NACUFS - Policy and Procedure Manual by pmm93834

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									                                                                   P & P Manual
                                                                   Page A-195, July 1993


                           NACUFS - Policy and Procedure Manual

OPERATING POLICY

MUSIC LICENSE REPORTS

SCOPE: To clarify regional and national responsibilities in filing quarterly music license reports
       with the American Society of Composers, Authors and Publishers (ASCAP) and
       Broadcast Music, Inc. (BMI).


The association office shall file quarterly license reports with ASCAP and BMI for live and
recorded music played at national and regional events.

When music is played at regional events, the respective regional treasurer shall complete the
ASCAP and BMI reports and mail them to the association office within two weeks from the
conclusion of the event. The office will submit these reports directly to the licensing agencies,
along with payment of the music fees.

The association office will invoice the regions for reimbursement of any fees paid to ASCAP or
BMI.

During quarters when no music is played at regional or national events, the association office will
file quarterly reports with ASCAP and BMI, as required by both of these agencies.

Completion of reports for music played at the national conference shall be the responsibility of
the conference chair. The completed reports shall be sent to the association office, which will
send them directly to ASCAP and BMI with the payment of any license fees. These fees will be
charged to the national conference budget.
                                                                P & P Manual
                                                                Page A-230,      March     1995
    (formally 220)
                                                                Revised, November 2003


                          NACUFS - Policy and Procedure Manual


OPERATING POLICY

LIABILITY

SCOPE: To define the limits of association liability for personal, college, or company equipment
       used by members in connection with NACUFS activities.



NACUFS shall not be liable or responsible for personal, college, or company equipment that is
lost, stolen or broken unless such equipment has been authorized in writing by the executive
director for use in connection with association activities.
                                                                    P & P Manual
                                                                    Page C-100, June 1976
                                                                    Revised, November 1976
                                                                    Revised, October 1980
                                                                    Revised, July 1981
                                                                    Revised, October 1986
                                                                    Revised, October 1989
                                                                    Revised, March 1990
                                                                    Revised, October 1990
                                                                    Revised, June 1991
                                                                    Revised, July 1995
                                                                    Revised, July 1997
                                                                    Revised, March 1999
                                                                    Revised, November 2003
                                                                    Revised, April 2005
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                            NACUFS - Policy and Procedure Manual

MEETINGS

NATIONAL CONFERENCE

SCOPE: To define how often and for what purposes NACUFS holds a national conference.

According to Article IV, Section 4.1 of the bylaws, NACUFS shall hold a national conference
once each year. The board of directors shall determine the exact date and place. This
information shall be sent to each member at least 90 days prior to the date of the conference.

Conference sites are selected on a rotating basis involving all regions. The board of directors
shall designate the region at the national conference board meeting five years prior to the date of
the conference.

The regional president will report the region’s site recommendations at the summer board
meeting five years prior to the date of the conference.

The national conference registration fee guideline will be the minimum of the prior year's
conference registration fee rate with the final registration fee rate approval occurring at the fall
board meeting prior to the national conference at which time the national conference committee
can request a higher registration fee (up to a maximum of 5% over the prior year's conference
registration fee rate) with justification and within policy guidelines.

Nonmembers attending the national conference shall pay the cost of the registration fee plus 25%.
This applies for a full conference registration or any partial or daily registration. The fee, time of
attendance and registration procedures for nonmembers at showcase shall be determined by the
executive director. Industry representatives who are not members of NACUFS may attend
showcase. The fee, time of attendance and registration procedures shall be determined by the
executive director.

NACUFS does not incorporate invocations into the national conference.
                                                               P & P Manual
                                                               Page C-100, June 1976
                                                               Revised, April 2005
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                          NACUFS - Policy and Procedure Manual

CONFERENCE EDUCATIONAL PROGRAMS

The educational content of the national conference is developed by the program committee and
approved by the board of directors. The educational sessions must be scheduled separately from
the exhibit hours to avoid conflict.

All members are encouraged to submit materials, presentations, demonstrations, or other
programming activities to NACUFS for possible consideration by the program committee.

A minimum of 14 hours of education programs (12 hours starting in 2007), and seven hours of
showcase will be scheduled at each national conference.
                                                                P & P Manual
                                                                Page C-101, October 1982
                                                                Revised, March 1990
                                                                Revised, July 2001


                            NACUFS - Policy and Procedure Manual

MEETINGS


NATIONAL CONFERENCE – Cancellations Refunds


SCOPE: Cancellations refunds.


1. Cancellations received in writing by the registration deadline will be refunded minus
   a $50 administration fee.

2. Cancellations received within two weeks of the conference will be refunded at 50%.

3. There will be no refunds for no-shows or cancellations after the conference begins.
P & P Manual
                                                                 Page C-110, November 1973
                                                                 Revised, October 1976
                                                                 Revised, November 1979
                                                                 Revised, October 1980
                                                                 Revised, July 1981
                                                                 Revised, March 1990
                                                                 Revised, October 1990
                                                                 Revised, November 1992
                                                                 Revised, July 1997
                                                                 Revised, November 2002


                           NACUFS - Policy and Procedure Manual

MEETINGS

NACUFS GENERAL MEMBERSHIP ASSEMBLY

SCOPE: To determine when the General Membership Assembly will be held and for what
       purpose.


The General Membership Assembly will meet during the national conference to elect national
officers, review the association operating budget and participate in issues requiring a vote by the
membership. Each member institution present at the General Membership Assembly is entitled to
a single voting representative. The voting representative will register for the General Membership
Assembly on the conference registration form that will be mailed to all members 90 days prior to
the date of the conference. For the sake of definition, membership by institution shall be defined
as any administratively separate foodservice department within a campus or multi-campus setting
that pays the current NACUFS membership fee and is approved by the board of directors. Only
the voting delegates who have been certified on entry to the General Membership Assembly prior
to the opening “Call-To-Order” by the president, shall be allowed to vote. At such meetings, only
one delegate may represent an institutional membership as defined above. A quorum consisting of
representatives of one-third of the voting delegates registered to attend the General Membership
Assembly, shall by vote, determine all issues appropriately presented at the meeting. Minutes of
the General Membership Assembly will be posted on the NACUFS web site by September 30.
                                                                 P & P Manual
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                           NACUFS - Policy and Procedure Manual


MEETINGS

SPONSORED EVENTS - Industry Participation at Regional Conferences

SCOPE: To identify the role of industry at the regional conference.

A. CONFERENCE EDUCATIONAL PROGRAMS
   1. The educational content of the Region Conference is developed by the Program
      Committee and approved by the Regional Council. The educational sessions must be
      scheduled separately from the exhibit hours to avoid conflict.

    2. All members are encouraged to submit materials, presentations, demonstrations, or other
        programming activities to NACUFS (insert region name) Region for possible
        consideration by the Program Committee.

    3. If a region has a Showcase, then a minimum of eight (8) hours of education programs and
        a minimum of two-and-one-half (2.5) hours of Showcase will be scheduled at the
        Regional Conference.

B. CONFERENCE ATTENDANCE BY EXHIBITORS
   1. Each exhibitor is welcome to register its participants for the regional conference by
      paying the applicable conference registration fee. Registration fees are the discretion of
      the region.

    2. For exhibitors who have not purchased a national conference registration that is inclusive
        of meals, meals may be purchased at the guest ticket price.

    3. Special badges will identify exhibitors at the regional conference.

    4. Taking product or service orders during the conference will not be permitted.

    5. Counter-programming: NACUFS does not allow off program events during scheduled
        conference activities.
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                         NACUFS - Policy and Procedure Manual

MEETINGS

SPONSORED EVENTS - Industry Participation at Regional Conference

C. SPONSORSHIP OF MEALS OR SOCIAL EVENTS: CONTRIBUTING TO
   EDUCATIONAL EXPERIENCE OF DELEGATES
   Sponsorship definitions:
       Sponsorship: Payment for a product or service which is needed and would otherwise
       have to be paid for by the association.
       An in-kind sponsorship is providing a product or service that is needed and would
       otherwise have to be paid for by the association. The monetary value of an in-kind
       sponsorship is determined by its agreed-upon fair market value.
       Needed is defined as a budgeted line item for national conference or educational
       program. Food and beverages and associated handling, service, or corkage fees are
       considered program enhancements and priority points are not awarded.
       Program enhancements are products or services that add value to the conference, but are
       not a conference requirement. They are not a line-item in the budget and are not awarded
       Priority Points.

   1. Meal and social sponsorships are intended to add to the educational experience of our
       membership. These events also give members an opportunity to meet and interact with
       top officials of foodservice related companies.

   2. The sponsorship of meals or social events by exhibitors or non-exhibiting Industry
       members is encouraged under the following guidelines:

Level       Amount      Opportunities               Benefits
Diamond     $8,000      List opportunities          • Two conference registrations.
            and                                     • Speak for 3 minutes at sponsored event
            above                                      (with conference chair approval).
                                                    • Verbal recognition at sponsored event.
                                                    • Recognition in conference program and
                                                       on conference web-site with company
                                                       logo.
                                                    • Customize table tents and/or recognition
                                                       signage (at event?).
                                                    • Recognized with Diamond sponsor
                                                       ribbon.
                                                    • May provide educational material or gift
                                                       for each attendee at sponsored event.
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                            NACUFS - Policy and Procedure Manual

Platinum      $6,000                                    •   One conference registration.
                                                        •   Speak for 2 minutes at sponsored event
                                                            (with conference chair approval).
                                                        •   Verbal recognition at sponsored event.
                                                        •   Recognition in conference program and
                                                            on conference web-site with company
                                                            logo.
                                                        •   Signage recognizing sponsorship at event.
                                                        •   Recognized with Platinum sponsor
                                                            ribbon.
                                                        •   May provide educational material or gift
                                                            for each attendee at sponsored event.
Gold          $4,000                                    •   Speak for 1 minute at sponsored event
                                                            (with conference chair approval).
                                                        •   Verbal recognition at sponsored event.
                                                        •   Recognition in conference program and
                                                            on conference web-site in bold print.
                                                        •   Signage recognizing sponsorship at event.
                                                        •   Recognized with Gold sponsor ribbon.
Silver        $2,000                                    •   Verbal recognition at sponsored event.
                                                        •   Recognition in conference program and
                                                            conference web site.
                                                        •   Signage recognizing sponsorship at event.
                                                        •   Recognized with Silver sponsor ribbon.
Bronze        $1,000                                    •   Recognition in conference program and
                                                            on conference web site.
                                                        •   Signage recognizing sponsorship at event.
                                                        •   Recognized with Bronze sponsor ribbon.

    3. Sponsoring companies will be encouraged to contribute to the educational experience of
         delegates partaking of the sponsored function. In addition to the benefits listed above, the
         following recognition and education means may be utilized, but are subject to approval of
         the conference chair.
         a) Pamphlets, recipes, or other marketing materials within IRS guidelines available at
            the event.

         b) Product as an ingredient/product demonstration of an educational nature.

    4. Acceptance of a meal or social event as a sponsored activity must be confirmed in writing
         by both sponsor and conference chair.

    5. Non-members are allowed to sponsor up to $1000 on a one-time basis only. No priority
         points are awarded.
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                            NACUFS - Policy and Procedure Manual

MEETINGS

SPONSORED EVENTS - Industry Participation at Regional Conference

   5. Interest sessions may be considered sponsored events. There are two types of sponsored
       interest sessions:

       a) Interest session that has an industry member as presenter. This type will not generate
          credit toward higher sponsorship category (e.g., diamond, platinum, gold, silver and
          bronze).

       b) Interest session that has non-industry presenters(s). This type of interest session
          would generate credit toward higher sponsorship category. Conference chair has
          final authority to determine the selection of conference interest session programs.

   6. Three weeks prior to the conference, sponsors will be emailed a pre-registered attendee
       list (excel file format) for a one-time use. Four weeks after the end of the conference,
       sponsors will be emailed an updated attendee list for a one-time use.

D. PRODUCT USAGE OR IDENTIFICATION
   1. Only exhibitors and sponsors may make available products or items which identify their
      company/products at the regional conference. Such products cannot be credited towards
      sponsorship.

   2. Companies who sponsor items where logos are included (conference bags, t-shirts, etc.)
       cannot have display space for their logo(s) larger than the conference logo. The regional
       conference chair has the sole authority to determine placement and size of logos.

E. SHOWCASE EXHIBITS AND BOOTHS (if applicable)
   1. The NACUFS Regional Showcases are educational for the membership and provides
      direct communication between campus dining directors, support staff and industry.

   2. The Regional Council will determine the cost of exhibit booths at the Regional
       Conference Showcase. The booth fee includes one primary conference registration for
       each exhibiting organization including meals. No booth is offered gratis, regardless of
       sponsorship level. The maximum booth fee is no greater than $650 for members and
       $800 for non-members. Booth fees may be raised no more than 5 % per year over the
       base year of $650.

   3. Exhibit booths are available to both Industry members and other eligible nonmember
      organizations. Nonmembers will be charged a higher price for booth spaces than
      members.
   4. NACUFS regional showcase will not be less than 2.5 hours, nor more than 3 hours in
      length.
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                          NACUFS - Policy and Procedure Manual

MEETINGS

SPONSORED EVENTS - Industry Participation at Regional Conferences

   5. Each booth measures a minimum of 8’ X 10’. The number of booth spaces on the
       showcase floor will be based on available square footage, the amount of time needed by
       delegates to adequately visit each booth, and the desire by NACUFS to ensure a quality
       educational experience for the conference attendees.

   6. Booths are assigned on a first come first served basis. No exhibiting organization may
       purchase more than two (2) booths at the regional showcase.

   7. Showcase information and booth space agreements will be sent by the regional
       conference showcase chair to all Industry members and other nonmembers who have
       inquired about exhibiting as soon as firm prices for all related exhibit costs become
       available.

   8. All exhibitor information (e.g. cost of unusual or special charges of exhibitor services,
       cost of auxiliary hotel service, cost of hotel rooms, conference meals, etc.) will be
       furnished by the regional conference showcase chair. An advance notice of at least three
       months is a suggested time frame. Information on refrigeration, freezer space, and ability
       to cook food samples must be provided to exhibitors at least two months in advance of
       the conference.

   9. The exact dates and show times as well as set-up and move-out times will be part of the
       advance information furnished to all potential exhibitors prior to the solicitation of final
       commitments.

   10. Exhibitors shall abide by the Guidelines, Rules and Regulations published on the Booth
       Space Application/Contract.

   11. All exhibitors at the regional conference will be identified in conference program
       materials and on the showcase floor.

   12. NACUFS Regions will promote a high degree of interest and participation of its
       conferees in the exhibit. The regional conference chair will control all suites requested by
       exhibitors or non-exhibiting Industry members and must sanction in writing all
       hospitality proposals which may not in any way conflict with scheduled program
       presentations. NACUFS will not be responsible for any shortcoming or act of omission
       on the part of the host hotel, host school or convention center.

   13. All drawings for prizes on the exhibit floor will be announced and presented by a
       NACUFS representative and coordinated by the regional showcase chair.

   14. The regional showcase chair will work with the industry liaisons to gather input and
       suggestions from exhibitors relative to the success of the showcase from industry's
       standpoint, utilizing the exhibitors’ evaluation, the surveys completed at the prior
       conference, and suggestions from the NACUFS membership and the regional council.
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                                                                   Page C-115, November 2005
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                          NACUFS - Policy and Procedure Manual


MEETINGS

SPONSORSHIP SOLICITATION: ETHICAL AND LEGAL GUIDELINES

SCOPE: To identify guidelines for soliciting sponsorship dollars for NACUFS.

A. PROFESSIONAL OBLIGATIONS
   1. Sponsorship chairs and sponsorship committee members shall not have primary
      responsibility for purchasing for their institution.

   2. Sponsorship chairs and sponsorship committee members shall not engage in activities
      that harm the member’s institution and customers, NACUFS organization, or profession.

   3. Sponsorship chairs and sponsorship committee members shall not engage in activities
      that conflict with their fiduciary, ethical and legal obligations to their own institution,
      their customers and NACUFS.

   4. Sponsorship chairs and sponsorship committee members shall effectively disclose in
      writing to the NACUFS office all potential and actual conflicts of interest; such
      disclosure does not imply ethical impropriety.

   5. Sponsorship chairs and sponsorship committee members shall not exploit any
      relationship with a sponsor, prospect, volunteer, or employee for the benefit of NACUFS
      or the sponsorship chair’s institution.

   6. Sponsorship chairs and sponsorship committee members shall comply with all applicable
      local, state, provincial, federal, civil and criminal laws.

   7. Sponsorship chairs and sponsorship committee members recognize their individual
      boundaries of competence and are forthcoming and truthful about their professional
      experience and qualifications.

B. SOLICITATION AND USE OF SPONSORSHIP FUNDS
   1. No statements shall be implied or expressly stated to sponsors or prospective sponsors
      about awarding bids or increasing, reducing or withholding current or future purchases
      with the sponsorship chair’s institution.

   2. Sponsorship chairs and sponsorship committee members shall not convey competitor
      sponsorship information nor make comparison to other NACUFS regions’ levels of
      donations.
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                         NACUFS - Policy and Procedure Manual

MEETINGS

SPONSORSHIP SOLICITATION: ETHICAL AND LEGAL GUIDELINES

   3. Sponsorship chairs and sponsorship committee members shall take care to ensure that all
      solicitation materials are accurate and correctly reflect NACUFS’ mission and use of
      solicited funds.

   4. Sponsorship chairs and sponsorship committee members shall take care to ensure that
      contributions are used in accordance with sponsors’ intentions.

   5. Sponsorship chairs and sponsorship committee members shall obtain explicit consent by
      the sponsor before altering the conditions of contributions.

   6. Sponsorship chairs and sponsorship committee members shall take care to ensure proper
      stewardship of sponsorship contributions, including timely reports on the use and
      management of such funds.

   7. The conference chair has the authority to make the final determination on any issues or
      concerns regarding sponsorship.

   8. Sponsorship solicitation practices shall comply with NACUFS policy and procedure C-
      114 and all other applicable NACUFS policies and procedures and Bylaws.

   9. For regional and national conferences, sponsorship chairs and sponsorship committee
      members shall not begin soliciting of sponsorship dollars for next years’ conference or
      subsequent years’ conferences until the current year conference has begun.

C. PRESENTATION OF INFORMATION
   1. Sponsorship chairs and sponsorship committee members shall not disclose privileged or
      confidential information as designated by the sponsor to unauthorized parties.

   2. Sponsorship chairs and sponsorship committee members shall adhere to the principle that
      all sponsor and prospect information created by, or on behalf of, NACUFS is the property
      of NACUFS and shall not be transferred or utilized except on behalf of NACUFS and
      with the permission of the NACUFS board of directors.

   3. Sponsorship chairs and sponsorship committee members shall not sell, rent, share or
      exchange sponsors’ names with other organizations.

   4. Sponsorship chairs and sponsorship committee members shall, when stating sponsorship
      results, use accurate and consistent accounting methods that conform to NACUFS
      guidelines.

   5. All sponsorship funds collected shall be held in a NACUFS account and not held in a
      college/university institutional account.
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                         NACUFS - Policy and Procedure Manual

MEETINGS

SPONSORSHIP SOLICITATION: ETHICAL AND LEGAL GUIDELINES

D. COMPENSATION
   No compensation, gratuity or gift may be accepted from the sponsor(s) by the sponsorship
   chair and sponsorship committee members in the performance of their duties as sponsorship
   chair and committee member.

E. INTERNAL REVENUE SERVICES GUIDELINES FOR ADVERTISING AND
   SPONSORSHIP
   The Internal Revenue Services provides the following guidance.

   1. Permissible Use of Acknowledgements:

       “Qualified sponsorship payment” is defined as any payment made by any individual or
       entity engaged in a trade or business where there is no arrangement or expectation that
       the sponsor will receive any substantial return benefit other than the use or
       acknowledgement of the sponsor’s name, logo, and the product lines in connection with
       the activities of the tax-exempt organization that receives the payment. Consequently,
       the following “acknowledgements” are permitted:

           a) sponsor logos and slogans that do not contain comparative or qualitative
              descriptions of the sponsor’s product, services, facilities or company;
           b) sponsor locations, addresses, and telephone numbers;
           c) value-neutral descriptions, including displays or visual depictions of a sponsor’s
              product line or services; and
           d) sponsor brand or trade names and product-or-service listings.

   2. Impermissible Advertising, Messages

       Conversely, the law states that “use or acknowledgement” does not include advertising
       the sponsor’s products or services, including messages containing the following items:

           a) qualitative or comparative language about a sponsor’s products, services,
              facilities or company;
           b) price information or other indications of savings or value associated with a
              product or service;
           c) an endorsement; or
           d) an inducement to purchase, sell, or use the sponsor’s products or services.
              (However, distribution of the sponsor’s product to the public at a sponsored event
              for free or for a charge, would not be considered an inducement to purchase, sell,
              or use the product.)
                                                                P & P Manual
                                                                Page C-116, March 1993
                                                                Revised, November 2003
                                                                Revised, April 2005
                                                                Revised, July 2005
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                         NACUFS - Policy and Procedure Manual

MEETINGS

REGIONAL SHOWCASES/DISPLAYS

SCOPE: To identify the policies for conducting regional showcases.

A. PURPOSE

   1. Each of the association's six regional chapters shall hold an annual regional conference
      which may include a showcase or literature tables.

   2. Regional showcases shall be educational for the membership and provide direct
      communication between institutional and industry members.

   3. Regional booth rental fees will be established by each region. NACUFS nonmembers
      shall be charged more for booth spaces than NACUFS industry members.

   4. Taking product or service orders during regional conferences or showcases is not
      permitted.

   5. All booth spaces at regional showcases will be assigned on a first-come, first-served basis
      until the showcase block is sold out. The stamped date of the returned booth space
      agreement and deposit, when returned by the potential exhibitor, will be used to
      determine the allocation of booth spaces.

   6. The number of booth spaces at regional showcases will be based on available square
      footage, the amount of time needed by delegates to adequately visit each booth and the
      desire by NACUFS to ensure a quality educational experience for the conference
      attendees.

   7. Regional conference and showcase information will be sent to all Industry members and
      other eligible nonmembers who have inquired about exhibiting as soon as firm prices for
      all related exhibit space become available.

   8. NACUFS nonmembers may be charged more for sponsoring regional conference events
      than members.

   9. Exhibitors will not be permitted to play live or recorded music at regional showcases
      without prior written permission from the conference chair. Exhibitors will be required to
      pay ASCAP and BMI music license fees, if approval to play music at showcase is granted
      by the conference chair.
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                                                                 Page C-116, March 1993
                                                                 Revised April 2005
                                                                 Revised July 2005
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                          NACUFS - Policy and Procedure Manual

MEETINGS

REGIONAL SHOWCASES/DISPLAYS


  10. For an institution to hold the showcase component of a regional conference on its
      campus, the institution must submit a letter to its NACUFS regional president from the
      appropriate campus administrator, (see sample copy of letter on pp. 2-3 of this P & P),.
      indicating the institution will allow the regional showcase to operate in accordance with
      NACUFS showcase policies.


  This letter must be submitted to the regional president for an institution to be selected by a
  region to serve as the host school for its regional conference.

  Without such a letter, an institution cannot be selected to host a regional conference, unless
  the showcase component of the conference is held off campus at a suitable hotel, convention
  center or other non-campus facility, in which case the same showcase policies listed above
  apply.

  The letter shall be filed in the association office.
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                                                                 Page C-116, March 1993
                                                                 Revised April 2005
                                                                 Revised July 2005
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                           NACUFS - Policy and Procedure Manual

MEETINGS

REGIONAL SHOWCASES/DISPLAYS

Sample Letter from Prospective Regional Conference Host Institution

To be printed on letterhead of prospective host institution:

Date
Name of NACUFS Regional President
Address

Dear: [Name of NACUFS Regional President]:

[Name of Prospective Host Institution] wishes to be selected by the National Association of
College & University Food Services (NACUFS) to host on our campus the NACUFS [Name of
NACUFS region] regional conference and showcase to be held on [dates].

I have reviewed the current NACUFS regional showcase policies, and agree that this institution
will allow the regional showcase to operate in accordance with these policies, as stated below:

    1. Each of the association’s six regional chapters shall hold an annual regional conference,
    which may include a showcase and literatures tables.

    2. Regional showcases shall be educational for the membership and provide direct
    communication between institutional and industry members.

    3. Regional booth fees will be established by each region. NACUFS nonmembers shall be
    charged more for booth spaces than NACUFS industry members.

    4. Taking product or service orders during regional conferences or showcases is not
    permitted.

    5. All booth spaces at regional showcases will be assigned on a first-come, first-served,
    basis until the showcase block is sold out. The stamped date of the returned booth space
    agreement and deposit, when returned by the potential exhibitor, will be used to determine
    the allocation of booth spaces.

    6. The number of booth spaces at regional showcases will be based on available square
    footage, the amount of time needed by delegates to adequately visit each booth, and the desire
    by NACUFS to ensure a quality educational experience for the conference attendees.
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                                                                Page C-116, March 1993
                                                                Revised April 2005
                                                                Revised July 2005
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                        NACUFS - Policy and Procedure Manual

MEETINGS

REGIONAL SHOWCASES/DISPLAYS

Sample Letter from Prospective Regional Conference Host Institution – continued

7. Regional conference and showcase information will be sent to all NACUFS industry
members and other eligible nonmembers who have inquired about exhibiting as soon as firm
prices for all related exhibit space becomes available.

8. NACUFS nonmembers may be charged more for sponsoring regional conference events
than NACUFS members.

9. Exhibitors will not be permitted to play live or recorded music at regional showcases
without prior written permission from the conference chair. Exhibitors will be required to
pay ASCAP and BMI music license fees, if approval to play music at showcase is granted by
the conference chair.

10. For an institution to hold the showcase component of a regional conference on its
campus, the institution must submit a letter to its NACUFS regional president, from the
appropriate campus administrator, indicating that the institution will allow the regional
showcase to operate in accordance with NACUFS showcase policies as stated above. This
letter must be submitted to the regional president for an institution to be selected by a region
to serve as the host institution for its regional conference. Without such a letter, an institution
cannot be selected to host a regional conference, unless the showcase component of the
conference is held off campus at a suitable hotel, convention center, or other non-campus
facility, in which case the same showcase policies listed above apply.

I am authorized to sign this letter on behalf of [Name of Prospective Host Institution]. Please
contact me at [phone or e-mail address] if you have any questions and let me know if our
institution has been selected to host the NACUFS [Name of NACUFS Region] regional
conference and showcase on our campus.

Name of Appropriate Host Institution Administrator
Title
Institutional Name
P & P Manual
                                                                  Page C-200, November 1973
                                                                  Revised, June 1977
                                                                  Revised, November 1979
                                                                  Revised, October 1980
                                                                  Revised, July 1981
                                                                  Revised, October 1982
                                                                  Revised, March 1990
                                                                  Revised, November 2003


                           NACUFS - Policy and Procedure Manual

MEETINGS

REGIONAL CONFERENCES

SCOPE: To determine how often and who is responsible for the regional conference and the
       conditions for holding the regional showcase on an institution’s campus.


Each region will hold an annual conference at least 30 days preceding the NACUFS national
conference.

It shall be the responsibility of the regional president to see that such conferences are held. The
purpose of the regional conferences is to carry on educational programs for the members, to carry
on business relative to the operation of the region, and to elect officers. The Northeast,
Southern, and Pacific regional presidents shall take office at the national conference in
odd years. The Mid-Atlantic, Midwest and Continental regional presidents shall take
office at the national conference in even years.

Newly elected regional officers will assume their new positions at the close of the General
Membership Assembly.
        D-150, July 2001
        Revised, November 2005
        Revised, July 2006
        Page 1 of 6


COMMITTEES

CULINARY CHALLENGE COMMITTEE & SPONSORSHIP

SCOPE: To define Culinary Challenge committee terms of office, organizational structure and
responsibilities and sponsorship requirements.

GOAL: To develop and present quality culinary challenge programs for the NACUFS membership.

The Culinary Challenge committee will be comprised of:

    •   National Culinary Challenge vice-chair, three year commitment appointed by the president-elect
    •   National Culinary Challenge chair
    •   National Culinary Challenge past-chair
    •   Culinary Challenge regional representatives, two from each region, two year staggered terms
        appointed by regional president
    •   Industry representatives, two year term appointed by the president-elect
    •   Association staff liaison, assigned by the NACUFS executive director

National Culinary Challenge Vice-Chair

    1. Will serve a one-year term as vice-chair, followed by one year as chair, and one additional year as
       past-chair allowing for continuity and leadership. The national president-elect will appoint the
       national vice-chair based on input from the past Culinary Challenge chair, and the national
       conference chair during the year the vice-chair will be chair. This selection will include the
       requirement that the vice-chair have experience as a regional representative who has served or is
       currently serving on the national Culinary Challenge committee.

National Culinary Challenge Chair
Will serve one-year term as chair of the committee and will concurrently serve as a member of the
national conference committee. They will serve one additional year as past-chair. Will be responsible for
submitting projected budget for the fall board of directors meeting. Will take the lead role in planning
and organizing the national Culinary Challenge.

Culinary Challenge Past-Chair
Will serve a one-year term. The past-chair is responsible for recommending candidates from the regional
representatives to serve as vice-chair.
                                                                   D-150, July 2006
                                                                   Page 2 of 6


Regional Culinary Challenge Vice-Chair
Each regional president will appoint a regional vice-chair from regional institution members-at-large to
serve on the national committee, serving as an alternate for the first year, regional chair the second. After
the national conference, shall confer with both the regional president and the upcoming regional
conference committee chair regarding the next regional competition. Will assume regional Culinary
Challenge chair responsibilities in the absence of the chair.

Regional Culinary Challenge Chair
Will serve one-year term as regional chair and as thus shall be responsible for their region’s competition.
Responsible for ensuring the regional competition follows national rules and competition guidelines.
Regional chairs are responsible for various duties pertaining to the national competition both throughout
the year and at the national conference as assigned by the national Culinary Challenge chair. Is also
responsible for working with regional president in selecting regional Culinary Challenge vice-chair. Is
also responsible for developing and monitoring the budget and annual action plan for the regional
competition.

Industry Representatives
At least two or more representatives from NACUFS industry members-at-large are appointed by the
national president-elect to serve on the Culinary Challenge committee. At least one industry
representative will be a member of the Industry Advisory Council. Volunteers will serve a two-year
alternating term, allowing for continuity.

Association Staff Liaison
Offers the committee guidance, assists with committee meeting and conference call logistics, is a link to
association office resources and offers support to the committee as needed. In conjunction with the chair
and vice-chair, submits a yearly action plan for the national competition.

Committee Responsibilities:

    1. Develop and present quality Culinary Challenge programs for the NACUFS membership
       following the approved guidelines:

        a. The chair, vice-chair and association staff liaison submits to the national president an action
           plan for the annual Culinary Challenge to be held in conjunction with the national conference.
        b. Submit Culinary Challenge program outline and preliminary budget to the finance committee
           for board of directors approval at the fall board meeting.
        c. Coordinate all marketing plans through the NACUFS marketing manager to ensure the
           professionalism, timeliness, and accuracy of all information published.
        d. In conjunction with the chair and executive director, ensure that the program meets budgeted
           goals.
                                                                 D-150, July 2006
                                                                 Page 3 of 6


    2. Regional chair and vice-chair assist their regional conference committee by developing and
       implementing Culinary Challenge programs. Maintain effective communication with regional
       conference committee. Respond to requests from national or regional conference chairs for
       assistance with the Culinary Challenge.

    3. Submit a committee report to the association office 30 days prior to board meetings. This report
       should include the status of all regional culinary updates from the entire committee, as approved.

    4. Create an updated regional Culinary Challenge summary for the current competition year and
       submit a report for the spring and fall board of directors meeting.

    5. Plan and coordinate the Culinary Challenge at the national conference.

    6. Submit a financial statement of the projected and actual costs for the national Culinary Challenge
       program sixty days after the national Culinary Challenge.


SPONSORSHIP

 SCOPE: To define the sponsorship requirements of the NACUFS Culinary Challenge and the structure,
 operation, and responsibilities of the Culinary Challenge Committee.

The NACUFS Culinary Challenge consists of an annual national competition and six annual regional
competitions. The culinary challenge is exclusively a NACUFS event. The association is responsible for
budgeting, planning, and execution, as well as advertising, media releases, and event signage.

Primary Sponsorship

There shall be one primary sponsor of the NACUFS Culinary Challenge.

The primary sponsor shall be secured by the national culinary challenge chair with support from the
association staff.

The primary sponsor of the NACUFS Culinary Challenge shall provide a minimum of $30,000 annually
to cover the cost of the challenge at the national conference and a minimum of $4,500 to each region to
cover the cost of the challenge at the regional conferences.

As primary sponsor, the company will receive all of the designated benefits appropriate to its NACUFS
sponsorship category, as outlined in NACUFS P&P C-114 and P&P C-114R, including four
complimentary full-registrations for employees of the company to attend the national conference. In
addition, the primary sponsor shall receive one complimentary full-registration for each of the
association’s six regional conferences.
                                                                  D-150, July 2006
                                                                  Page 4 of 6

The primary sponsor:
   • Will be allowed to place signage with the company name, logo, and sponsorship status in the
       culinary challenge area, subject to content and placement approval of NACUFS.
   • Will be recognized as the primary sponsor of the culinary challenge on the NACUFS Web site.
   • Will be allowed to make recommendations on planning/budgeting of the culinary challenge.
   • Will be allowed to provide additional awards to the culinary challenge contestants, subject to the
       approval of NACUFS.
   • Will be allowed to place a congratulatory advertisement for culinary challenge winners in
       approved trade publications, upon review and approval of NACUFS.

NACUFS Culinary Challenge at the National Conference

The primary sponsor is free to sponsor other non-culinary challenge activities at the national conference.

No more than four (4) non-monetary secondary sponsors will be allowed for the culinary challenge at the
national conference. These sponsors may supply equipment or materials only (e.g., cookware, chef
uniforms, footwear, knives, cutlery, table cloths, ranges, hotplates, audio/visual equipment, etc.).

The primary sponsor will be consulted before any secondary sponsor is solicited or selected. Companies
who are in direct competition with the primary sponsor cannot be secondary sponsors of the culinary
challenge.

Secondary sponsors will be recognized during the culinary challenge and during the awards presentation.
These sponsors will be recognized in culinary challenge materials and on the NACUFS Web site.
Secondary sponsors may provide awards to the contestants, subject to the approval of the national
culinary challenge chair.

Secondary sponsors are not permitted to place signage or banners with their company name or logo in the
culinary challenge area. If a secondary sponsor provides a take-away item (e.g., DVD/CD, book, etc.), it
must be specifically related to the culinary challenge and placed on a table in the back of the room or near
the entrance.

Neither the primary sponsor nor any secondary sponsor shall sell, promote, or solicit products/services or
distribute company sales or marketing literature at the culinary challenge event.

NACUFS Culinary Challenge at the Regional Conferences

The primary sponsor of the NACUFS Culinary Challenge is free to provide each region more than the
$4,500 minimum. The primary sponsor is also free to sponsor other non-culinary challenge activities at
any regional conference.

If, after consulting with the primary sponsor, a region decides the amount of funding provided by the
primary sponsor is not sufficient to cover the costs of the challenge, the region may secure additional
secondary cash sponsors. The primary sponsor will still be recognized as such and receive all of the
benefits assigned to this sponsorship category.
                                                                   D-150, July 2006
                                                                   Page 5 of 6

In addition, a region may secure up to four (4) non-monetary secondary sponsors for equipment or
materials (e.g., cookware, chef uniforms, footwear, knives, cutlery, table cloths, ranges, hotplates,
audio/visual equipment, etc.).

The primary sponsor will be consulted before any secondary sponsor is solicited or selected, whether cash
or non-monetary. Companies who are in direct competition with the primary sponsor cannot be secondary
sponsors of the culinary challenge.

All secondary sponsors will be recognized during the culinary challenge and during the awards
presentation. These sponsors will be recognized in culinary challenge materials and on the NACUFS Web
site. Secondary sponsors may provide awards to the contestants, subject to the approval of the regional
culinary challenge chair.

Secondary sponsors are not permitted to place signage or banners with their company name or logo in the
culinary challenge area. If a secondary sponsor provides a take-away item (e.g., DVD/CD, book, etc.), it
must be specifically related to the culinary challenge and placed on a table in the back of the room or near
the entrance.

Neither the primary sponsor nor any secondary sponsor may sell, promote, or solicit products/services or
distribute company sales or marketing literature at the culinary challenge event.

Right of First Refusal

The primary and secondary sponsors of the NACUFS Culinary Challenge shall have the right-of-first
refusal, as outlined in P&P C-114, in terms of renewing their sponsorship commitment for the next year.
A signed copy of the NACUFS Culinary Challenge Sponsorship Form (attached) is required to secure this
commitment.

Sponsorship Payments

Sponsorship payments are due within 30 days of being invoiced by the association office.
                                                                 D-150, July 2006
                                                                 Page 6 of 6

                                               Appendix A

                           NACUFS Culinary Challenge Sponsorship Form

                                  2007 NACUFS Culinary Challenge

Please complete and sign the form below and return to the association office by [date]:

______________________________________________________________________


Our company agrees to be the primary sponsor of the 2007 NACUFS Culinary Challenge at a minimum
funding level of $30,000 for the culinary challenge at the national conference and a minimum of $4,500
per region for the culinary challenge at each of the association’s six regional conferences.

For a discussion of other sponsorship provisions and the benefits accrued to the primary sponsor of the
NACUFS Culinary Challenge, please see NACUFS P&P C-114; P&P C-114R; and P&P D-150
(attached):

Name:


Signature:


Title:

Company:

Address:




Phone:                                           E-Mail:

Fax:



Please return to:

                        NACUFS
                        2525 Jolly Road, Suite 280
                        Okemos, Michigan 48864
                        Fax: (517) 332-8144

								
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