Chapter Resources

RPT Exam Grants Program
Any chapter, RCO or Area Exam Board is eligible to apply for funding to assist existing programs or establish new programs for delivery of RPT exam opportunities. Download an application and guidelines (Word). Rev. 2020.

Chapter Marketing Grant
Promote local chapter members and PTG through local marketing activities. Funds can be used for program ads, exhibit booths, giveaways, event sponsorship, and more. Download an application and guidelines (Word). rev. 2020.

• Seminar and Conference Approval Form - 2018 (Fillable PDF)
• New Member Chapter Notification Form - 2019 (PDF)
• Award Nominations - due by December 31 each year; Golden Hammer, Hall of Fame and Member of Note; see past recipients
• PTG Board Nominations - due by February 1 each year
• RFA-Proposal Form (Word - rev. 2020)
• PTGF scholarship information and application - due by April 1 each year
• PTG Forms and Documents - Bylaws, Regulations, Policy Manuals, Forms, Graphics, Minutes, Agendas, Additional Forms
• Chapter Charter Application

1. NEW! Traveling Playground - The Piano Technicians Playground has been a popular event at PTG Annual Conventions. Now, some of the stations from that event have been packaged into Traveling Playground Stations that can be checked out to chapters. 
2. PTG Academy Online - Free videos, lessons and more resources you can use for chapter meetings or individual study.
3. Online Education Calendar - Share your chapter events or find a virtual educational event you can view.
4. Education Hub - A comprehensive list of piano technology educational resources.
5. Chapter Challenges - A series of short activities you can use in a chapter meeting. Developed by John Parham, RPT
6. Electronic Meetings - Guidelines for chapters that wish to meet electronically in lieu of in-person meetings - (Web page or PDF)
7. Chapter Leaders Community - Share and find ideas for managing and building chapters
8. Chapter Programs Bulletin Board - Share and find ideas for planning chapter programs
9. Chapter Technical Ideas (PDF)
10. PTG Membership Information - Apply online or download an application form
11. Sample Welcome Letter (Word)
12. Chapter Bylaws template - 2019 version (Word)
13. Sample Meeting Minutes Template (Word)
14. Financial Worksheet Templates (Excel)
15. IRS Information for Chapters (PDF -updated 1/2013)
16. Exam Prep on the Road Guidelines - (PDF) A road map for planning and implementing an exam prep event
17. Teacher Marketing Guide (PDF) - Presentation outlines, exhibit booth tips, marketing ideas and more. Updated in 2020.
18. Exhibit Booth Planning Guide (PDF)
19. Seminar Handbook (PDF)
20. Parliamentary Procedure - Learn how to use Parliamentary Procedure to lead professional meetings. Test your knowledge of Robert's Rules for meetings and minutes.

• Whatever camera you use, figure out how to use the white balance effectively. Lighter objects may wash out to the point where you could not see them online
• The speaker should wear a wireless mic as close to their mouth as possible. That requires wearing a power pack on your belt as well.
• Have a person work the camera. Move in close when appropriate to show detail about what the speaker is talking about.
• Tape the chords on the trigger-pod in a way that does not allow the chords to be accidentally unplugged.
• If you are broadcasting live using a platform that is interactive, have a chapter member monitor the screen for comments and questions. Recognizing them by name and answering their questions makes the meeting much more interactive.
• When a person in the room asks a question, online attendees can’t hear the question. Repeat the question before answering it.
• Keep in mind that there will be a lag between the live version and the online version. The slower the internet connection, the greater the lag.
  (Tips provided by John Parham, RPT)

Links to past Leader Letters - periodic newsletters containing information about PTG resources, changes, and other leadership helps. Send via email to chapter officers and PTG committee members.

• 2019 October
• 2019 May

• Mission Statement & Code of Ethics
• Online Documents - Bylaws, Regulations, Policy Manuals, Antitrust Guidelines, Forms, Graphics, Minutes, Agendas
• PTG Board of Directors

• PTG Bylaws Proposal Template (Word)
• Protecting Your Chapter From Antitrust Violations
• PTG Chapter To Do List
• Chapter Deadline Calendar
• Sample Chapter Bylaws (Word) - 10/2019 - A template for developing or editing chapter bylaws
• PTG Membership Application & Instructions
• Processing Member Applications
• Chapter Notification Form & Review/Appeals Process - 5/2021
• Effective Meetings
• Sample Meeting Minutes Template (Word)
• Maximize Member Attendance
• Reaching Long Distance Members
• Sample Job Descriptions
• Financial Assistance
• Committee Resources
• Volunteer Recognition
• Leadership Transition & Development
• Healthy Chapter Profile - a planning tool for chapter development
• Chapter Leader Community at my.ptg.org

• Managing Financial Reports
• Safeguarding Chapter Funds
• Budget Worksheets, Income Account Ledger, Profit/Loss Statement, Balance Sheet, Trial Balance Samples
• Records Retention
• Chapter Insurance
• Revenue Generation
• IRS Information for Chapters (updated 1/2013)
• Chapter Property Inventory Sheet
• Download templates for financial worksheets (Excel)

• Convention & Technical Institute
• PTG Foundation Scholarship
• Developing Chapter Technicals
• Class Planning Checklist
• Promoting Events
• Exam Resources Flyer
• PACE Checklist
• RPT Certification Resource Page
• Seminar and Conference Approval Form - 2018 (Fillable PDF)

• Disclaimer & Logo Usage
• Tips for Developing a Chapter Newsletter with Template
• Communicating Electronically
• Using my.ptg.org - Feature Fact Sheet - Find Your Chapter Community
• Chapter Newsletter Community - a place to share chapter newsletters and read other chapter communications

• Member Recruitment Packet - Member brochure, Member benefits, Pianotech
• Member Retention Tips
• Member Recruitment Ideas
• Tips for Making Group Presentations
• Tips for Designing Exhibits - with PTG Resources for Exhibits & Presentations
• Sample Chapter Ads

• Sample Bylaws
• Sample RCO Charter

• Seminar Handbook
• Seminar and Conference Approval Form - 2018 (Fillable PDF)
• Goals & Objectives Checklist
• Secrets of Convention Planning - Taylor
• RFP Proposal Sample - Taylor

• Facility Selection Checklist
• Site Selection Checklist
• PTG Site Selection Form
• Function Room Checklist
• Convention Services Checklist
• Food & Beverage Checklist
• Program Content Checklist
• Support Services Checklist
• Special Programs & Entertainment Checklist
• Shipping Checklist
• Timelines

• Budget Checklist
• Accounting Checklist
• Convention P&L
• Gratuities Checklist

• Function Room Selection & Set-up Checklist
• AV Requirements Checklist
• Class Evaluation Form
• Class Info and Needs Form
• Inventory List
• Equipment Loan Form - Fillable PDF form. Download, complete form, save and email to ptg@ptg.org.
• Agreement for Piano Movers

• Registration Checklist

• Reservations & Housing Checklist
• Transportation Checklist

• Marketing & Promo Checklist
• Website Checklist

• Exhibit Checklist
• Exhibitor Checklist
• Exhibitor Terms and Conditions – Facility Agreement 
• Convention Sponsor Letter
• Form Sponsor Opportunities

• Facility Contracts Insurance Checklist
• Staff Emergency Medical Form
• Pre-Event Briefing Checklist
• Pre-Event Checklist

• Directional Sign 1
• Directional Sign 2
• Table Tents

An RCO should be set up in the same way as a Chapter with Bylaws, Policies, elected officers, a treasury, etc. RCOs are responsible for making sure that the annual educational event for the region is carried out successfully. The best way to do this is with as much guidance, written and personal experience, as possible. The elected members of the Board will typically include people who have experience putting on the regional. They will be able to assist the host chapter (at least one of which should be on the board) in putting on the event.

All funds should go through the RCO bank account. The IRS requires that all non-profit entities with more than $50,000 (up from $25,000 in 2010) total income - not net profit - file a full income tax return. Once a return is filed then the entity must continue to file a return for the next three years. If the funds are run through the host chapter bank account then the host chapter will be responsible for filing the return, not the RCO. This means that every time a chapter agrees to host the event they are taking the chance that they will have expenses for the next few years to have someone prepare tax returns for them.

Yes. In order to protect yourself, your chapter, your RCO and PTG, your should at least purchase liability insurance. Be sure to check the facility contract where you will be hosting your event, in nearly all cases the facility requires you to have insurance in case of damage to the facility. Make sure you get enough insurance to cover the cost of all borrowed pianos (and other equipment) for your program and possibly coverage for your workers (PTG had a person hurt moving a piano not very long ago). You might also check into Director & Officer insurance. D&O may be cost prohibitive but will cover the board against personal loss if a claim should be made. The thing to remember is that by having the RCO purchase the insurance instead of the chapter it will often times be much less expensive because yearly liability insurance is less expensive than one-time-only event insurance.

Hotel contracts normally include a clause that requires the event host to add them as an additional insured because of the potential damages should anything happen during the course of the event. There is little or no cost involved in adding the hotel to your policy but doing it protects the hotel and you in the case of a loss.

There is no one correct way to do it.  Your bylaws should state how net profit and/or net losses are handled. The reason that a central treasury is recommended is to avoid the need for a host chapter to risk their own funds as seed money for the event. This is one reason that chapters may not volunteer their services to host the event. If a central treasury is used then profits from previous years acts as seed money for the upcoming event. Income from the event goes into this treasury and the RCO is then responsible for any income tax returns. As mentioned earlier, any net profit can be divided up amongst the host chapter(s) and the RCO according to the bylaws.

Yes, download here. You can also find them at the RCO Resources page under Organization Documents.

An RCO is a 501(c) (6) because of its active Charter with PTG. While PTG does not file a group tax return (one which would include all chapters and RCOs), the IRS does extend our non-profit status to our affiliates. 

Yes. Several years ago the IRS enacted a new rule which states that all non-profit entities must file a 990-n (otherwise known as a "postcard" return) each year. The first return should have been filed by May 15, 2008 for the year ending Dec. 31, 2007.  If you do not operate on a calendar year then the return must be filed by the 15 of the 5th month following the close of the fiscal year. 

Having a sales tax exemption could save an RCO thousands of dollars. Each RCO should check with the Secretary of State where the event will be held to see if they qualify for the sales tax exemption. If so, the RCO will not have to pay sales tax on anything purchased for the event, this includes: supplies, services, hotel bills - everything! Sales tax exemptions are normally based on the type of business and non-profit status. For instance, in Missouri PTG met the criteria and we are sales tax exempt but we do not meet the guidelines in Kansas. Kansas only gives the exemption to churches and schools. 

The Charter is the official agreement between the two organizations that ties them together. It is what gives the RCO the legal rights to use the PTG name and logo and to file as a non-profit using PTGs status. The Charter spells out the terms by which the two entities will operate; for instance, RCO bylaws cannot be in conflict with PTG bylaws but the two shall operate as separate entities. The Charter is issued by PTG and by the RCO signing the Charter it says it will follow the terms set forth.