The document provides guidelines for setting up chapters and support groups of Tourism Cloud, a registered national organization in India. It outlines the organizational structure including the national governing board, state chapters, country chapters, advisory board, and support groups. Requirements for starting a new chapter include getting approval from the national office, forming a steering committee, holding inaugural meetings, and signing agreement forms. Chapters must abide by Tourism Cloud's aims and objectives, submit membership lists and annual reports, and use the national logo and registration. Support groups are more informal but can collaborate with chapters on events.

1. 1 | P a g e
TOURISM CLOUD
Head Office: C/o HUMAN CENTER,
H.No: 6-/528, Gulmohar Colony,
Near MMTS Serilingampally,
Hyderabad – 500019,
Telanagana State, INDIA.
Tele-Fax : +91-40-23013600
Mobile : +91-94900 69000
Email : info@TourismCloud.org
Website : www.TourismCloud.org
GUIDELINES FOR SETTING UP CHAPTERS AND SUPPORT GROUPS
TOURISM CLOUD is a registered national organisation under Telangana State Societies Registration
Act 2001 (Sl.No …, Dated ….), as a not-for-profit connecting platform between Tourism, Travel &
Hospitality Students, Academia and Industry Stakeholders association to create, promote
Sustainable, Responsible & Accessible Tourism Ecosystem in India. Purpose of this group is simple &
clear: STAY CONNECTED & STAY UNITED!!
The society started its activities in 2014. It started its international chapters in 2015. Currently
Tourism Cloud has 19 country chapters.
How the Society is organized:
TOURISM CLOUD is a membership organisation. Responsibility of the society affairs is vested with
the National governing board consisting of members of TourismCloud - State Chapter Leaders elected
or nominated from different parts of the country.
Chapters:
Chapters of TourismCloud are formed by groups of people who wish to further the work of the
society in their local area, of not less than that of a revenue district.
Friends of Tourism Cloud:
It is a group of interested public and professionals who get together with the sole aim of helping
Tourism Cloud to strengthen it is activities and also in fund raising and membership campaigns.
Support groups:
Support groups provide regular meetings where those concerned with tourism initiatives for
sustainable development may come together for mutual support and exchange information. This

2. could be located in even small towns. There could be several support groups in a big town or city.
However there shall be only one chapter representing a district town or city.
Governing Board:
It is the ultimate body responsible for the policy and finances of the society. It meets quarterly and
more frequently when necessary. The governing board has strength of 10 elected or nominated
members. There will be one chairman who represents the society at major events. There is one vice
chairman, one Secretary General, one Joint Secretary General and a Treasurer. Their term of office is
three years. However they could be considered for re-election. In case of death, resignation or
suspension, the vacancy could be filled in by nomination by the Governing Board for the remaining
period of office. Members may attend in person or vote by proxy. Any member of the society or
non-member may be invited to attend the governing board meeting as observers or advisors.
Tourism Cloud Consortium / Advisory Board: (Formed)
Comprise of experts from Tourism, Travel and Hospitality fields from India and abroad. It is
responsible to the governing board and advises the society on tourism development issues.
State Chapters (SC):
TourismCloud has 29 State Chapters all over India. The chapters organize various programmes like
seminars and workshops to increase awareness about tourism related issues. Chapters promote,
support and implement regular community awareness campaigns and tourism interventions. Each
year different chapters take up the responsibility of organizing national conferences and zonal
conferences of Tourism Cloud. The State Chapter will be lead by State Chapter Leader (SCL)
Country Chapters (CC):
Tourism Cloud will spread its reach across the globe by organizing and supporting more Country
Chapters. Currently we have 19 country chapters including Brazil, Ethiopia, UK, Indonesia, Chile,
Nigeria, Ghana, France, Melbourne, Bhutan, Mauritius, Iran, Slovakia. The Country Chapter will be
lead by Country Chapter Leader (CCL).

3. All the chapters of Tourism Cloud are advised to observe “World Tourism Day” on 27th
September.
Seminars, media campaigns, training programmes, meetings, special runs and competitions to be
held by individual chapters to mark “World Tourism Day”
Guidelines for Setting up Chapters:
Chapters of Tourism Cloud are formed by groups of people who wish to further the work of the
society in their local areas, of not less than that of a revenue district. A formally constituted chapter
consisting of members of the society is the official representative of Tourism Cloud in the area it
covers. Members of a chapter should live with, work with or have strong commitment for the agreed
core agenda of the national office. All chapters should advance to the aims and objectives of
Tourism Cloud.
The Chapter should Aim:
1. To provide general information about State Tourism Scenario
2. To give advice and help to people with Tourism interventions and careers.
3. To canvas for good tourism case studies which care for people
4. To increase the sense of responsible tourism among tourists.
How to Start a Chapter:
Those wanting to start a chapter should get in touch with the National Office in writing. An open
meeting should be called and any one likely to be interested should be invited. Care should be taken
to make sure that the venue is accessible and that the meeting is held at a time, which suit most
people.
Where possible and feasible, the head office shall send a representative to explain about the various
activities of the society. If not, a well-informed person from the local area will be asked to represent
the head office at the meeting. The end of the meeting should form a steering group. This group will
prepare the proposed chapter for its inaugural meeting.

4. A steering group may be formed to:
 Establish boundaries
 Contact Office Address
 Identify a group of resource persons
 Find a venue for meetings
 Prepare budget
 Plan and publicize an open meeting.
A chapter usually does not require a separate registration. It should use the registration no. of the
Tourism Cloud head office, logo and style of letters in all its printed materials. However when it is
necessary for obtaining grants from state governments or local governments, it may be necessary to
have registration in their area itself. In such situation an application to the National Office is sent for
permission to obtain local registration as a charitable society. Chapter’s activities will have to
conform to the society’s aim and objectives. Chapters are responsible for all its financial matters.
There shall be one meeting every month.
Chapters have the freedom to acquire land, property and donations confined to their local area for
its overall development. A chapter must have a bank account with two signatories and must send
audited accounts of income and expenditure once a year to the National Office. Chapters are
responsible for all funds raised and spent locally, any legal and contractual arrangements made on
behalf of the chapter including employment of staff. All chapters will have a President, one Vice
President, One Secretary, one Joint Secretary and one Treasurer and Governing Board of not more
than seven members. The term of office is for three years but can consider for reelection or re-
nomination. There shall be one meeting every month. Care should be taken to see that One
Academician, One Student and One Industry Leader are given a prominent role in chapters.
The inaugural meeting:
A public meeting must be held to incorporate the chapter into the society. The National office
should be informed about the details of the meeting and a representative from the head office
should be invited.

5. Whom to invite:
Tourism, Travel and Hospitality Academicians and Students must be involved in the planning and
running of the chapter. They together with interested working professionals would fill most of the
major role. It is important to involve the Researchers, Government, Activists involved in substantial
impact creating projects, Universities, Colleges, Research Think Tanks, Tour operators, Media, social
workers, Public representatives and members of the local council. Voluntary organisations, religious
organisations and officials of Tourism, Culture, Aviation, and Transport departments should be
invited. Sufficient publicity should be given through local press, radio and TV about the programme
of Tourism Cloud.
Membership:
There shall be two types of membership one is those taking membership directly with the National
office and another is through local chapters. They have equal rights in the organisation. Ten percent
of the membership fee of those applying through all chapters should be sent to the National office.
There shall be a central membership register. Hence all chapters should file the up to date
membership list at the end of the financial year to the national office. A person can take up their life
membership by paying Rs. 12000/- All life members shall be issued a membership card. There is also
annual membership of Rs. 600/- However it is advisable to encourage annual membership as far as
possible.
Support Groups:
A support group works on the principles of sharing and co-operation for the benefit of its members.
There can be several support groups in one area depending on the need. They should work in close
association with the nearest chapter. A support group shall have a coordinator.
Support groups are a more informal groups. However when necessary a support group may open an
audited statement of income and expenditure and an annual report to the National Office Example:
Organizing a joint event.
*************

6. Introduction:
TourismCloud Chapters are the branches of the national office established throughout India to
further the mission and goals of TourismCloud National office. Chapters function independently
from TourismCloud National office to cater to the local needs and issues of tourism industry, create
awareness and provide services. Chapters and national organizations have similar goals, but their
strategies and priorities can both vary and complement one another. However, a Chapter must
comply with all the guidelines of TourismCloud National office and abide by annual reporting
procedures.
TOURISM CLOUD LOCAL CHAPTER AGREEMENT FORM
Rights & Responsibilities:
I. The Chapter shall:
A. Be known and conduct activities as a Chapter affiliated with TourismCloud National office
B. Consciously identify itself as a duly affiliated Chapter of TourismCloud in all dealings with its
clients, public officials and all other collaborating agencies
C. Prominently place appropriate notice of its office bearers, membership details on all forms,
stationary, advertising, signage and other materials.
II. The Chapter shall be solely responsible for its revenues and expense in providing, managing or
otherwise conducting the affairs of the Chapter.
III. The Chapter shall comply with the provisions of its agreement, the constitution, bylaws, policies
and directives of the National office and shall operate its programs, services and activities in
keeping with the objectives, philosophy and standards set by the National Office.
IV. The Chapter shall make records of its bank accounts available to TourismCloud National upon
request.
V. The Chapter shall maintain current, correct and complete books and records of accounts and
shall keep minutes of proceedings of its meetings in a separate book, and a directory containing
names and addresses of its members entitled to vote.
VI. The Chapter shall maintain current, true and accurate records of all financial transactions of the
Chapter, including all income and expenditures in accordance with generally accepted
accounting principles and have the accounts audited annually.

7. VII. The Chapter shall prepare an annual report of all the activitiesof the Chapter for presentation to
the national office.
VIII. The Chapter will take steps to protect the TourismCloud logo and other materials from
unauthorized use by anyone or any entity not associated with TourismCloud, without the
National office’s explicitly written authority to use the same.
IX. The Chapter will indemnify and hold theNational office unaccountable from any and all claims
made against the Chapter.
X. Chapters should update their contact details and submit them to the national office once a year.
XII. Chapters should communicate proactively with national office staff and make sure they inform
the national office who is the single point contact in the chapter.Preferred mode of
communication to be established whether letter/phone/email.
XIII. Chapters should send quarterly reports to the national office and send an annual action plan and
list of Executive members and annual/life members.
XIV. Chapters should complete a Dues Form each year, noting the amount of dues to be charged for
specific categories of membership in the chapter.
XV. Chapters shall issue Membership cards along with a welcome letter to all its members that apply
through local chapters.
I agree to all the above responsibilities mentioned and shall abide duly by them.
I am fully aware of the consequences to the failure of the above.
Signature (with stamp):
Designation:
Date:

8. Packet for chapter:
 Chapter Applicationform (need to be drafted/will include requestfor detailed contact information)
 Chapter Agreementform (one above)
 Yearly membership Dues form (need to be drafted)
 Quarterly report format(need to be drafted)
 Mission/vision/Bylaws
 TourismCloud logo/colour
 Membership card/welcome letterformat
Organizing a TourismCloud Chapter
 There Are 2 (Two) Phases In Organizing an TourismCloud Local Chapter:
Phase 1 (One):
 a) Submit an application to the TourismCloud National Office to designate the Chapter Organizers,
who will be responsible for completing all phases of the process. Once this form is received by the
TourismCloud National Office, the Chapter Organizerswill be sent the documentation to complete the
following items.
 b) Approve the Chapter By-Laws which must clearly state the TourismCloud mission and vision.
 c) Elect members as office bearers of the Chapter and document the election process.
 d) Sign the TourismCloud Local Chapter Agreement Form.(Formformat below)
 e) Approve the Chapter Articles of Incorporation and register the newly formed organization with the
concerned state authority.
 g) Open a bank accountin the name of the Chapter.
Phase 2 (Two):
 The TourismCloud National Office will review the completed Chapter application and either request
more information or approve the Chapter. Once approved, the Chapter will be notified inwriting and
the Chapter will be named.
 TourismCloud National will provide the Chapter with the necessary documents to open bank accounts
and other formalities to help set up the Chapter legally.
 The newly formedChapter and cannot use the name ‘TourismCloud”until it is granted approval by the
TourismCloud National Office. Once officially registered, the Chapter will be able to start using the
TourismCloud name,logo, with the specified instructions for use and reproduction.
 A national board member or an existing active Chapter shall assistin organizing new Chapters. The
national office will be ready to help out during any step of the process for guidance. The TourismCloud
National Office may be reached at its designated address at Human Center, Hyderabad, Telangana.