WCA Programs Proposal Packet

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1 WCA Programs Proposal Packet Dear Club Member: Thank you for your interest in bringing a program to the Club. In this packet you will find: 1) the forms you ll need to complete as Program Coordinator to propose and then, produce a WCA program; 2) procedures to follow which will help you organize a successful program; and 3) Club contacts should you have questions or need assistance. The Programs Committee will do its best to assist you with your program. Carole Nemore and Rosemary Revoir, Programs Committee Co-Chairs Packet Contents: 1. Procedures for Developing a Program 2. Program Proposal Form 3. Post-Program Report Form 4. Program Sign-In Sheet Club Contacts: Programs Committee Chairs Carole Nemore Rosemary Revoir Communication Committee Co-chairs Judy Pardee Charlotte Prior Club President: Pattie Beeler, WCA Program Procedures 1. Initial Program Proposal. Discuss initial Program Proposal, including program date, with Programs Committee chairs (in person, by phone or ). 2. Final Program Proposal. Submit a completed WCA Program Proposal form 60 days prior to your proposed program date if possible and await approval. (If the Programs Committee supports the program, its Chair(s) forward it to WCA Board of Directors (BOD) for approval. The BOD meets the second Monday of every month. If approved, the program will be added to the WCA Calendar.) Board approval of the proposal, including any changes made by the Board, is final. No substantive changes (including, but not limited to date, time, presenter, topic, more than 10% budget variance, and club s rental or sponsorship proceeds) may be made without prior Board approval. Any expenses incurred without prior Board approval will

2 be the responsibility of the individual who incurred the expense. Any substantive changes may result in the program s cancellation by the Board. 3. Program Budget. Record all expenditures and revenue from your program for reporting purposes and for seeking reimbursement from the Club. (Maintain receipts.) Potential Expenditures: Food/Refreshments if food is being catered does the expenditure amount require a bid? Liquor License necessary? Labor(before, during, after event; or are they to be volunteers) Décor (e.g. decorations, chair/table rentals, linens, audio/visual equipment) Supplies of other kinds program materials Printing (if any; banners, posters, invitations, postcards, rsvps, sponsor packages) Publicity Postage Cleanup/Removal Tech Support Sponsorship Potential Revenue: Identify all potential income sources, e.g. estimate number of tickets sold at what price? Donations? In kind donated goods and/or services? Net to Club Goal: $ Designated Beneficiary: Beneficiary s share of proceeds: (e.g. 1/3 club, 1/3 building fund, 1/3 community service identified) 4. Handling Expenses. a. You must use the tax-exempt form available from the Club Treasurer for all purchases OR plan to be reimbursed for your cost less taxes (use the Expense Reimbursement Form). You will be responsible for any paid tax amount. b. All expenses must be approved by the Board to obtain reimbursement. (This should be part of the budget which was approved by the Board with the Program Proposal. The total budget should not exceed more than 10% variance without prior BOD approval.) 5. Volunteers. The Programs Committee can help you solicit volunteers for your program and help you arrange a program planning meeting. The key for volunteers is to create a schedule and be specific about all the tasks involved leading up to and including the day of the program. Be sure to include the following volunteer activities: 1) Program Greeter to greet participants, have them sign in, and encourage them to take handouts about the Club and our upcoming events; 2) Program Photographer

3 to take photos of the program for potential use on our Website, in social media and in printed materials; 3) Set up and Clean-up crews; 4) Publicity assistance. 6. Program Publicity. Program publicity is a very important part of any event. WCA programs not only serve our membership and attract new members, but also help carry out our community educational objectives and promote the WCA to the community at large. Prior experience proves that we cannot rely on membership alone filling the seats for any event. The Communications Committee can provide some guidance with sample documents and publicity lists for the following PR tasks: a. Prepare a brief, inviting description to be used for WCA notices and send to Judy Pardee b. If open to the public, prepare a press release using the model form and distribute, using the Communication Committee lists. This should be done at least one month prior to the event and repeated at least once. c. Post the information on the community calendars listed in Communication Committee materials. d. Brainstorm ideas about other organizations in the community who might be interested in the program being planned. Are there college departments, social welfare agencies, women s groups, reading clubs, etc., that would be good sources of participants? Collect the contact information and be sure to leave it for the next program planner! Ideally, in order to give them time to reach their own membership, send information well in advance of the event, perhaps two months. e. If appropriate for an event, prepare a flyer and distribute with the help of the committee and WCA members. Think about creative places to post the information (making sure that it s allowed). Libraries are one good spot, although some will only post information about free events. f. If needed, prepare a program for the event itself. There are likely some good basic examples to follow. g. Club sponsored Programs/Events must use the Club logo on all publications. The Logo may be obtained in digital format from the Programs or Communications Chair(s). All electronic and printed materials used to publicize WCA programs must include this phrase: Please note that The Woman's Club of Albany is not yet handicapped accessible. 7. Serving alcohol. Please discuss with Programs Committee Chair(s). 8. Set Up & Building Access. Arrange for program set up and building access through the Programs Chairs two weeks in advance of the program. 9. Program Day. Have fun! Close up the house per the Close Up Checklist (laminated copy is hanging in the kitchen). 10. Post-Program. Complete a Post-Program Report Form and submit to Programs Chairs within two weeks of the event. This should be completed by the Program Coordinator.

4 Name of Program: WCA Program Proposal Form (Use as much space as needed) Proposed Program Date(s): Budget: $ The Woman s Club of Albany, Inc. Program Coordinator s Name: Phone: Program Description: (to post on Facebook and Website, and send as an Blast to membership and our interested list.) Purpose: (e.g. fundraising, good will and visibility, charitable, educational, etc.) Publicity: (Does this program have a built in audience? What ideas for publicity do you have? How much help will you need? ) Are you willing to blog about this experience? About 350 word blog, plus photos. Food: (Will food be served? If so, will it be bought, donated, or provided by members?) Alcohol: (Will alcohol be served? If so, will it be bought, donated, or provided by members? Will you get a liquor license?) Help Needed: (Breaking down tasks into well-defined jobs will make it easier to attract volunteers.) Before the program: Day of the program: Open to the public? Yes No No Yes If so: $ for Members $ for Non-Members Coordinator s Concerns, if any: Program Coordinator s Commitment: I agree to take responsibility for carrying out all the tasks involved in coordinating this program as described in the attached checklist. Program Coordinator (signature) Date Program Committee Concerns, if any: Program Committee recommendation: (Forward to BOD for approval or deny) Date:

5 WCA Post-Program Report Please complete this Post-Program Report to help us learn from your experiences. Use as much space as needed. Name of Program: Program Date: Original Budget: $ Attendance: Actual Expenditures: Publicity: $ Food: $ Decorations: $ Other: $ (Describe: ) Total: $ Revenues: Ads: $ Raffles: $ Donations: $ Tickets: $ ($ /person) Other: $ (Describe: ) Total: $ Net Gain or Loss: $ How did people hear about the program? Website? Facebook? ? Flyer? Other? Food Served: Catered? Made by Members? Total No. of Volunteers Needed: Problems, if any: Please complete the following timeline of tasks involved in producing this program this will help others in the future: Several months before the program: 6 weeks prior: 1 month prior: 2 weeks prior: 1 week prior: Day of the program: After the program: Notes or suggestions for the future: Thank you for sharing your experience Post-Program Evaluation (To be completed by Programs Committee):

6 WOMAN S CLUB OF ALBANY (WCA) PUBLICITY LIST Program: Date: Please sign in. We publicize events primarily via . We do not share our lists. Please print clearly. A phone number will be helpful if we cannot reach you by Name WCA Member? (yes/no) Phone How did you hear about this event?

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