Guidelines for Local Sections, Technical Sections, Councils and Student Chapters on Events
SPE International has a reputation for superior events with high quality technical content. Most members and the public do not distinguish between SPE and its sections, technical sections, councils or student chapters. SPE's goal is for all events to be successful and beneficial to members and our industry. All events* must be in compliance with SPE policies and guidelines. The following is a synopsis of the most critical policies as they pertain to local sections, technical sections, student chapters, councils and any other entity of SPE.
*Note that SPE defines an “event” as any technical event other than a regular, recurring meeting held within the board-approved jurisdiction.
Required Approval from SPE International
In accordance with the Policy on the Use of the SPE Name and Logo, anyone hosting any of the following must seek approval from the SPE Board of Directors before planning or any promotion of any of the following:
- An event organized with a commercial or not-for-profit event organizer
- An event done in partnership or association with commercial or not-for-profit entities
- An event marketed or promoted to individuals or members outside the jurisdiction of the SPE section, technical section, council or student chapter
It is important that members be very involved in the content development of any event to ensure that the quality of the content meets SPE standards. The SPE Board may revoke privileges to host an event if the technical quality survey ratings are considered poor.
Event Naming Requirements
In order for an event to receive SPE Board approval, the event title must adhere to the Event Naming Policy and be used consistently throughout all materials. Within this policy, SPE clearly defines what constitutes a conference, forum, summit, training course, workshop, and symposium.
- All of the defined event types, other than Symposium, require SPE staff to manage the event.
- If an event matches the definition of a conference, forum, summit, training course, workshop or symposium, it must be named and treated accordingly.
- If an event does NOT match the definition of a conference, forum, summit, training course, workshop or symposium, it must select another name. (i.e., seminar, congress, etc.)
The following rules must be followed when naming the event. The official event name must be approved before putting it on any public-facing source (websites, printed brochures, technical programs, etc.). Once approved, only the official name, not an acronym, should be used.
- Event title begins with “SPE” and the name of the host section, technical section, council, or student chapter
- Event title correctly reflects the content of the technical program
- Events title does not include the year or edition of the event
- Event title must reflect the names of all partners involved in developing the program content
Please note that conferences held in conjunction with a non-SPE controlled exhibition or show must not include the name of the show in the official name.
Important Notes Regarding Event Management
Sections, technical sections, councils or student chapters may hire event management services from SPE. At a minimum, SPE must be hired to conduct a post-event survey.
In order to offer technical papers for inclusion in OnePetro, SPE services must be hired to prepare a call for papers, to manage the paper submission process, and to produce the master proceedings.
To seek approval from the SPE Board, you must submit an Event Request Form (ERF). To properly do so, please seek the guidance of the Regional Specialist at your nearest SPEI office. You may also email email@example.com or firstname.lastname@example.org and ask to be put in contact with the appropriate staff.
When reviewing requests, the SPE Board seeks to mitigate risk, to ensure partners are reputable organizations, to understand the promotional reach of the event, to ensure SPE receives an equitable arrangement, and to safeguard SPE events from competing with each other.
Please keep in mind that the SPE Board meets three times per year, in March, June and September/October.
Once the event is approved, please review the Graphics Standards to ensure proper use of the SPE name and logo. Event websites must be updated regularly and include contact details should a potential attendee have questions.
Only events organized by SPE International will appear on the global events calendar, unless specially requested and approved during the ERF process. Sections, councils and student chapters may request to have an event listed on the appropriate regional website through the local SPE office. Events may also be included in the SPE Connect community calendar, searchable by all members.
If you wish to promote an event to members outside of your jurisdiction, you may hire SPE to send an email or ask your fellow officers to send an email to their members on your behalf.
You may reach out to supporting organizations to expand visibility for your event. However, you may not share with them contact details for members or event attendees. You may offer benefits such as exhibit space, complimentary or discounted registrations or recognition as a "Supporting Organization" on promotional material. You may not send emails to members about events not organized or approved by SPE.