Chapter volunteer manual

Introduction

This KnowledgeNet Chapter Volunteer manual is a comprehensive guide designed to help KnowledgeNet Chapter Chairs and Young Privacy Professionals understand the roles, expectations and standards that must be followed in fulfilling these roles.

Chapter Chair roles and expectations

Chapter Chairs work with their local KnowledgeNet Chapter co-chairs to plan quarterly educational and networking activities for members. Chapter Chairs serve a two-year term.

KnowledgeNet chapter chairs are required to:

• Maintain an active IAPP membership.
• Actively contribute to planning and attending chapter meetings.
  • Communicate regularly with co-chairs, Young Privacy Professionals and their assigned IAPP staff partner about chapter planning.
• Organize quarterly educational meetings for local members featuring a relevant topic and engaging presentation or discussion.
  • Organize at least one educational meeting annually that aligns with an IAPP section, including, Diversity in Privacy, Privacy Bar, Privacy Engineering, and Women Leading Privacy.
  • Hold at least one virtual meeting annually.
• Organize at least two casual networking activities for local members and guests. 
  • Coordinate with a Young Privacy Professional if there is one in your area.
• Secure a knowledgeable speaker or diverse panel.
• Work with local organizations to donate meeting space or find an approved virtual platform.
• Guide new co-chairs and engage with other chapter volunteers and members.
• Be advocates for the IAPP in their local chapter.
• Promote their local chapter activities through social media and personal networks.
• Promote the privacy, AI governance and digital responsibility professions by ensuring their chapter’s meetings and activities meet member needs.

Young Privacy Professionals roles and expectations

Young Privacy Professionals work with their local KnowledgeNet Chapter co-chairs to plan networking activities for members. One or two YPPs are accepted per chapter (depending on the size of the chapter). A YPPs serve a one-year term. 

Young Privacy Professionals are required to:

• Maintain active IAPP membership.
• Actively contribute to planning and attending chapter meetings.
  • Communicate regularly with co-chairs, YPPs and their assigned IAPP staff partner about chapter planning.
• Organize at least two networking activities per year.
  • YPP needs to confirm dates with the local chairs and make sure there are no conflicts with other meetings before planning a networking activity. Non-members that may be interested in privacy or the IAPP are welcome to attend. Attendees are responsible for their own expenses and no CPE credits are awarded. 
• Assist local KnowledgeNet Chapter chairs as needed.
  • Promote meetings on social media, provide speaker and/or host outreach and coordination help and participate in on-site execution of meeting.
  • If an early career development meeting is scheduled for a chapter meeting, chairs are encouraged to reach out to their YPP and ask for insight.

Chapter volunteer code of conduct

To ensure the best possible experience for you, our members, and the IAPP staff, all Chapter Chairs and Young Privacy Professionals are expected to adhere to the following guidelines during their volunteer term.

KnowledgeNet Chapter Chair and Young Privacy Professional participation guidelines:

• Be respectful of your co-chairs, chapter volunteers, and IAPP Staff.
  • Work as a team with fellow volunteers.
  • Trust the IAPP’s judgement and decision making.
  • Be patient with your staff partner’s response time. 
• Be respectful to all members and guests attending KnowledgeNet Chapter events.
  • Do not collect or retain personally identifiable information (PII) of IAPP chapter members under any context.
• Remember who you are representing.
  • You are not an agent or employee of the IAPP. You do not have authority to act on behalf of the IAPP. While in your role as a KnowledgeNet Chapter Chair, or Young Privacy Professional, your decisions, actions, and opinions speak about you as an IAPP volunteer, and not simply a member or privacy professional.
• The IAPP is non-lobbying.
  • We do not have an agenda. Neither should you. KnowledgeNet Chapter events are designed to create neutral, comfortable spaces for privacy, AI governance and digital responsibility professionals to connect and learn. Meetings are not to be used, nor should speakers be permitted to use them, for the promotion of products or services.
• Know what’s expected of you.
  • You are expected to follow the roles, expectations, and event planning instructions set out in this chair manual. 
  • You are required to regularly communicate with your co-chairs and Staff Partner. If you are experiencing difficulties, we want to help.
  • If other commitments prohibit you from fulfilling these requirements, or your Staff Partner has not heard from you in over 3 months, the IAPP can re-evaluate your position and request removal of your role as a KnowledgeNet chapter chair.

Please note: Your role as a volunteer can be revoked at any time by IAPP staff if you fail to comply with these guidelines.

IAPP responsibilities

IAPP staff supports KnowledgeNet chapters by creating and sending meeting invitations to chapter members, setting up online registration and working with co-chairs to ensure a successful event. The IAPP will share any presentation materials to attendees after the meeting, if they are available. Please be sure to share these with your staff partner as soon as possible. 

In addition to direct meeting support, the IAPP is responsible for:

• Acting as your primary resource for chapter ideas and solutions.
• Selecting and onboarding new co-chairs and other chapter volunteers.
• Sharing host and speaker offers received.

If you need additional information or support, the IAPP can assist by: 

• Sending annual surveys to all local members to get planning ideas for future chapter meetings. Fill out the chapter survey submission form to get started!
• Sending emails to members asking for host and speaker offers.
• Sharing historical information about their chapter regarding attendance numbers, topics, locations, etc.
• Providing a virtual platform (for use within staff's normal business hours) if needed. Volunteers are encouraged to use their own platforms.

Planning an educational meeting

All chapter activities will be planned by local volunteer chairs and coordinated with the IAPP.  KnowledgeNet chapter meetings are free to attend, and venue space must be donated for in-person meetings. Chairs will work together and with their IAPP point of contact for each activity. Please review sections below on selecting a location, date, speaker(s), topic and sharing information with the IAPP. 

See the section Planning a Virtual Educational or Networking Activity for information on virtual events. 

To help get your chapter on track for the year, please feel free to use this KnowledgeNet planning worksheet.

Selecting a date and time

• Chairs work with each other, the local host and speaker(s) to decide a date and time for the meeting that works for everyone.
• Meetings are generally 1 to 2 hours total in length. Please allow time for questions after the presentation.
• Avoid scheduling on local and national holidays and IAPP conferences or events.

Selecting a host location

• Reach out to local companies, law firms, educational facilities or other local venues that might be willing to donate meeting space (the “host location”). The IAPP requests that chairs rotate locations for each meeting within different companies in the area.
• All in-person meetings are to be held at a host venue and not made available as a recording or accessible via livestream. If you have questions, please reach out to your IAPP staff partner.
• Space must be big enough to hold average number of attendees for your chapter. Check with your IAPP staff partner.
• Chairs will work with host location staff to work out meeting logistics and planning details.
• Generally, we feature only one speaker per organization, per meeting, this includes host venues. This guideline helps promote diversity in both your meeting content and presentation perspectives.
• Ensure host location is able to accommodate participants with disabilities.
• Chairs may request donation of breakfast/lunch/refreshments from local host location but it is not a requirement.
• Registrant information should not be shared with host location unless it is a requirement for security purposes only.
  • If the host’s security protocol requires visitors to complete documentation prior to the meeting, we recommend allocating additional time upon arrival to complete these requirements on-site. Please notify your staff partner when submitting the meeting details so we can inform members that participation will involve sharing contact information with the host.
• Please note: Chairs are the primary point of contact for the host and are responsible for all communication with them.

Host guidelines

Chairs must clearly communicate the following guidelines to hosts prior to the meeting.

• All meetings are free to attend and are not sponsored by hosts. Meeting space must be free or donated.
• IAPP will create all invitations and collect all registrations.
• Only IAPP branding will be used.
• Participants’ data cannot be kept by the host.
• Host company may participate on the panel. However, panel diversity is required.
• Chapter Chairs must be involved in the organization and logistics of the meeting, including choosing a date. Host should coordinate all matters through the Chapter Chairs.
• Host organization name will be listed on our website and in event correspondence. Logos cannot be included in correspondence to maintain compliance with our non-lobbying guideline.
• Meetings cannot be livestreamed.

Selecting speakers and topics

• Find and confirm a local speaker or panel of speakers and select a topic. Speakers are not reimbursed for any expenses but will receive recognition at the meeting. If you need help finding a speaker, you can ask your staff partner for suggestions. 
• Check with the host venue to ensure the desired date is available. Ask speaker(s) about microphone preferences in advance and see if the venue can accommodate.
• If your meeting features a single presenter, that speaker cannot be from the host venue; additionally, if your meeting features a panel with multiple speakers, each presenter should represent different areas of expertise.
• Each meeting should discuss a different relevant topic. Chairs should prepare questions in advance to help facilitate conversation on the day of the meeting.
• If using a PowerPoint presentation, remind speakers to ensure all slides are legible and ask if they would be willing to share the slides post meeting to attendees.
• Important: Based on gathered feedback, KnowledgeNet attendees are looking for practical, authentic content. Meetings cannot be utilized as an opportunity for speakers to promote products or services.
• Don’t forget about networking.
  • If there is an opportunity, ask attendees to introduce themselves to the group.
  • Consider asking the group questions:
    • Is this your first time at a KnowledgeNet Chapter meeting?
    • What has been your favorite discussion so far?
  • Speed Networking:
    • Facilitate opportunity for attendees to network casually with a partner.
    • Ask a specific question and give attendees a few minutes to answer the question with their partner. Then, have attendees switch partners and talk to someone different.
  • Roundtable discussions:
    • Pick a topic, pick a seat and discuss a topic of your choice with your peers.
  • Industry discussions:
    • Encourage attendees to list their industry on their name badge.

Submit meeting information to the IAPP

• Chairs must fill out the meeting details form and send to IAPP staff at least 4 weeks prior to the meeting date. This allows time for your event to be promoted and for attendees to mark their calendars. (Please reach out to your staff partner prior to your planning if you are in need of an exception to the 4 week policy.)
• IAPP staff will draft an email invitation and send to local members several weeks in advance. Details will also be posted on the IAPP website and may be featured in an IAPP newsletter.
• Chairs are also encouraged to promote activities through social media and personal networks. See social media guide.
• The IAPP invitation may be forwarded to non-members. Due to formatting concerns, we suggest forwarding as an attachment.
• IAPP staff will handle all RSVPs, waiting list requests, meeting reminders and follow up communications.
• One to two days before the meeting, IAPP staff will send out a reminder email to all registered.
• The day before the meeting, IAPP staff will send the final registration numbers to the Chairs.

Program preparation 

In the final days before the meeting, chairs should refer to this list to get ready for the meeting.

• Confirm agenda and logistics with speaker(s).
• Finalize and review PowerPoint (see PowerPoint presentation) and talking points.
• Get final registration numbers from IAPP.
• Confirm event details and registration numbers with host venue.
• Confirm food and/or beverage availability (optional).

Day-of preparation 

Chairs should arrive at the host location 15-30 minutes early to get familiar with meeting space, meet speakers, and help host location prepare for meeting. Chairs or other chapter volunteers must greet attendees.

Room set up

• Help set up tables and chairs (decide best layout for attendees and speakers).
• Test projector if needed.
• Test microphone if needed.
• Place water on head table for speaker(s).
• Set up food and/or beverage table (optional).
• Check-in table.

Program agenda

• Welcome attendees, thank the venue host, introduce the speaker(s) or open the meeting for discussion.
• Help facilitate networking by making introductions and welcoming new members.
• Begin PowerPoint presentation with IAPP talking points.
• Allow time for questions at the end of the presentation.

Post-meeting

• If you would like presentation materials distributed to attendees electronically, please send them to your IAPP staff partner one to two days after the meeting.

Planning a networking activity

All chapter activities will be planned by local volunteer KnowledgeNet chapter chairs or Young Privacy Professional and coordinated with the IAPP. Networking activities allow local members to gather in a more casual setting. These casual gatherings, such as Coffee Chats and Happy Hours, can be held before or after work, generally at a restaurant or bar. There is no educational component as they are meant for networking and socializing with local IAPP members. CPE credit will not be awarded. If your chapter has a Young Privacy Professional (YPP) they will take the lead on planning networking activities. If you do not have a YPP, then chairs are responsible for planning networking activities in addition to the educational meetings. Please review steps below on setting up a networking activity. 

See Planning a Virtual Educational Meeting or Networking Activity for information on virtual events.

Selecting a location, date and time

• Choose a casual atmosphere such as a restaurant or bar and reserve a space. There should be no cost associated with the space or admission charges.
• Ask about “happy hour” specials for a reserved group for after work gatherings.
• Choose a date and decide on a time of day that would be best for local members.

Submit networking activity information to the IAPP

• Complete your meeting details form and choose one of the networking options from the "event type" dropdown. Submit to the IAPP at least four weeks in advance. (Please reach out to your staff partner prior to your planning if you are in need of an exception to the four week policy.)
• IAPP staff will draft an email invitation and send to local members several weeks in advance. Details will also be posted on the IAPP website and may be featured in an IAPP newsletter.
• Chairs are also encouraged to promote activities through social media and personal networks. See social media guide.
• Non-members interested in privacy or the IAPP are welcome to attend. They must register through IAPP.
• Two days before the meeting, IAPP staff will send out a reminder email to all registered and will share final registration list with KnowledgeNet chapter chairs and/or Young Privacy Professionals 1 day before.

Planning a virtual educational meeting or networking activity

You will need a virtual platform, a quiet space for hosting and additional coordination with your co-chairs to ensure a smooth presentation. For meetings taking place online, please use the meeting details form.

Tips and guidelines for hosting a successful virtual meeting:

• Do not record your meetings. Live unrecorded meetings allow for more organic attendee interaction, and also helps us practice data minimization.
• Do not allow attendees to record the meeting. Recording of a meeting is strictly prohibited, whether it is done through the video conferencing application or a third-party application. Should you encounter an attendee recording a KnowledgeNet, please take the following steps:
  • Message the attendee privately if possible, and ask them to stop and delete the recording. If no private message is possible, send a general message in the meeting chat noting that recording is strictly prohibited.
  • If the attendee fails to comply, remove them from the meeting.
  • If removal is not possible, inform your staff partner with the name of the recording attendee after the meeting
• Do not require attendees to register through a separate link. Attendees must register through IAPP to help limit the dissemination of PII.
• A minimum of four weeks’ notice for your meeting is required. This helps us promote your event and ensure success from beginning to end. (Please reach out to your staff partner prior to your planning if you are in need of an exception to the four week policy.)
• Test your virtual technology platform prior to the meeting to ensure it is working properly.
• Request that participants mute their microphone when they are not speaking.
• Introduce yourself and your speakers.
• Give an overview of the program.
• During more candid discussions, try not to speak over each other.
• Use PowerPoint presentation with IAPP talking points and share your screen for members to see and take notes.
• If your platform allows, utilize the chat feature for members to interact and ask questions.
• Aim for meetings to be 60 minutes or less to keep members engaged while providing enough content.
• If you using an IAPP virtual platform account: 
  • IAPP staff will  open the virtual meeting for volunteers and speakers prior to the start time to confirm audio and screen-sharing functionality. IAPP Staff will remain online at the beginning of the session to ensure a smooth launch and will disable the waiting room once the meeting begins. The meeting will continue to run even after IAPP Staff leaves the meeting. 
  • Volunteers will be responsible for all components of the virtual meeting including: introductions, moderation and slide presentation, breakout rooms (if applicable). Volunteers will have the ability to mute or spotlight individual attendees.
  • Meetings must be held during staff’s normal business hours (09:00-17:00 Monday-Friday). If a meeting is started during normal hours but extends past business hours, volunteers must accept the risk of technical problems and limited or no IAPP support.
• If you would like presentation materials distributed to attendees electronically, please send them to your IAPP staff partner one to two days after the meeting.

Also, please note: Only members registered through the IAPP website will be informed about the meeting access details and will receive CPE credit.

Joint Meetings

Joint meetings must be pre-approved and may take place with another IAPP KnowledgeNet Chapter or another not-for-profit organization. The co-hosts name will be listed on our website and in event correspondence. Contact your staff partner if you have any questions.

Tips and guidelines for hosting a successful joint meeting:

• All meetings are free to attend and are not sponsored by co-hosts. 
• Meetings must be jointly planned with volunteers from both organizations or all involved chapters. 
• A minimum of four weeks notice for your meeting is required. This helps us promote your event and ensure success from beginning to end. (Please reach out to your staff partner prior to your planning if you are in need of an exception to the four week policy.)
• IAPP will create all invitations and collect all registrations.
• If co-host is providing a virtual platform, they must follow our virtual meeting guidelines
• Joint meetings with other chapters must not exceed more than 6 chapter locations per meeting.
• When planning a joint meeting across different time zones, ensure time of the event allows attendees from all involved regions to join.
• Only IAPP branding will be used. No promotional materials.
• Chapter meetings should reflect the local character and intent of the KnowledgeNet program. IAPP staff may decline a meeting submission, whether joint or standalone, if it does not reflect the local nature of the event, such as oversized or extended events or branding that implies a different format or promotional activities.

Additional information and resources

Other chapter volunteers

As the IAPP grows, we will be offering more volunteer opportunities to engage our members and assist KnowledgeNet Chapters. If you use volunteers outside of host staff, please let us know so we can be sure to thank them. Visit our KnowledgeNet volunteer resources page to learn more.

Photography and video

Photos may be taken in public areas of event with attendees’ permission. We may use such media in marketing materials, educational products and publications. Your image and the sound of your voice may be recorded on audio or video tape. If you are identified during the recording, or identify yourself by name, that information may be included in our materials. Recordings may be edited, copied, exhibited, published or distributed.

Press

Members of the press are welcome to attend chapter activities and participants in the room must be informed when they are present. Please forward the names of members of the press to your staff partner prior to the meeting and any coverage (articles, videos, etc.) to the IAPP, if possible. KnowledgeNet Chapter chairs should refrain from speaking on behalf of the IAPP.

Guests and non-members

Guests and non-members are allowed to attend one meeting as space allows. If you are the chair of a newly established chapter, please ask for clarification on this general rule. The IAPP will only send invitations to IAPP members, but chairs are welcome to forward invitations to their networks. We still ask that everyone register through the RSVP link on the invitations and IAPP website.

Industry events

The IAPP does not share outside event information through the KnowledgeNet Chapter program. 

Resources

• Chapter survey submission form
• KnowledgeNet Host Handout
• KnowledgeNet Planning Worksheet
• Meeting submission form
• PowerPoint presentation
• Social media guide
• Subscription settings

Questions

For more information, visit our FAQ page, or email us at knowledgenet@iapp.org.