Collecting Payment for Chapter Events

There are several options when it comes to payment for chapter meetings. Here are a few ways chapters handle collection of payments:

Payment at the door.

• This method does not always work, especially if you have a large number of "no shows." This approach could cause the chapter to lose money on an event, if you have to pay for more guests than actually attend.
  • If you will be collecting at the door, make it clear that all "no shows" will be billed.
  • Suggestion: When providing food at your event, always give the venue a head count that's a few less than you are actually anticipating. Ask them to set up the seating for a few extra attendees just in case. Most venues will always prepare a little extra food just in case you have more attendees than anticipated. This way, you may still be able to accommodate everyone, but not have to pay for "no shows." If everyone does show up, the venue can usually adjust accordingly.

Payment in Advance.

• Many chapters require payment in advance and require individuals to send a check to a point person (i.e. administrator, treasurer, secretary, etc.). This limits the number of "no shows." Plus, if someone doesn't show up, your chapter won't lose money on that person.

Credit Card Payments.

• At the door: Some chapters have a credit card machine (donated by a bank) at every meeting.
• In advance: Many chapters have started using Internet services to collect payments in advance. Several companies such as Pay Pal, Acteva, etc. offer a link from your e-mail allowing individuals to pay immediately. These companies will charge a small fee.
• At the door or in advance: RMA HQ can also process credit cards for you. You will need to get all of the information and submit it to HQ for processing. Once processed, HQ will send the chapter a check. The processing fee is 5%.

Bill for the Event.

• Some chapters bill for every event, either by sending one bill to each institution for every participant or by sending individual bills. Although this may work for some chapters, RMA does not recommend this method because it is extremely time consuming. chapters that use this method frequently have a long list of unpaid invoices.

For more information and for additional resources, please contact William Githens at bgithens@rmahq.org or 215-446-4124 or contact the Regional Manager for your area.