· Give committee members appreciation for their work.
· Give committee members support, and enable them to do all they want on the committee. Perform the tasks they don’t want to do.
· Arrange for a donated raffle prize for the student scholarship fund at every program meeting. Confer with the Program manager about the appropriateness of the prize for the speaker’s topic and affiliation. A speaker may also want to donate the prize. Give the raffle prize to the Arrangements manager to raffle at the program registration table. The value of the raffle prize may vary, so be sure to tell the Arrangements manager how much to charge for raffle tickets before each meeting.
· Maintain a list of potential corporate sponsors. Solicit information from chapter committee managers about employers, vendors, and universities who have offered support to their committee activities. Periodically obtain an updated list of technical communication employers and agencies from the Employment manager. Include certain vendors and educational institutions in the list (for example, bookstores, training companies, universities and community colleges, printers, graphic and photographic companies).
· Create and maintain a package of information for potential corporate sponsors who may want to provide financial assistance or sponsorship for certain activities or events in exchange for free advertising in the newsletter or free publicity announcements during monthly program meetings. Contact companies about providing support.
· Create and maintain a package of information for potential corporate sponsors who may want to buy our chapter mailing list. Contact companies about the sale of our mailing list. The list sells for $100 each time the list is provided.
· If your activities involve local educational institutions, coordinate your activities with the Student committee manager.
· Consider working with the Program manager to provide speaker gifts from corporate sponsor donations.
· If an arrangement is made for a corporate sponsor to provide financial support or to purchase our chapter mailing list, make sure that
— The company knows where to mail the check.
— The Treasurer knows about the upcoming income.
— The Database/Directory manager knows where to mail the mailing list.
· Give the Webmaster and the Newsletter editor information about the donated raffle prize before each program meeting.
· Give the Webmaster updated information about corporate sponsors for the Corporate Sponsors Web page. Provide the Webmaster with a short corporate description, a few words about the support provided to the chapter, and the company’s Web site link. Periodically review the chapter Web page to make sure the information is correct.
· Make sure that the Administrative Council knows about and approves of all of your activities, including all of the advertising concessions that you make with corporate sponsors in exchange for their financial support of the chapter and all of the mailing list sales that you make. Before you make any concessions for newsletter advertising, you must have the approval of the Newsletter editor. Discuss the ad space availability, size, and months published. Before you make any concessions for free publicity announcements during monthly program meetings, you must have the approval of the President and Vice-president.
· Periodically provide information to local technical communication employers and agencies and vendors about technical communication and STC. You can do this by contacting companies yourself or by distributing a package of information to STC members to present to their employers. Make sure that the package of information that you distribute is approved by the Administrative Council. If needed, help the Student committee manager provide information to local educational institutions.
· Write newsletter articles acknowledging corporate sponsor support and contributions.
· Make personal presentations of appreciation certificates to corporate supporters. Make arrangements with the Publicity manager to have photographs taken and published in the newsletter and in press releases.
· Plan some event during the year to encourage corporate sponsor support and awareness of STC. This could be a Corporate Sponsor Fair during a regular monthly chapter meeting that invites local employers, vendors, and educational institutions to attend as guests so that members can network with the corporate sponsors.
· Help the Student committee manager research and publicize opportunities for members to participate in corporate internships.
· Prepare a budget of estimated income and expenses for the first Board meeting. If you expect some expenses to be donated, include them in the budget with an estimated cost. (Keep an extra copy of the budget to pass on to your successor.)
· Give merchants a copy of the Texas Sales Tax Exemption Certificate when buying committee supplies. (We don’t pay sales tax as a nonprofit organization.) Complete the chapter’s Request for Payment/Deposit Form for purchases and deposits and give it to the Treasurer.
· Inform the Board if you believe your expenses may exceed your approved budget.
· Attend each Board meeting, if possible. If you cannot attend, submit a report to the President beforehand on your committees activities.
· Report on your committees actual expenses and income and on your committee’s accomplishments at the June Board meeting.
· Ability to attend as many regular program meetings as possible.
· Ability to attend the first Board meetings during budget discussion and approval.
· Ability to attend Board meetings whenever the agenda includes topics relating to your committee.
· At least two committee members to solicit raffle prizes, contact employers and vendors, and plan events.
· Ability to make about 5 telephone calls a month during working hours.
· Ability to spend about 4 hours a month on committee projects.
· Ability to create, reproduce, and distribute packages of STC information.
· Chapter stationery.
· Access to fax machine and/or email.
|
Deliverable |
Due Date |
Receiver |
|
Preliminary budget |
Aug Board meeting |
Administrative Council |
|
Final budget |
Sept Board meeting |
Treasurer, V-P, President |
|
Raffle prizes and ticket price |
Every program meeting |
Arrangements manager |
|
Raffle prize information |
1st of the month preceding the month of each program meeting |
Webmaster and Newsletter editor |
|
Corporate advertising information |
When received |
Newsletter editor |
|
Corporate description, support provided, and Web site link |
When received |
Webmaster |
|
Newsletter articles about corporate donations and support |
The next month after the donation or support |
Newsletter editor |
|
Appreciation certificates |
The next month after the donation or support |
Corporate sponsors |
|
Committee status report |
Every Board meeting |
Administrative Council |