Committees

Communications

The Communication Committee serves to inform the membership of events and monthly programs by sending reminders, announcements, and surveys for monthly luncheons and special events. In addition to membership invitations, we work towards external communications within the community and business travel trade publications. The Communication team also participates in the monthly luncheon registration, BINGO tickets sales, event check-in and feedback to the Board with survey results. We invite you join our team if you have interest in networking and getting better connected with our members.

We are targeting the following areas:

1. Develop  “Best Practice” Guidelines for timing and all communication to members for events, meetings, ballots and general notices
2. Streamline and build standards all communication areas to our members by developing a quarterly newsletter
3. Social Media Awareness Campaign

Education & Scholarship

The Education Committee has two primary roles.  First, we manage the scholarship applications, review and submit all valid applications to the PSBTA board.

Secondly, we organize an educational event, a day to bring our members and other BTA members for a day of learning.  Duties involved with Education Day are:

• Securing a Venue

• Selecting Speakers/topics

• Planning the agenda

• Planning supplier showcase

• Managing invitations/communications/collateral

If interested in being a part of the committee or volunteering for a few hours, please contact [email protected].

Government/GBTA-PAC

The PSBTA Government committee helps keep association members informed of government policies related to business travel that may impact their companies, traveling employees, and their budgets.   The committee also enables the collective voice of the Western Washington business travel community to be represented in the democratic process.   Examples of committee activity include attending the annual GBTA Legislative Symposium in Washington, DC to lobby on behalf of business travelers, informing members of important travel related issues, meeting with local government officials, and scheduling speakers to address government policies at our meetings.   

If you have questions or would like to participate please contact the co-chairs of this committee at [email protected]

Government Volunteer Opportunities:

• Join the Committee
• Go to DC with the Government Committee Co-Chairs for Legislative Symposium
• Attend a Seattle Travel related City Hall Meeting or contact City Hall on behalf of PSBTA for a travel issue
• Organize a single issue PSBTA outreach to contact elected representatives
• Represent PSBTA at a Port Commission Meeting when Sea-Tac is being discussed

Membership

Our goal is to engage and develop new and existing members to the organization. We work closely President, Sponsorship, Speakers, Communications, administrator and other PSBTA Board members.

Membership Committee Responsibilities: 

1. Review incoming applications from the PSBTA website.
2. Insure applicants meet qualifications for membership, verify form of payment, contact applicants to advise them on the process, confirm their membership status.
3. Email welcome from the President to new members and provide them with membership information.  Invitation sent out to new members to sit at President’s table at next general meeting.
4. Present new membership list to the Board and update list of new members on the website monthly. Acknowledge/introduce new members at monthly luncheon.
5. Contact new members 90 days after joining to answer questions and obtain feedback.
6. Assist subcommittees in accomplishing tasks and follow up on action plan timelines.
7. Begin renewal Process late November
8. Send renewal reminder email letters by Feb. 10th following year
9. Recruit new Direct and Allied Members for the year

Sub-Committee Responsibilities:
Recruitment:  Manage list of Prospective New Members and provide updates/discussion at monthly Board Meetingson how to increase membership  

Renewals: Manage annual membership renewal process via website.   

Hospitality: Manage “welcome” program. 

·        Identify lunch buddies for new members for each monthly meeting.

·        Obtain list of event attendees and assign list of new members to “buddies”. Prepare new member/guest nametags with appropriate ribbons.

If you have any questions or would like to join please reach out to us at [email protected]

Membership Volunteer Opportunities:

• Join the Committee
• Make phone calls regarding membership renewals
• Be a meeting lunch buddy for a first time attendee/new member
• Follow up with new members – make a call 30, 60, 90 days out and see how they are doing and if they are coming to an upcoming event

Sponsorship

Speakers

Goal:  Deliver monthly educational programs that will provide heightened knowledge, current "hot topics" and raise travel industry awareness.

Tools:  Personal knowledge of travel industry speakers; direct and allied referrals; Chapter President's Council Speakers Resource Book.

Work Closely with:  Communications Chair, Venues Manager and Sponsorship Committees.

Responsibilities:

1. Secure speaker(s) for scheduled monthly meetings; negotiate speaking fee (if any).  If fee is more than $1000, the possibility of sponsorship should be sought via Ways & Means prior to commitment to the speaker.
2. Obtain the following from the speaker:  Speaker's title and biographical information, Speaker's presentation topic and description of content.  Secure a copy of the presentation that can be posted to the website after the presentation.  If hand outs are to be provided, make sure you know who will be making the copies and ensure they are done prior to the meeting.  Get clear instructions on the Audio/Visual requirements and ensure the venue is set up to accommodate those needs.
3. Compose content of a General Announcement and send it to the Communication Chair for distribution to the membership.  The announcement should include the following:  Speaker's title and biographical information, presentation topic an ddescriptin of content, location, costs and registration deadline dates, driving directions.
4. Compose content of website and post as early as possible using all of the above information.
5. Travel information for the speaker:  What is the origination airport.  Check with Sponsorship Committee to see if an airline vendor can sponsor the ticket and make reservations for the speaker.  Hotel - Generally the property where the speaker is presenting will provide a room, confirm this with the sites manager and make the reservation.
6. Secured Sponsorship - Request logos of sponsors for website posting.

Direct Member Forums

• Schedule any virtual Direct Member Forums (Must be a Direct Member) 
• Coordinate and plan an annual virtual Direct Member Panel meeting.   This will be the monthly meeting open to the general public to attend.  

Allied Member Forums

• Schedule any virtual Allied Member Forums (Must be a Allied Member) 
• Coordinate and plan an annual virtual Allied Member Panel meeting.   This will be the monthly meeting open to the general public to attend.  

Speakers Volunteer Opportunities:

• Recommend Potential Speakers for Future Meetings
• Assist with Speaker Selection for Upcoming Meetings

Technology

The Technology Committee maintains the PSBTA website and assists committees with technical support on the site and at events.

Technology Volunteer Opportunities:

• Join the Committee
• Learn how to make updates to the PSBTA Website & Help with Site Maintenance

Venues

Secures all venues for PSBTA meetings: including monthly meetings, Education Day, Charity Fundraisers, Socials, Board Retreats and any other event spaces PSBTA may need.

Duties include:

• Create yearly calendar of events with board approval.
• Send out RFP for monthly meetings, education day, socials, board meetings and direct forums.
• Create and finalize contracts for each event, site inspections when necessary.
• Plan and finalize all details for meetings including final counts (except GALA). Review set-up and event details with venue contact.
• Onsite contact for board & monthly meeting
• Work closely with the speaker management team and venue for any accommodation requirements that may be required for the speaker 
• Secure venue package for either bingo or accommodations for the speaker
• Create events on the PSBTA website for registrations.

If you have questions please contact [email protected].

Volunteer

Want to get involved with PSBTA?  This is the place for you!  This committee is for individuals who are interested in volunteering their time and assisting with committees with various needs. Active participation on committees provides for professional growth as well as invaluable leadership experience.

By providing a network where those pursuing careers in travel management can associate closely with others who share common goals and ambitions, membership in PSBTA can help affect real and lasting changes in an important aspect of the global business community.  If you are interested in volunteering for a committee, please send a request to [email protected].

We have both single volunteer opportunities which are designed to be a one-time volunteer commitment, or have a limited time commitment or we have opportunities that would require a dedicated time commitment by joining a committee or working on a specific event.

Below are some Single Volunteer Opportunity activities that need volunteers during the monthly meeting events:

• Being a new attendees lunch buddy at a monthly meeting
• Registering individuals at a monthly meeting
• Selling Bingo Tickets at a monthly meeting

 
Below are some Single Volunteer Opportunity activities that require more of a time commitment than the monthly meeting needs, but are still a limited engagement:

• Making phone calls to members of PSBTA for membership renewals
• Making phone calls to members of PSBTA to secure event sponsorship or donations
• Helping with Social Media posts (Facebook Live from Events, Twitter Updates, etc)
• Go to DC with the Government Committee Co-Chairs for Legislative Symposium
• Attend a Seattle Travel related City Hall Meeting or contact City Hall on behalf of PSBTA for a travel issue
• Organize a single issue PSBTA outreach to contact elected representatives