SPS Zone Meetings
Zone meetings bring together students from SPS chapters within geographical zones. They are a fun and effective way for undergraduates to meet other students, present their research, and interact with practicing scientists. Every SPS zone meeting takes on a unique style and culture, shaped by the traditions of the schools in the region. Some zones meet regularly with regional professional society meetings with significant support from leaders in those societies, while others are more spontaneous and primarily planned by students.
Hosting a Zone Meeting
Hosting a Zone Meeting boosts your institution’s visibility, fosters collaboration, and offers leadership opportunities for students. As a host, you’ll coordinate logistics, promote the event, and create a welcoming environment for attendees.
Hosting requires detailed planning and teamwork, but SPS is here to help! We’ve created a checklist to guide you, making it easier to delegate tasks. These suggestions come from the experience of past hosts, but feel free to adapt them to your style.
As soon as your date is firm, contact the SPS National Office with an announcement to be published in the SPS e-newsletter and the SPS national website. Maintain regular communication with your Zone Councilor and Associate Councilor throughout the planning process. They can help you share your plans with other chapters. The SPS National Office is also available for support.
Zone Meeting Checklist for Chapters (.pdf, 117 kb)Zone Meeting Funding
The SPS national office provides funding up to $1000 in total funding to help cover the costs associated with hosting a zone meeting and to support travel to the event.
Funding requests must be submitted at least four weeks before your zone meeting. The request must include a a letter signed by the SPS advisor that provides the following information:
- a brief description of how the money will be spent
- a detailed budget list
- the submitting institution’s federal tax identification number.
Upon receipt of request, an initial installment of $500 will be sent to the advisor a few weeks before the meeting.
After the zone meeting, to receive the final installment of funding, you must submit your report as a Word document within 15 days of the end of the meeting:
- a report of the meeting, including the agenda of the meeting, a list of chapters that attended, the number of attendees, recommendations for future zone meeting planning, and a list of expenses or receipts;
- at least 5 photographs with captions; and
- a 2 page (minimum) narrative of the event. The narrative is different from your report because it is meant to be more fun and engaging, rather than a list of events.
Please contact us if you have any questions.
Zone Meetings Reports
