KnowledgeNet Chapter Volunteer Manual

This KnowledgeNet Chapter Volunteer manual is a comprehensive guide designed to help Chapter Chairs and Young Privacy Professionals understand their roles and expectations.

KnowledgeNet Chapter Chairs are expected to:

• 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.

KnowledgeNet Chapter Chairs are required to:

• Serve a two-year term.
• Attend chapter meetings and actively contribute to planning.
• Promote their local chapter activities through social media and personal networks.
• Promote the privacy profession by ensuring their chapter’s meetings and activities meet member needs.

Young Privacy Professionals work with their local KnowledgeNet Chapter co-chairs to plan networking activities for members. One or two YPP’s are accepted per chapter (depending on the size of the chapter) and serve a one-year term. A YPP should be an IAPP member for at least six months and have attended at least one chapter meeting.

Young Privacy Professionals are expected to:

• 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.
  • 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.

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 below 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 professionals to connect and learn.

• 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 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 staff supports KnowledgeNet Chapters by creating and sending meeting invitations, setting up online registration and working with co-chairs to ensure all necessary materials, and gifts for guest speakers (in-person educational events only). After the meeting, the IAPP communicates with all attendees thanking them for their participation and will share any presentation materials 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.
• Sharing annual IAPP Conference schedule.
• Coordinating onsite chapter chair gatherings at most IAPP Conferences.

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, 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.

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 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 teleconference. 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 (see IAPP KnowledgeNet Host Tips).
• 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.

Selecting Speaker(s) and Topic

• 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 and/or a gift of gratitude from the IAPP. 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 (see IAPP KnowledgeNet Speaker Tips).
• Important: Based on gathered feedback, KnowledgeNet attendees are looking for practical, authentic content. Meetings should not 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, social media pages and publications.
• 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.
• Approximately 1 week prior to the meeting, IAPP staff will mail meeting materials (if available) as requested on the Meeting Details Form.
• 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 to 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

• IAPP laptop stickers (optional)

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 Q&A at end of presentation
• Distribute thank you gifts to guest speaker(s) and moderator(s) at end of program (if applicable)

Post-Meeting

• IAPP staff will send a follow-up email to all who attended acknowledging the local chairs, venue host, speaker(s), and moderators. 
• If speakers wish to share their presentation materials, they must provide within 1-2 days after the meeting. A copy can be distributed through the follow-up email.

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 4 weeks in advance. (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, social media pages and in our publications.
• 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.

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 and ask them to stop and delete the recording.
  • If the attendee fails to comply, remove them from 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 4 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 4 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 make chapter volunteers the “host” and volunteers will be responsible for all components of the virtual meeting including: managing capacity, breakout rooms, introductions, moderation and slide presentation.
  • 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 1-2 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 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. 
• A minimum of 4 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 4 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 should not exceed more than 6 chapter locations per meeting.
• Only IAPP branding will be used. No promotional materials.

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 page to learn more.

PHOTOGRAPHY/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 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

Other local events may be shared through our Industry Events page if they meet criteria and may be eligible to earn CPE credit. The IAPP does not share outside event information through the KnowledgeNet Chapter program. Information can also be shared through Social Media outlets. Contact your Staff Partner to learn more.

• Meeting Submission Form
• Powerpoint Presentation 
• KnowledgeNet Planning Worksheet
• KnowledgeNet Speaker Tips
• KnowledgeNet Host Tips
• Chapter Survey Submission Form
• Social Media Guide 
• Subscription Settings
• Style Guide

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