaders to meet and discuss the best practices of running a Chapter. This is chance to learn from others and gain the skills you need to be a better leader for your agency and Chapter. The 2-day workshop is held annually. Chapter Insurance Coverage – Hosted Chapters are covered under NetVU’s policy.

Virtual Chapter Meetings

Virtual meetings are a great way to reach a large audience while keeping meeting costs low. A

Virtual meeting typically lasts one- to two-hours and is usually facilitated by a NetVU staff

member using GoToWebinar. If you are interested in hosting a virtual meeting, please complete

a Chapter Meeting Information Form at least three weeks in advance to ensure the date and

timeslot desired is available.

If there is no charge for your virtual meeting, registrants will receive their login information immediately upon registration.

If you are charging a fee for your virtual meeting, registrants will receive their login information 24 hours before the meeting begins. Attendees MUST register on the NetVU website 24 hours in advance to receive this information.

A NetVU staff member will be in attendance during your virtual meeting to introduce the webinar, take care of any technical questions or difficulties, and help monitor Q&A. If requested, we can also record the session in a format that can be distributed to attendees after the meeting.

Chapter Costs Hosted Chapters:

Invoices from outside vendors should be forwarded to the Accounting Department at NetVU for payment. The NetVU Accounting Department will get approval from the Chapter leader to authorize payment from the Hosted Chapter’s funds.

Hosted Chapter leaders who pay for costs out of pocket should submit a request for reimbursement using the approved NetVU form to the Accounting Department. The Accounting Department will get approval from a Chapter leader and process the reimbursement.

Traditional Chapters:

Invoices from outside vendors should be sent to the Chapter Treasurer for payment from the Traditional Chapter bank account.

Traditional Chapter leaders who pay for costs out of pocket should request reimbursement directly from the Chapter.


Chapter Meeting Registration & Fees Chapter meetings are a way to identify users, their needs and interests, and track member engagement. Both Hosted and Traditional Chapters are encouraged to use NetVU’s online registration system for Chapter meetings and events. Requests to set up a meeting should be sent to the Chapter Coordinator a minimum of 45 days prior to the scheduled meeting date. The earlier you begin planning and promoting the meeting, the more successful it will be. Please refer to the Marketing timeline on page 12 of this guide for more information.

Hosted Chapters: Registration fees received for Hosted Chapters will be added to the Chapter’s ledger. Any registration funds received onsite or through other means should be forwarded to the NetVU Accounting Department. These funds will be added to the Hosted Chapter ledger.

NetVU and/or Hosted Chapters may receive requests for refunds for a Chapter meeting occasionally. These requests will be handled on a case by case basis depending on the circumstances. If a refund is approved, the meeting registration fee will be deducted from the Hosted Chapter ledger.

Suggested cancellation policy: Cancellations received in writing 30 days before the event will be

fully refunded. Those received in writing within 14 days of the event will be refunded 50% to

cover advanced printing costs, etc. NO REFUNDS WILL BE MADE WITHIN SEVEN DAYS

BEFORE THE EVENT.

Traditional Chapters: After a Traditional Chapter meeting, a check will be sent from NetVU for the total amount of registrations received via the NetVU online registration system.

NetVU and/or Traditional Chapters may receive requests for refunds for a Chapter meeting occasionally. These requests will be handled on a case by case basis depending on the circumstances. If a refund is approved, the meeting registration fee will be removed from the Traditional Chapter’s total before a check is sent.

Suggested cancellation policy: Cancellations received in writing 30 days before the event will be

fully refunded. Those received in writing within 14 days of the event will be refunded 50% to cover advanced printing costs, etc. NO REFUNDS WILL BE MADE WITHIN SEVEN DAYS BEFORE THE EVENT

Starting a NetVU Chapter If you are interested in starting a Chapter in your area, please follow these simple guidelines. Determine the Feasibility of Starting a NetVU Chapter To determine whether or not a Chapter would be feasible for your area, you need to consider the following factors:

Geographic area or System-type to be covered by the Chapter

Other groups that may be serving the area / system-type

Number of users in the area Consider Other Groups in the Area Chapters have no real boundaries. In fact, a Chapter can allow anyone who is interested to attend their meetings. While the geographic location of Chapters may overlap, Chapters differ


in structure and system type. If there are already other Chapters in your area, ask yourself if that group is addressing your particular educational needs. Is it within an easy traveling distance for its members? If not, there may be a need for another group in your area. If there is no other Chapter in your area, the answer is simple – a Chapter should be formed. Determine the Number of Users in your Area The NetVU office has a membership database and can provide you with a list of users in your area. The number of members in a Chapter can range from 10 to 150+. Each group, regardless of its size, can be an effective resource. The number is not as important as the content of the meetings and events being offered. Determine the Geographic Area to be Served by the New Chapter Agents will usually travel up to 150 miles to attend a Chapter meeting, especially if there has not been much activity in their area. Using the list from NetVU, look at your immediate area to see where Vertafore users are located. Next, look at surrounding areas to see if there may already be a Chapter in existence. The NetVU website (www.netvu.org) provides a map and a list of all Chapters by area. You may want to consider coordinating your chapter events with those in neighboring areas, depending on the interests and geographic areas served. Gauge Participation Interest Level Your next step will be to contact the agencies in the proposed geographic area or system-type to find out if they are interested in participating in a Chapter. Once you have decided to start a Chapter, we encourage you to send out an initial interest email. This email is designed to let the agencies in the area know of your intent. The initial interest meeting announcement will allow agents to gather their ideas for topics to be addressed by the Chapter. Below is an example of an initial interest letter/email. It is suggested that you tailor the letter to your specific Chapter.

Dear Fellow [Vertafore system-type] User, Would you like to receive valuable information and additional support for your [AMS360] system? By participating in a Chapter of the Network of Vertafore Users (NetVU), you can meet and discuss, with fellow users, your technology questions or concerns. Chapters are designed for agents who are using the same system to exchange thoughts and solutions concerning challenges we all face in our daily business operations. As a decision-maker in your agency, we hope you will help make a difference for the [AMS360] users in our area and will make a commitment to get involved in a newly forming Chapter. All it takes is a little of your time to help organize and encourage participation among your staff and peers. There are a number of agencies out there just like yours and mine. Within this new Chapter, there will be knowledge and experience on many areas of our system. There is even expertise offered by some users in the specific sub-systems and other integrated products. Think of the pool of skills that could be assembled from all of the different agencies; skills that we could all call upon from time to time, as the need arises. A local Chapter does not take much time to establish. If you are willing to set aside a day every few months, we can make it happen!

http://www.netvu.org/


In a few weeks, you will receive a notice informing you of the first meeting for our new Chapter. This meeting will be both organizational and educational. I hope you will make arrangements to participate in this important inaugural meeting of our group. Please give some thought to issues and topics you want to learn more about, and be ready to discuss them at the upcoming meeting. I want to thank you in advance for your input. If you have questions or ideas about topics for the first meeting, please do not hesitate to contact me. If we all put our minds together, we will all come out ahead! Sincerely, XXXX

Your First Chapter Meeting The launch of a new NetVU Chapter is an exciting time, both for you as the Chapter leader, as well as the NetVU member community in which you serve. Members get excited about the opportunity to attend events in their local area, create relationships and gain the support they need to be successful in their agencies. Your first meeting will be an organizational meeting. At this meeting, your Chapter members will have some important decisions to make regarding the path of the Chapter.

Define the Purpose of the Chapter - Determine the purpose and goals of the Chapter. This will help each member understand what they can accomplish as a group. Discuss Meeting Logistics - Discuss how often to meet, where to meet, best day of the week, etc. If the group covers a large geographical area, you may want to move the meeting location to several different sites within the area. Determine potential regular meeting locations. Remember, NetVU can assist! Review Educational Goals - Discuss with Chapter members what type of education would benefit them the most. Remember, education topics do not have to be limited to a specific system unless desired by the group. General technology, industry initiatives and basic agency management techniques are just some of the many topics a Chapter meeting may cover. Determine a Mission Statement for the Chapter - A mission statement helps to clearly define the focus of the Chapter and what you hope to accomplish. While it can serve as a particular statement of action for your Chapter, a good mission statement should reflect the spirit and direction of the members.

Traditional Chapter: Election of Officers The Chapter Officers are charged with keeping an accurate budget for expenses that will be used by the Chapter. In addition, Chapter Officers are encouraged to coordinate with other leaders, volunteers and NetVU staff to facilitate regularly-scheduled meetings. They are to provide an education plan to NetVU National Staff by year-end annually to ensure availability of speakers and locations for the following year. A “Standard Operating Procedure” will be provided for leaders’ use.


At your first meeting, take the opportunity to discuss what leadership roles your Chapter will require. It is different for each Chapter. Your members can then vote on who their new leaders will be. A Chapter can have any combination of officers; however for database purposes, a President must be nominated and submitted to NetVU.

It is the Chapter’s responsibility to send an updated list of Chapter Officers to NetVU any time new officers are elected. This is crucial to maintain communication between NetVU and Chapter leaders.

Potential Leadership positions include:

President – Presides over each meeting, works with other officers to coordinate each meeting. Works with the NetVU office to coordinate upcoming meetings and speakers.

Vice President - Takes over the President’s role if the President leaves or is unable to fulfill their duties. Coordinates meeting locations and works with other officers in planning education topics.

Secretary – Responsible for taking minutes and maintaining the membership email list.

Treasurer – Handles the financial aspects of the Chapter. Responsibilities for the position will differ, depending on whether the Chapter is Hosted or Traditional.

Hosted Chapter: Selection of Chapter Leaders NetVU Hosted Chapter leadership shall be elected by the members of the Chapter to serve as a volunteer leader for a term of one year. Each leader shall be selected from an agency which is licensed to use Vertafore insurance agency management software and involved in the operation of an insurance agency or brokerage. The NetVU Hosted Chapter leadership may include up to nine persons all to be elected by and from the NetVU Hosted Chapter membership. The NetVU Hosted Chapter leadership shall be responsible for selecting a Chapter Chair, Vice-Chair and Secretary and may establish, as appropriate, such other leadership positions as may be necessary to carry out NetVU Hosted Chapter activities. NetVU Hosted Chapter leaders will agree to participate in NetVU Hosted Chapter leader activities.

The Chapter Chair, will, if present, preside at all meetings and exercise and perform such other powers and duties as may be from time to time assigned to the Chair by the Hosted Chapter leaders and/or members;

The Chapter Vice-Chair will, if the Chapter Chair is not present, preside at all meetings and exercise and perform such other powers and duties as may be from time to time be assigned to the Vice-Chair by the Hosted Chapter leaders and/or members;

The Secretary will keep a book of minutes of all meetings of the NetVU Hosted Chapter leaders and members in accordance with NetVU policy concerning same. The minutes will show the time and place of the meetings/events, how authorized, the notice given, the names of those present, the number of members present at such meetings/events, and the proceedings of such meetings/events.


Planning a Meeting Choose the Right Day/Date Check your calendar for holidays before choosing a date. Typically, Tuesday, Wednesday or Thursday is best for events since people tend to take off on Fridays, and Mondays are reserved for in-office work. Choose a day of the week, and week of the month, for your events and be consistent. For example, the second Wednesday, third Thursday, etc. Having consistent meetings can be very important in determining the success of a Chapter. NOTE: For meetings involving accounting personnel, the first and last weeks of the month are typically poor choices.

Chapters can reduce the cost of speakers by coordinating with NetVU and other Chapters in the area. By planning meetings in the same time frame, a speaker can visit more than one Chapter in the area on the same trip. The participating Chapter can then split the speaker’s travel fees. This is exceptionally important when attempting to attract Vertafore personnel as Chapter meeting presenters.

Choose an Appropriate Venue The venue you choose for your events will impact the success of your events, as well as consistent and repeat attendance. People don't attend events at locations where they don't feel comfortable, inspired and welcome. Consider geographical location, parking, and atmosphere. Chapter meetings should be held in an easily accessible location, with ample parking, and in an atmosphere that inspires growth and possibility. Look for upscale community centers, conference centers, hotels and country clubs. In addition, consider private event venues, corporate training rooms, and education centers. Often, you can negotiate a reduced rate on the room rental. Remember, NetVU can assist!

Food & Beverage Service If your venue doesn't provide food and beverage service, you may wish to find a quality caterer to provide breakfast items such as fruit, pastries, crackers & cheese, as well as coffee, tea, and water. Catering should include disposable plates, flatware, cups, and napkins.

Choose a Speaker Selecting the right speaker plays an important role in the success of Chapter events. As a Chapter leader, it is your responsibility to choose speakers that will provide relevant information to your meeting attendees.

Chapter leaders can work closely with NetVU to find the right speakers to address the desired meeting topics. NetVU can also provide you with popular topic ideas to ensure your meeting’s success. You will want to make sure the topic is relevant and that it will provide clear take-aways for your attendees.

Determine Meeting Cost to Attend In determining costs for your meeting, you will want to consider two cost categories: fixed and variable expenses. Fixed costs are costs that will be incurred regardless of the number of attendees, such as meeting room rental and speaker expenses. Variable costs are costs acquired on a per person basis such as food/beverage and meeting supplies. You will need to charge a registration fee to cover your projected per person costs, at a minimum. Traditional Chapters may charge annual dues to help offset meeting costs. Hosted Chapters are not permitted to charge annual dues, but are encouraged to price meeting registration to at least cover expenses.


Securing Chapter Meeting Sponsorship Having a Sponsor for your Chapter meetings can be a wonderful opportunity for both the sponsor and the Chapter. Chapter sponsors are a great way to reduce costs for meetings. They also can bring important value to your meetings through education and meeting locations.

How to get a Sponsor NetVU can assist in finding the right sponsor for your Chapter. NetVU will provide a list of resources their Corporate Partners will be able to provide to Chapter leaders. However, this list is ever-changing, so Chapter leaders are encouraged to contact NetVU when deciding on a sponsor. Another great way to find a sponsor is attending the NetVU Conference. All of NetVU’s Corporate Partners will be in attendance which will allow you to speak with them one-on-one. This is a great opportunity to find out which partners are a perfect fit for your Chapter. Any competitors of Vertafore products should not sponsor any NetVU Chapter events. If you at any time have concerns or questions, please contact the NetVU office.

Create Buzz Use these ideas to create buzz in your community and to your contacts even before your first event is announced:

Social media posts

Chapter Facebook page (guidelines are in the Marketing section of this guide)

Send / Forward email announcements

Add to NCOM

Checklist to Plan a Successful Chapter Event 6 weeks prior to the event:

Confirm Speaker Post event online (6 weeks prior to the event) __ NetVU website __ NCOM __ Linked In, Facebook and Twitter Email marketing __ Send invitation 4 weeks prior to event __ Send invitation 2 weeks prior to event __ Send reminder 1 week prior to event Post on social media and NCOM __ 3-5 posts 4 weeks prior to event __ 3-5 posts 3 weeks prior to event __ 3-5 posts 2 weeks prior to event __ 2-3 posts 1 week prior to event

1 week prior to event: __ Check with NetVU to see who has registered for the meeting online __ Check Facebook event for RSVP’s __ Follow up with venue __ Follow up with caterer __ Email participants the day before with date, time, and location details


Event supplies: __ Roster of attendees, nametags __ Agenda __ On-site event registration forms and money bag __ Postcards/invitations for upcoming events __ Timer, camera, bowl for business cards __ Payments for venue, caterer, A/V, etc. After the event: __ Send a "Thank You for Attending" email __ Send day-of registrations to NetVU __ Call and/or email guests to personally thank them for attending __ Post pictures on Chapter Facebook page

__ Send survey about the meeting to attendees

Marketing your Chapter As with any other business endeavor, marketing is the most important task to creating a successful NetVU Chapter and attracting attendees to your events. A "layered" approach to marketing is recommended, meaning that you reach people multiple times in a variety of ways. Implement and use the following high-ROI marketing strategies for success:

1. Customer service - Provide good customer service to your Chapter members, as well as guests and event attendees. Leaders should respond to emails and phone calls in a timely manner, treat people with respect, and resolve questions and inquiries with the client in mind.

2. Signature line - Add a NetVU Chapter link to your email signature block.

3. Email marketing - Send a minimum of two event email invitations per month to your database. Event email invitations are best sent three weeks and one week prior to the event date. You could also send a reminder the Monday before the event.

4. NetVU announcement blasts - If you would like NetVU to send out your announcement, please send it to the Chapter Coordinator no later than two weeks before you would like it to be sent out. You will be provided with a form which will need to be returned to NetVU. This form will have space for you to provide all of the necessary information for your announcement. In order for the meeting announcement to be sent out on time, it must be in the correct format and have all necessary information. NetVU covers this cost for all active Chapters.

5. Social media - Post on Facebook, Twitter and LinkedIn (including LinkedIn groups) 3-5 times per week about your Chapter events with a link to the registration page. Encourage your Chapters Leaders and Presenters to “share” and “like”, too! Suggested social media posts include:


- “Are you making the most of your networking to achieve the best results? Join {Chapter} on August 8th in Fort Worth.”

6. Follow up plan - Send a "Thank You for Attending" email to everyone who

attends a meeting within 24 hours of the event. Also, follow up with a personal email and/or phone call. Call first time attendees to welcome them to the NetVU Chapter community and offer to assist them if they have questions about their membership or need help.

7. Quarterly Newsletter – Send a quarterly email to your Chapter members with important information about your Chapter. Let them know about upcoming meetings, NetVU events, facts about your Chapter, and tips and tricks. This is a great way to keep everyone updated and excited about your next meeting. Remember, NetVU can assist by promoting your Chapter Meetings in the NetVU newsletter. Be sure to send the NetVU Chapter Coordinator your information!

Suggested Chapter Event Marketing Timeline Following a structured timeline for promoting your Chapter meetings and events will make it simple to fill your events with loyal members and new guests every time.

6 weeks prior to event - Complete the Meeting Information Form. The meeting will be posted as an event on NetVU website and NCOM, create LinkedIn event, and create Facebook event on Chapter Facebook page.

4 weeks prior to event - send email invitation to your database, post on social media 3-5x a week, and send promotional copy & sample posts to centers of influence. Stir interest by posting in your Chapters NCOM Community about the meeting.

3 weeks prior to event - post on social media 3-5x a week.

2 weeks prior to event - send email invitation to your database, post on social media 3-5x a week, remind centers of influence and referral partners to share the event through their networks, and don’t forget about NCOM.

1 week prior to event - send email reminder to your database, and post on social media 2-3x a week.

Suggested "Sound Bites" and Social Posts Talk it up! Use the following "sound bites" and highlights in conversation when you are talking to users about getting involved with your local Chapter. This is not a hard sell -- be sincere, get to know the individual's needs and passion so that you can talk about how the Chapter will benefit them personally.

Gain access to the knowledge, resources and support you need to create success

Learn new tools and techniques to achieve your goals

Collaborate with like-minded members who share similar goals and a commitment to success

Discover knowledge, inspiration and support to succeed personally and professionally

https://netvu.informz.net/survistapro/sn.asp?gid=BCA857B2-C254-485A-B0DE-5D9F2B2CB05F


Creating a Chapter Facebook Page A Chapter Facebook page is free to set up and only takes a few minutes to get started.

1. Go to Facebook.com 2. Log on to your personal Facebook page 3. Click “Create a Page” on the left hand side of the screen 4. Choose a category and page name 5. Pick a logo or another image that people can associate with your Chapter to use as your

profile picture 6. Set a memorable web address for your page that you can use on marketing material to

promote your Chapter 7. Choose a cover photo that represents your Chapter. It’s the first thing people see when

they visit your Chapter’s page. 8. Add other officers as administrators

Facebook Page Guidelines As the Chapter leader, you will interact with members, guests, and potential members on this Facebook page. This is a great opportunity to create community and promote your monthly events. Create a Facebook event at least six weeks prior to the event.

Keep in mind that Facebook is a public forum, so you don’t want to share Vertafore proprietary information. Also, as a Chapter leader, you are representing NetVU. Please monitor the page regularly and keep all of your comments positive.

Meeting Day

Running a Successful Event Have on-site registration forms ready at the registration table. Assign a trusted volunteer to tend the registration table at all times before and during the event.

Wear a watch or set a timer on your phone for 5-10 minutes before the start time to ensure you begin on time. If people are standing around the room at this time, announce that it's almost time to begin and ask them to find their seats. It's easy to get pulled in several directions with questions, etc. before an event. Starting and ending on time is important, and your guests will appreciate and thank you for it.

Suggested Event Script and Agenda The Event Agenda is important to follow to ensure a successful, on-time event. Your participants will appreciate it when you start and end on time, and following the agenda below will help. Feel free to speak in your own "voice", following the flow outlined below. This agenda is set up for an event beginning at 9am and ending at 11am.

Welcome! I'm ______________, your _____________ Chapter Leader, and I'm thrilled that you have joined us here today! Our PURPOSE with these events is to provide opportunities for YOU to access the knowledge, resources and support needed to create a powerful, profitable, and productive life and business.

<< Now talk for a few minutes about why you are excited to welcome them, why attending this event is important, and how it will impact their personal and professional


lives. If this is one of your first events, talk briefly about WHY you decided to become a Chapter Leader. >>

Success doesn’t happen on its own, it’s a direct result of the action you take EVERY DAY towards reaching your goals, being here today is just the start of great things for YOU!!

At NetVU Chapter meetings, you'll discover a safe, supportive environment to network, share ideas, and grow -- a place to be real about life and what you need to grow and succeed. Our goal and purpose for each of you at this event is that you learn something new, and leave with at least one idea or action item from both our speaker and the creative brainstorming session that you can implement to create success!

I invite you to be fully engaged today after you "check-in." Silence cell phones and focus on our presenter, as well as the members at your table. If you need to take a call, please step out into the hallway. Take notes about anything that really jumps out at you, "a-ha" moments, and thoughts and ideas so that you can walk away and implement them for lasting change!

Recognize first-time GUESTS <<please stand>> so that the Chapter members can see who they are, welcome them during the event and thank them for attending today.

Recognize NEW MEMBERS <<by name>> and welcome them to the local Chapter.

Introductions - state your name, name of your business, and your business tagline in 10 words or less so you can get an idea of WHO is here today that you may want to connect with after the event.

Introduce your speaker for the event

NOTE: As the meeting leader, it is your responsibility to keep the speaker on time. Be sure they are aware, from the time you invite them to the time you remind them, of their limits on time. Tell them this will be your way of helping them: When they have ten minutes remaining, you’ll stand up and walk to the back of the room quietly (position yourself accordingly, along the side of the room). At five minutes, hold up your hand quietly in the back so they can see you motioning. At two minutes, you’ll walk back up and stand to the side as they wrap up, so you can do your thanks etc.

Thank you _______________, for __________________________. <<Mention something from the presentation that caught your attention, that was new for you, or that you think your members will really benefit from.>>

Roundtables - an opportunity to collaborate and brainstorm with like-minded members. Explain how this session works.

Close the creative brainstorming session - take a look at the suggestions you received from your group, or any additional ideas that came to mind while you were receiving feedback, and choose at least one action item that you can complete in the next 7 days. This commitment and INSPIRED ACTION will keep you moving forward in your business and personal life, and facilitate your success!

Information on the benefits of NetVU! [PowerPoint Available from NetVU]


We’re thrilled that you joined us here today, etc. and hope you'll stay connected with our Chapter. NetVU is a community developed with you in mind, where you will engage with success-driven members and experts in a safe, reliable and supportive atmosphere. As a member, you have access to comprehensive agency building information and solutions you need to create a powerful, profitable and productive business and life — starting today.

Announce upcoming events << Always announce at least the next two event dates>> DOOR PRIZES!!! << Members can bring door prizes and come up to be recognized, as well as give them away. >> Closing: Special thanks to _______________ for being our speaker today. Remind attendees to connect and post on NCOM and your chapter Facebook page about the event today.

Follow-up to Build Community and Consistency Follow up and follow through is paramount with any business endeavor, including building your NetVU Chapter. Your members and guests will look to you as a resource and leader who supports them in reaching their goals. After you host a live meeting, you will need to complete the following tasks:

"Thank You for Attending" email

Send registration list to NetVU

Call and/or email first time attendees to personally thank them for attending

Post photos on Chapter Facebook page

Post information to NCOM

Host a Monthly "Happy Hour Connection" Session

One way to get to know your fellow users better, and create connections among your Chapter

members, is to invite 3-5 new and existing members to join you for coffee. You can schedule

these and invite members at your discretion, around your schedule. We suggest if you decide to

host these sessions, you keep it simple, limit the time to one hour, and have a simple agenda

where each person talks for a two or three minutes about their agency and what they are

looking for. Ask them for feedback on topics to cover at upcoming events, and close out the

session.

This is a great way to add value to your Chapter, welcome new members, and learn specifics about their individual needs. Besides, it’s just great to get together with fellow NetVU members!

Promoting NetVU Involvement Promoting involvement in NetVU will be an integral part of building your Chapter. Interject your own story and share how NetVU has benefitted you personally and professionally. Be prepared to talk about what NetVU means to you, and what led you to become a Chapter leader.


There's something special that occurs when users connect and collaborate to achieve their goals. NetVU’s community includes like-minded users just like you who share similar goals and a commitment to success in their fields.

Trademark Policy NetVU’s Trademark policy is below. Each Chapter will receive a copy of the policy and must sign and return a copy for NetVU’s records.

Trademark Policy

The Network of Vertafore Users, Inc. (“NetVU”), owns and uses in its operations certain trade names, trademarks, and service marks consisting of or containing the words NetVU,___________________ [specify trade names, trademarks, and service marks] and certain related words, letters, signs, and symbols (collectively “NetVU Names and Marks”). The NetVU Names and Marks include, but are not limited to, those referenced in the prior sentence as well as one or more design trademarks registered in the United States Patent and Trademark Office as No. ___________________ [design trademark registration number] and other marks for which applications for registration are presently pending and/or may be made in the future.

NetVU hereby grants to each NetVU Hosted Chapter and NetVU Local Chapter (collectively referred to hereafter as the “Chapter”), and each Chapter hereby accepts from NetVU, the limited, non-exclusive license to use, in conjunction with the operations of the Chapter, the NetVU Names and Marks, upon the terms and for the purposes as set forth below:

(1) To establish and operate a NetVU Hosted Chapter or a NetVU Local Chapter (as those terms are defined in the various written governing documents and policies and procedures of NetVU, as they may be amended from time to time, copies of which may be found at www.netvu.org (collectively hereafter referred to as the “Governing Documents”)) in accordance with the applicable NetVU Governing Documents;

(2) To use, in connection with the operation of a NetVU Hosted Chapter or a NetVU Local Chapter, NetVU’s Names and Marks;

(3) To perform only those functions and services of a NetVU Hosted Chapter or a NetVU Local Chapter as permitted in, and in accordance with, the applicable Governing Documents;

(4) To obtain pre-approval from the NetVU corporate office prior to any publication to any NetVU member or otherwise of any NetVU Names and Marks by the Chapter; and

(5) To promptly modify or remove, as instructed, any NetVU Names and Marks from any publication, or proposed publication, upon receipt of written request from NetVU.

The license granted in this policy shall be non-exclusive. NetVU shall at all times have the right to establish, control and own all rights related to The Network of Vertafore Users, Inc., name, and brand, and to license to any other party or parties to use the NetVU Names and Marks.

Unless sooner terminated, this Policy shall remain in full force and effect for the entire term of existence of the Chapter.

http://www.netvu.org/


The Chapter hereby acknowledges the validity of the NetVU Names and Marks, and acknowledges that they are the sole property of NetVU. The Chapter shall use the NetVU Names and Marks and the goodwill associated with them only for so long as the Chapter is in good standing in accordance with the Governing Documents.

Each Chapter agrees, and shall not, do anything or aid or assist any other party to do anything which would infringe upon, harm, or contest NetVU’s rights in any of the NetVU Names or Marks or in any other name or mark which incorporates the words “NetVU or The Network of Vertafore Users, Inc.” or any variant thereof, all of which are owned, whether presently or in the future, or in whole or in part, by NetVU.

Each Chapter further acknowledges that the NetVU Names and Marks and the goodwill associated with them are NetVU’s exclusive property. Each Chapter agrees that it shall not, either during the term of this Policy or after the Chapter terminates or otherwise becomes inactive or ceases to exist, utilize any of the NetVU Names and Marks, or any and all names or marks confusingly similar thereto, except in accordance with the terms of this Policy. Each Chapter agrees that any further rights that may develop in any of the NetVU Names and Marks in the future as trade names, trademarks, or service marks shall inure and accrue to the benefit of NetVU. Upon termination of a Chapter for any reason, each Chapter agrees to discontinue immediately all use of the NetVU Names and Marks and that the Chapter will not use any other trade name, trademark, sign, or other means of identification that might make it appear that the Chapter (or former Chapter) is still licensed or authorized to operate as a NetVU Hosted Chapter or a NetVU Local Chapter.

The Chapter agrees to reimburse NetVU for all costs, expenses, and attorney’s fees incurred by NetVU to require the Chapter to cease using the NetVU Names and Marks, signs, or identification. The provisions of this paragraph shall survive termination of the Chapter charter and/or revocation of Chapter status by the NetVU Board.

The Chapter acknowledges acceptance of this Policy, as it may be amended from time to time, by executing on the signature line below and returning a signed original of this Policy to the NetVU corporate offices within 10 business days of receipt of the Policy, or receipt of any amended Policy, as the case may be.

Conclusion Although organizing a Chapter will take some time initially, once you’ve laid the ground work, the Chapter will practically run itself. Chapters are the most effective means of user-to-user communication and the benefits will more than pay for your efforts. The NetVU staff is prepared to assist you. Ask them for help and support when you need it. Remember to keep NetVU posted on your activities so that they can share your group’s experiences. Do not hesitate to ask for help.