Society Operating Guidelines

Section 6.1: Board Business Travel Guidelines

I. Policy Statement

Attendance at conferences, meetings and other events can strengthen our relationships with our membership and with other occupational, safety and health (OSH) organizations, enhance our reputation and/or promote our public policies as a global leader in the OSH profession. Board representatives will attend events with the intent to strengthen the link with volunteers, members, the OSH community and other vital stakeholders.

ASSP’s decision to participate in meetings and events is guided by our strategic plan. To ensure our resources are applied for business purposes in a cost-effective manner, some speaking engagement opportunities are evaluated by the Executive Committee (EC) to assess the benefits and costs to the organization.

ASSP has a brand and a voice in the OSH community. The ASSP brand is a visual and verbal representation of who we are and what we stand for. As such, it is one of the most important assets we have as an organization. Members of the Board of Directors represent this brand. To distinguish ASSP in the community, it is crucial that the Board of Directors adhere to the messaging platform developed for the organization.

Board participation at events should not create work-generating activity outside of the Society annual operating plan nor should it lead to further commitment of resources, time, effort or money.

II. Engagement Opportunities - Advancing the ASSP Brand

ASSP staff will actively identify engagement opportunities that not only enhance our organization’s reputation but also advance the ASSP brand. This includes aligning with our current Memorandum of Understanding (MOU) to ensure consistency and mutual benefit. Additionally, staff will focus on promoting our public policies, emphasizing our role as a global leader in the occupational safety and health (OSH) profession. By doing so, we aim to position ourselves at the forefront of industry discussions and initiatives. Furthermore, these engagement opportunities will be carefully selected to support our overarching strategic plan and business objectives, ensuring that every effort contributes to our long-term goals. Our team will adopt a proactive approach in seeking out these opportunities, continuously exploring new avenues for collaboration and outreach that align with our mission and values. This initiative will not only strengthen our presence in the field but also foster meaningful relationships with stakeholders across the OSH landscape.

These opportunities do not require Executive Committee approval. However, the Executive Committee will be made aware of such opportunities and will support staff in identifying and selecting the best Executive Committee or Board member to represent ASSP at the event. Expenses for these engagement opportunities will not exceed the board-approved budget unless voted on by the Executive Committee using the Delegation of Authority.

III. Engagement Opportunities - Invitations Received

• Invitations received from ASSP communities
• Invitations received from outside organizations or companies not detailed above (II Engagement Opportunities: Advancing the ASSP Brand)
• Any opportunity that is outside the approved budget for board travel

Expenses for these engagement opportunities will not exceed the board-approved budget unless voted on by the Executive Committee using the Delegation of Authority.

A. Invitation Process

• Invitations must be submitted online via the BOD Request Form. If an invitation is received directly by a board member and linked to their role on the Board of Directors, the board member is required to direct the sponsoring organization to submit the invitation online.
• ASSP staff will review and evaluate each invitation against the Acceptance Guidelines noted below. A summary of that review will be provided to the EC.
• The EC will review the summary evaluation provided by staff and engage in discussions on the benefits and business purpose of the engagement.
• The EC will then vote on the speaking request and if approved, will determine who should attend.

B. Acceptance Guidelines – ASSP Member Community Events

• Every effort will be made for a board member and/or staff member to attend ASSP regional operating committee (ROC) meetings. Attendance may be in person or virtual based on availability and budget.
• The EC will defer invitations to chapter meetings. Invitations may be deferred to regional vice presidents, vice president, region affairs or other ASSP leaders. The EC may accept invitations if board support is the most cost effective or if the EC deems the event to be significant, such as a chapter milestone (e.g., 50-, 75-, 100-year anniversary) and is within budget.
• The EC will consider invitations to chapter-sponsored professional development conferences (PDC) or regional PDCs if they are country, state or region wide and exceed a minimum expected attendance of 200 OSH professionals; if the event is in conjunction with a meeting the board representative is already attending; or if the EC deems the event critical in advancing ASSP’s strategic plan.
  • In the case where a board member is attending a chapter or regional PDC meeting to represent their company, provide technical expertise or present, the EC may request the board member to present on behalf of the Society. Travel reimbursement for this will be based on budget and staff will confirm what will be covered prior to confirmation of travel.

C. Acceptance Guidelines – Outside Organizations or Companies

ASSP may receive invitations from outside organizations or companies (not detailed in Section II above) to speak at an event. Should such an invitation be received, the EC will use the following decision path to determine approval.

• Does this speaking engagement align with ASSP’s strategic plan and what goals and key performance indicators will it help advance? Could acceptance of this invitation be combined with other nearby events to minimize costs and maximize exposure/impact?
  • Yes — Continue with the evaluation questions
  • No — Decline invitation; if appropriate, offer attendance via web if they have the technology to support
• Is there a potential return on investment — specifically will the activity support a defined contract in place, a current customer, a customer considering a contract or a sponsorship event? Will it enhance our reputation or strengthen our role as a leading global OSH organization?
  • Yes — Continue with evaluation questions - Rate this event as having high, medium or low impact on ROI
  • No — Decline invitation; if appropriate, offer attendance via web if they have the technology to support
• Is this a budgeted activity or is it within the budgeted allotment for unplanned travel?
  • Yes — Accept invitation; see attendance guidelines
  • No — Decline invitation; if appropriate, offer attendance via web if they have the technology to support

IV. Engagement Opportunities - Approval not required

• An event that supports a board member’s role as an OSH professional. This includes representing their company, providing technical expertise or offering training and instruction.
• An engagement opportunity that supports ASSP’s direct business objectives. This includes speaking at a sponsor or customer event.
• An engagement opportunity that supports ASSP’s advocacy efforts on behalf of the OSH community and profession. This includes trips to Washington DC to meet with legislators and/or other governmental agencies.

V. Attendance Guidelines

• The EC may consider other board members or Society officers for attendance if they have special expertise or are geographically closer to the event. The president shall make such a recommendation to EC for approval.
• If budget allows, ASSP staff may accompany EC members to significant governmental or international events where practicable to support the board member, to record our commitments and to support relationship continuity. The CEO will determine which staff member will participate in the trip.
• The budget for travel for external events for the president shall be determined each year during the budgeting process.
• The spouse/domestic partner of ASSP’s president and CEO may attend ASSP’s annual professional development conference. ASSP will budget for and reimburse travel expenses of the president’s and/or CEO’s spouse/domestic partner for attending this event.
• A board member may travel business class on international travel if a single flight segment exceeds 6 hours.
• Board members are to purchase international travel as far in advance as possible to get a more favorable airfare rate.
• Board members will follow the Society Travel Expense Guidelines for all travel expenses.
• Board members will not make reimbursable travel arrangements without written confirmation from ASSP’s CEO, chief engagement officer or the governance manager

V. Board Role at the Event

A. Event Preparation

• Board representatives will attend events with the intent to strengthen the link with volunteers, members and the OSH community as well as those events that enhance our reputation or promote our public policies as a global leader in the OSH profession. Board representation should advance the strategic plan and be in alignment with agreed-upon messaging platform to support the ASSP strategic plan.
• The ASSP communications and public relations staff will serve as point of contact for messaging, scripting and talking points to prepare board members as needed.

B. Event Follow-Up

• Board members in attendance will submit a short written narrative to the ASSP governance manager, listing sessions and events attended, providing outcomes, observations and recommendations for future participation within two weeks of the event. This report will be shared with the Board of Directors at the first board meeting following the event.
  • Finance and accounting staff will produce an annual report, as part of year-end, reporting board travel for that fiscal year.

Approved By | Date: Board of Directors | 11/2024
Replaces Edition Dated: 06/2023
Next Revision Due: 11/2027