Duties of the board:
Represent and grow the Host User Group (HUG) Organization
Provide year-round educational opportunities for the membership
Encourage on-going user participation and information sharing
Complete assignments and initiatives of committees as assigned
Travel 4 times per year including conference.
• January – Organizational strategic planning meeting with SMS. 2 – 3 days create marketing plan
for the year, set budgets, and set objectives. See SMS Vegas Support offices and meet with
Michael McCarthy – President of Springer Miller Systems, and Amanda Wisell.
• June Meeting – 2 – 3 days. Arrive by dinner on the first day. 1-1/2 day Board meeting. Pre
conference and session outline planning along with objective review.
• August – Pre-Conference meeting. 3 – 4 days. Pre-conference at property for current year’s
conference. Overview and preparation for upcoming conference. Objective review.
• November – Arrive at conference 2 – 3 days early. About 7-8 days total. Recruit future board
members. Support user-led session leaders. Manage HUG enhancement requests. Daily end-of-
day meeting to document feedback and ideas for future direction of the organization.
Expenses – Board will pay at least 50% of travel and reasonable room rate for travel related to Board
responsibilities, 100% of all related Food and Beverage expenses, and other Board-approved expenses. Your
property is expected to cover the remaining 50% of travel and 50% of room expenses. You will need to fill out an
expense report and send to Treasurer with all backups within 14 days.
New Members – At January Board meeting we will vote to fill available positions of Secretary, Treasurer and
Vice Chair (one year current board service required for Vice Chair). If voted into a position, Treasurer or Secretary,
you must perform all duties described by position.
Treasurer – in charge of all finances, credit card transactions, and financial responsibilities of the
organization. Coordinates all finances and financial documents with the bookkeeping company on a weekly basis.
Collects all money and registration forms for conference registration. Tracks all new members, prepares balance of
Boards account for every conference call. Billing of annual dues and keep the member property database updated.
Secretary – Must take notes for all conference calls and meetings. Email updated notes and action items to
board members w/in 2 days of call. Work with Chair and fellow board members on documentation management
in Google Docs. Will receive and count all votes for potential board members and receive and count all votes for