SPECIAL EVENTS
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SPECIAL EVENTS
As updated by Christy Wittkop on January 23, 2007.
General Statement
The Special Events Committee plans and implements special activities for fund-raising and/or social purposes.
Policy
1. Solicitation letters to local businesses and multinational corporations are sent out annually over the signature of the President by the Fund-raising Committee.
2. Raffle prizes may be requested from the vendors with the approval of the President.
3. Budgets for Special Events must be approved in advance by the Board.
4. AWCP Special Events may not be advertised in the local media.
5. No press in their professional capacity will be allowed to attend Special Events, unless approved in advance by the Board.
6. The words charity or fund-raising may not be used when publicizing Special Events.
7. No prices are permitted on tickets or on any printed publicity for any Special Event.
8. Notices must be posted warning those attending an event of any known potential safety hazards at or within the event venue.
9. The number of guests at a party may be limited at the discretion of the Special Events Chair.
Duties
The Chairman and Co-chairman share the responsibilities for this Committee. These duties include:
1. Coordinating and overseeing all arrangements for Special Events’ activities
2. Planning a budget
3. Advising the Board of the activities of the Committee
4. Preparing and submitting a Year-end Report on the activities of the Committee
Procedures
Coordinating and overseeing all arrangements for Special Events’ activities. The Chairman and Co-chairman will:
1. Determine the types of events which might interest the AWCP membership and the community
2. Check to see if special fees will be due to any government or municipal agency before planning any event
3. Organize committees to plan individual events
4. Oversee all arrangements for each event
5. Arrange for venue, catering, special equipment, set-up, dismantling, clean up, etc.
6. Purchase supplies
7. Design/compile programs and tickets and arrange for printing
8. Sell or arrange to sell entry and raffle tickets
9. Request exceptional permissions as needed
10. Secure professional photographers as needed
11. Arrange for security
12. Check with other expatriate organizations, as well as area schools, to ensure that there is noconflict with the dates planned
13. Publicize events in Inklings to alert the membership and the community to upcoming events. It may be necessary to send special mailings or invitations for some events.
14. Prepare final summarized financial reports for each event for the Treasurer
Planning a budget
The Chairman and Co-chairman will meet with the President and the Treasurers to plan an overall budget for special events for the year, as well as individual budgets for each Special Events activity.
Advising the Board of the activities of the Committee
The Chairman will advise the Board of the activities of the Committee through regular reports at Board meetings.
Preparing and submitting a Year-end Report on the activities of the Committee
The Chairman will prepare a Year-end Report of the activities of the Committee during the year and supply copies to the President, Historian and her successor.
