Growing and sustaining membership is a year-long activity. It is also the responsibility of the entire board and all members interested in growing the organization. Annual membership in the organization runs from September 1 through August 31.
- Maintain the Membership List in conjunction with Executive Director and Treasurer
- Serve as an ambassador of the organization at events and in the community to attract members
- Collect contact information for interested parties to follow up with formal invitation to join
- Assist with annual mailings for renewal
- Make follow-up phone calls for non-renewals
- Plan and help execute the annual Membership Appreciation event
- Cooperate with Marketing Committee to produce materials to distribute and use for recruiting
- Note: This committee meets monthly from April through September on the second Wednesday at 3:30 pm during the annual membership campaign, and then as needed.
Programming is the means by which PAWAC carries out its mission to promote a better understanding of world affairs among members, students, and the community through public programs that bring national and international experts to central Illinois. Programming should cover diverse topics and varying parts of the world. Program speakers must be willing to take questions from the audience at every event hosted by PAWAC. Over the course of the year, the programming should maintain PAWAC's non-partisan principles.
- Actively seek possible speakers for programs to host by PAWAC
- Apply for grants to support special programs
- Invite speakers in conjunction with Executive Director, keeping budgetary and non-partisan guidelines in mind
- Work with Marketing Committee to promote events
- Work with Finance and Development Committee to support cost of events
- Note: This committee meets monthly on the third Monday at 5:30 pm
Comments: Registration procedures will vary with the program, but there are many elements that will be followed for any program. Program registrations will come into PAWAC office. Executive Director will keep record of participants. Members of this committee need to assist on the day of the event to welcome participants.
- Check in patrons at events - distribute name tags, take registration fees as necessary
- Keep record of fees received at the event.
- Distribute membership and upcoming event information at registration table
- Ensure AV needs are set up - microphone, projector, screen, etc.
- Note: This is an ad hoc committee that serves at each event, at the “registration table.”
Finance and Development Committee
Financial sustainability is essential for PAWAC, a non-profit organization that has always struggled to maintain stable resources. A robust effort to increase financial resources is encouraged at all times.
- Develop communication format for engaging corporate support
- Solicit / develop additional sponsorships and patrons
- Establish list of funding cycles for likely donors
- Determine community resources and grants that may be available for PAWAC
- Develop list of potential sponsors for individual events
- Identify and coordinate fundraising activities
- Budget and audit review: The fiscal year for PAWAC ends on August 31. Financial records should be given to tax preparer as soon after that date as possible for the preparation of state and federal tax forms.
- Note: This committee meets quarterly. Additional meetings are scheduled during fundraising campaigns.
Creating a brand for the Peoria Area World Affairs Council that is visual as well as visible is the essence of Marketing. Establishing a plan to market PAWAC is a core need on which the other activities of the organization are based.
- Build and review "Value Proposition" to share unique position of PAWAC in community
- Define target audience of PAWAC, using assessment of SWOT, determine who PAWAC wants to reach; who PAWAC currently reaches, and whether adjustments need to be made to align the answers
- Create format for news releases for immediate recognition of PAWAC in correspondence
- Establish and regularly update list of media contacts, calendars (online, radio, and print)
- Create integrated marketing and branding plan that includes, but is not limited to web site, e-mailings, events, partnerships, printed materials, media relations efforts, personal networking
- Establish means of recognition that also incorporates awareness of the PAWAC brand
- Update and maintain website and social media posts
- Note: This committee meets monthly on the first Monday at 5:30 pm.
Comments: Preparing high school students for active citizenship has been a focus of the Peoria Area World Affairs Council since its earliest days. Student participation includes the International Scholastic Bowl in November. The other key event is the World Affairs Summer Institute, a one-day role-playing event that is a follow-on activity to the annual conference.
- Establish list of high school contacts for schools within 90 minutes of Peoria.
- Create and update list of school officials, such as principal, Social Studies head, Scholastic Bowl coach, or foreign language teacher.
- Send information to teachers about PAWAC programs by late spring before summer break.
- Follow up with contacts with phone calls to answer questions or offer to visit.
- Emphasize CPDUs and CEUs offered through PAWAC events
- Note: This committee meets on the fourth Monday of the month at 5:30 pm.
Scholastic Bowl Committee:
- Schedule date of competition and necessary rooms for the International Scholastic Bowl by April in advance of the November competition.
- Contact high schools first in late spring; follow up with registration before September 1.
- Review rules for Scholastic Bowl at IHSA by August 1 in case of changes from previous years.
- Solicit help writing questions from newspaper for August through end of October. Contact Brody Finney to inquire about help assembling rounds.
- Contact volunteers - dependent upon number of teams playing, but usually need 30-40 volunteers; Schedule volunteer meeting during week before competition
- Assign competition directors to record scores, keep win/loss records of games, distribute rounds and keep track of individual scores for All Tournament Team.
- Send news release to PJStar and Pantagraph immediately following competition
- Note: This committee meets May through December to prepare for the competition and to close the results.
Summer Institute Committee:
- Identify materials that can be used to support information from conference: The CHOICES program produced by Brown University has been helpful, and the Pittsburg World Affairs Council has developed several high school programs that may be considered.
- Select date of summer event by January 15; confirm date with Illinois Central College
- Contact high schools to participate in summer institute.
- Identify speakers who can support summer institute and offer introductory comments
- Confirm food needs with ICC; also confirm supply needs with ICC (flip boards, markers, etc.)
- Design evaluation form to measure outcomes
- Note: This committee meets as necessary to arrange program for Summer Institute.
Comments: Ensuring the success of the Peoria Area World Affairs Council lies in ensuring a succession plan for officers and directors of the organization. Selecting quality candidates that will forward the mission and support the financial sustainability of PAWAC are key.
- The President should select a committee to assist with the duties of this committee.
- By the first week of July, the committee should meet to propose candidates for executive offices and board for election at annual membership meeting in August.
- The committee should have a standing list of potential candidates to fill mid-term vacancies
- The committee should create succession plan for 3-5 years
- Note: This committee meets each April and May, and then as needed until the slate of candidates is ready.