More than 7,400 music industry professionals and companies around the globe are members of the Country Music Association. Formed in 1958 as the first

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2 TABLE OF CONTENTS About CMA Welcome to CMA EDU How to Start a Chapter Officers Electing Officers Faculty Advisor Semester Outlook Chapter Meeting Example Campus Promotion & Recruiting Maintain Charter Brand Guidelines

3 More than 7,400 music industry professionals and companies around the globe are members of the Country Music Association. Formed in 1958 as the first trade association for a single genre of music, the organization s objectives are to serve as an educational and professional resource for the industry while advancing the growth of Country Music around the world. CMA brings Country Music to the world, not only through its three signature events, CMA Music Festival, CMA Awards and CMA Country Christmas, but throughout the year as a platform to promote the genre, its artists and its community with initiatives and events with the sole purpose of advancing Country Music.

4 WELCOME CMA EDU is the Country Music Association s college outreach and business development program. CMA EDU s primary focus is to educate college students on career opportunities within the music and entertainment industries. Each semester CMA EDU invites industry professionals including artists as guest speakers to their respective campuses. Industry speakers share their insights into the field, discuss current industry trends and impart concrete advice on how to successfully pursue and excel in a music business career. CMA EDU Chapters are also challenged to work directly with industry professionals on projects tailored to the college market. These projects allow students to strengthen teamwork skills, gain practical industryrelated experience and participate in fun and innovative music initiatives. CMA EDU Contact Information: Tiffany Kerns Community Outreach CMA tkerns@cmaworld.com (615)

5 HOW TO START A CHAPTER 1. Identify a qualified CMA EDU President. The success of a chapter hinges on student leadership. The President must demonstrate proven leadership ability, organizational skills, commitment and initiative in developing the program. The President is the primary point of contact between the chapter and CMA. 2. Identify a dedicated faculty advisor. The faculty advisor ensures that CMA EDU is successful and able to sustain growth long term. The faculty advisor liaises between the President and university leadership when necessary. The faculty advisor serves as a resource in negotiating conflict and offers guidance to the President and the Executive team. The faculty advisor does not have to specialize in the music or entertainment field, however, the advisor must recognize the value CMA EDU as a development tool for college students interested in pursuing a career in music and entertainment industries. 3. Identify at least 10 CMA EDU members. All CMA EDU chapters must have at least 10 students with active memberships at all times. 4. Identify regional industry opportunities. CMA EDU strives to provide concrete industry-based experiences for its members. In order to do so, there must be industry outlets (radio stations, concert venues, management firms, event production companies) in the area to recruit as partners in developing these types of opportunities. 5. Register as official organization with university. Most universities have their own guidelines for student organizations. All CMA EDU chapters must meet and maintain university standards and abide by all university guidelines. Being recognized as an approved student organization allows the chapter to promote the program freely on campus, reserve meeting space and access other university resources. *Constitution provided by CMA. 6. Complete Chapter Information Sheet & Conference call with CMA

6 WHAT S NEXT 1. President: Meet with each officer to discuss their goals for the semester. Start identifying key industry leaders in your market and set up meetings (radio, venues, etc.) 2. VP Communications: Review CMA marketing collateral. Communicate with Courtney Beebe (CMA Communications Coordinator.) Register for Country Aircheck and MusicRow. Activate Facebook, Twitter and Instagram. 3. VP of Finance: Create spreadsheet for in-kind donations and any financial transactions for the CMA EDU. 4. VP of Membership: Be sure chapter link is activated on-line and you are receiving s when new registrations come through. Create spreadsheet/roster to track CMA EDU members. Activate account. Identify volunteer/internship opportunities in your city. 5. VP of Special Events: Schedule semester kick-off and monthly membership meetings. Work with VP of Membership to identify potential guest speakers. *All industry leaders/guest speakers are to be contacted/solicited by CMA unless discussed and approved by CMA staff. If you have a pre-existing relationship with an industry professional please notate on your Chapter profile.

7 OFFICERS President Faculty Advisor Vice President of Communications Vice President of Special Events Vice President of Membership Vice President of Finance Media outreach, monthly, newsletter, social media, manage Chapter content, etc. Manage all event logistics, schedule guest speakers, AV Represent membership, solicit new members, create opportunities for members Record all financial transactions, track inkind donations

8 PRESIDENT The person "in charge," responsible for supervising/overseeing the work of the other officers and ensuring that they function together as an effective team Presides and sets agendas for all meetings of the organization Schedules all meetings, events and activities for the organization Prepares and files charter forms on behalf of CMA EDU Is present at most (if not all) organization events Maintains frequent contact with CMA EDU faculty advisor and CMA Community Outreach Manager Attends any required or recommended student organization meetings Coordinates organization elections Represents organization at official functions Serves as a role model and representative to the group and how membership should behave and be involved in the group

9 VICE PRESIDENT OF COMMUNICATIONS Develop and implement communications plan to advance CMA EDU Recruit and manage a communications team to support the development and execution of the communications strategy Develop social media strategy that will allow CMA EDU to cultivate and enhance CMA EDU membership Work with Executive team and membership on consistent messaging to members, campus, media, etc. Oversee development of all CMA EDU communications including socials, recruitment materials and electronic communications including monthly CMA EDU newsletter Serve as a spokesperson and point person on media interactions that help promote and/or impact CMA EDU Exercise judgment to prioritize media opportunities, and prepare talking points, speeches, presentations and other supporting material as needed Maintain lines of communication among undergraduates, alumni, university, CMA and other audiences. Generate local press for CMA EDU and events Align all communications with CMA EDU s mission and values Take minutes at membership meetings and executive meetings, and distribute them to the membership

10 VICE PRESIDENT OF COMMUNICATIONS-CONT. Details: Digital Strategy (includes Facebook, Instagram, Twitter, Snapchat, Periscope) Monthly Newsletter through Emma must be sent out the 1 st through 5 th every month. Manage and schedule communications calendar (control all messaging being distributed throughout the semester) Create invites for all CMA EDU events (Piktochart access)

11 VICE PRESIDENT OF COMMUNICATIONS CONT. Elevator Speech. As the VP of Communications its important CMA EDU s message is clear and consistent on campus. Below you will find the suggested talking points for CMA EDU. 1) CMA EDU is a student based organization affiliated with the Country Music Association. Our objective is to educate students on career opportunities available in the music and entertainment business while providing hands on experience that will grow their professional acumen. Whether it s through guest speakers or industry projects the experience you will gain from being a member of the organization will help as you build your professional resume. The insight our demographic offers to the music and entertainment industry is significant to the future of the business. 5) Together we will strengthen the industry while developing our skillset to be the next generation of industry leaders. 2) Since starting CMA EDU our Chapter has had the opportunity to hear from industry leader, attend soundchecks for and participate on projects for. 3) CMA EDU identifies internships, volunteer opportunities, job openings to members who are actively involved and interested in pursuing a career in the music and entertainment industry.

12 VICE PRESIDENT OF MEMBERSHIP Must be able to build membership each semester Must maintain relationship with all members (one on one meetings, membership meetings, etc.) Keep an up-to-date roster of names and addresses of all chapter members Put notice in every other newsletter that members should contact you to update any changes to their contact information Handle all correspondence in relation to CMA EDU applications (i.e. reach out each time someone submits an application) Respond to requests for information about membership through telephone calls, personal contacts, and correspondence Notify each member of CMA EDU membership status once a semester Follow up to encourage non-members to become a member Provide a new member orientation (if necessary) Maintain supplies of membership materials: applications, informational brochures, etc. Plan prospective member events (identify recruitment opportunities on campus) Attend and participate in all scheduled Executive and membership meetings

13 VICE PRESIDENT OF SPECIAL EVENTS Obtains appropriate facilities for all CMA EDU activities Establishing plans for pre-event preparation and day-of logistics Work with industry leaders, artists, etc. on all event details while maintaining the highest level of professionalism Creating event task lists and ensuring that everything is done in a timely manner Working with VP Communications to ensure students are aware of all upcoming events Ensuring that all events are delivered at high quality levels Working with VP Finance to ensure events are within budget

14 VICE PRESIDENT OF SPECIAL EVENTS-CONT. Pre Event Checklist 1-3 Months Out Guest speaker finalized Location confirmed Finalize talking points, questions, etc. Travel & accommodation arrangements (car, hotel, etc.) Financial needs submitted to VP of Finance (room fees, travel, etc.) Work with VP of Communication on promotional plan through socials, newsletter, etc. Draft program/run of show Event Day Request bio from guest speaker/photos Print out run of show for Executive team, faculty member, guest speaker (make sure all phone numbers are included on ROS) Create event pages on all relevant outlets (add to calendars on campus) Set up AV needs (give plenty of time) Determine AV equipment needs Pick up refreshments Parking Water stocked for guest speaker Signage needs Be sure photographer has shot sheet and is able to take photos Work with VP of Communications to develop video content surrounding the event (promo video) Immediately Following Arrange meetings with faculty members, student organizations, etc. on Post Event Report & Survey campus about inviting students Create monthly/weekly reminders about event 1-3 Weeks Out Request copy of presentation if guest speaker has one (print copy for backup) Final refreshment numbers Final run of show Meet with Executive team to confirm individual details Ensure registration table is stocked (promotional materials, signup sheet, etc.) Finalize shot sheet for photographer (list of photos needed) Send thank you note from Chapter to guest speaker, faculty members, etc. (anyone who helped make the event a success) Collect receipts for VP of Finance Complete recap/summary for monthly newsletter

15 VICE PRESIDENT OF SPECIAL EVENTS-CONT. Photography Shot Sheet Guest speaker from multiple angles Students listening and asking questions Guest speaker with Executive team Guest speaker with President Guest speaker with students in the background

16 VICE PRESIDENT OF FINANCE Create a budget that aligns with the CMA EDU priorities and ensures financial stability. Maintain financial records that account for all expenses and revenues Manage member reimbursement Communicate with CMA on all financial needs Ensure CMA EDU is up to date on all financial obligations (fees) to the university

17 ELECTING OFFICERS All chapters establish voting policies specific to their organization and outline those policies in the chapter s bylaws (provided by CMA.) Chapters should make the voting process transparent and inclusive as to ensure the greatest measure of accountability and diversity within the chapter s membership. Elections will take place at the end of every Spring semester. The inaugural year, elections DO NOT take place but are appointed by CMA.

18 FACULTY ADVISOR A chapter advisor supports the President and Executive Team in establishing CMA EDU on their respective campus and will continue to support the chapter after it has completed the application process. Chapter advisors serve as a resource for accessing university leadership and advocate amongst other faculty members. Chapter advisor responsibilities include: Assisting President in accessing university resources to promote CMA EDU on campus Ensuring all university requirements are met for official student organization status Attending events and meetings as schedule permits Advocating for CMA EDU amongst other faculty members Serving as facilitator for student leaders in interpreting university policies and procedures Faculty Advisor Criteria Full time faculty or university staff member Recognizes the value of CMA EDU as a development tool for college students Help plan and execute chapter events

19 SEMESTER OUTLOOK CMA EDU Executive Meetings Executive members should meet monthly to discuss all CMA EDU business and strategize on the Chapter s behalf. CMA EDU Membership Meetings Members are encouraged to meet monthly to discuss membership, all CMA EDU events, all relevant industry projects, task assignments, etc. Meetings should engage members in open discussion concerning music & entertainment initiatives. Industry Speakers CMA draws from its 7,200 members and countless industry partners to provide knowledgeable, experienced music business professionals as speakers. Industry Field Trips On occasion industry leaders will invite students to visit with them on-site (radio station, concert, sound check, etc.) as opposed to visiting CMA EDU on campus. These opportunities are only available to CMA EDU members.

20 SEMESTER OUTLOOK CMA EDU Projects Each semester CMA EDU members are tasked with a variety of industry projects, created specifically for CMA EDU by the industry. These projects aim to give CMA EDU members an insiders look while building an effective resume. Volunteer Opportunities CMA EDU members often volunteer at live music events, festivals and other industry related opportunities. There are generally a limited amount of spaces available and require time away from campus. Volunteer opportunities are an excellent way of gaining professional experience and building your network.

21 SEMESTER OUTLOOK - SAMPLE August September October November December Executive Team Meeting Eli Young Band to visit campus CMA EDU students visit Brantley Gilbert tour (10 students) CMA Awards social media project & viewing party CMA EDU Holiday Party Booth at organizational fair / school starts Skype interview live from CMA with John Huie with CAA Radio marketing team visit to discuss branding Skype interview live from CMA with Damon Whiteside, SVP of Marketing & Partnerships CMA Last meeting for Fall semester acknowledge all graduating members Kick-off/interest meeting: invite campus radio, play music, pizza, brief CMA EDU presentation Monthly CMA EDU meeting Skype interview live from CMA with Ed Hardy CMA Chairman Monthly CMA EDU meeting Executive Team meeting to discuss Spring semester 1 st CMA EDU membership meeting: announce all semester project opportunities CMA EDU to volunteer at local radio remote Monthly CMA EDU meeting Songwriters round invite local songwriters Skype interview live from CMA with Sarah Trahern, CMA CEO

22 CHAPTER MEETING SAMPLE AGENDA Time Action Person Responsible Call to Order President 6:00 Membership Report VP of Membership 6:05 Events Report (upcoming events, guest speakers, etc.) VP of Special Events 6:10 Communications Report VP of Communications 6:15 Finance Report VP of Finance 6:20 Project Planning/Discussion Membership 6:55 Closing remarks President

23 CAMPUS PROMOTION & RECRUITING A CMA EDU chapter should always be working to promote the program on campus and recruit new members. This can be accomplished through a variety of ways: Social media interactions Each chapter will have a Facebook, Twitter and Instagram account. Chapter members should actively use these tools to reach other students and provide them information about the program. CMA Community Outreach Manager should have login information for each Chapter. Campus events Chapters can plan talent competitions, writer s nights, socials, concerts (acoustic), viewing parties, charity fund-raisers and other activities as discussed with your members. Student fairs Chapters set up booths at student fairs or in common areas to distribute information on CMA EDU and hand out merchandise.

24 CAMPUS PROMOTION & RECRUITING All CMA EDU Chapters will receive a promotional kit each semester. This kit contains promotional products with the CMA EDU brand to use for recruiting new CMA EDU members. Please be strategic with your promotional items. Should you need additional product, please advise CMA. Promotional kits will also include generic marketing materials (brochures, flyers, etc.) CMA produces a seasonal membership magazine which will also be sent to Chapters throughout the year. This is a great resource to stay current with CMA news, industry headlines and the what to expect next. Chapter members are also encouraged to visit for information in a digital form. CMA has an incentive program in place for those Chapters excelling in recruiting, branding, participating in industry projects, volunteering, etc. The incentives include CMA EDU table cloths, pop-up signage, banners, additional promotional materials, free event swag, etc.

25 MAINTAIN YOUR CHARTER Must have Executive team in place Must have a minimum of 10 members Must have faculty advisor (to be provided to CMA) Must have scheduled membership meetings Must plan at least 1 social event per semester (guest speaker, sound check, etc.) Must maintain all social media accounts (Facebook, Twitter, Instagram)

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