Committees

Share Your Talents

PAWAC welcomes you to share your talents and enthusiasm by joining one of the organization's committees. Below are the standing committees with a brief description of what is involved. Please contact director@pawac.org or check our calendar for the most current information of when these committees meet.

Committees

Membership Committee

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.

Tasks:

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

Programming committee

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. The President or other designee should serve as introducer and moderator. Set rules of Q&A at beginning to avoid problems.

Tasks:

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

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.

Tasks:

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.

marketing committee

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.

Tasks:

Build and review "Value Proposition" to share unique position of PAWAC in community
Review mission statement and objectives of organization
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 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

Media Relations Sub Committee

Tasks:

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 standard blurbs for WCBU and WTVP (non-commercial)
Update and maintain website
Update and maintain social media posts
Create membership brochure
Create brochure and other media materials for major events or annual conference

Registration Sub Committee
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.

Tasks:

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.

Educational Outreach

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, followed by the Academic World Quest competition for the top five players in Washington, DC in the spring. 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.

Tasks:

General:

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

scholastic bowl

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
Contact media to cover and to post results.
Make copies of rounds 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.
Announce winning teams at close of competition; Send letters of results to all schools; Send awards to schools that placed in top four spots
Send news release to PJStar and Pantagraph immediately following competition
Send letters to All Tournament Team about conference attendance and AWQ event

academic world quest

Identify person who will serve as chaperone for team when in Washington, DC
Meet as a group as soon as competition details are set to divide topics among players and confirm participation
Book hotel rooms as soon as hotel information is released
Get permission forms and releases from All Tournament Team
Meet 2-3 times as group to become familiar with each other
Book air tickets 4-5 weeks in advance
Report to Board on results of competition

summer institute

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

trivia challenge subcommittee

The International Trivia Challenge is a fundraising event to support the high school team that PAWAC send to the Academic World Quest competition in Washington, DC. The success of this event depends on early planning for solicitations and for getting people to attend and spend money.

Tasks:

Confirm date with Itoo Club, the location used in the past as they donate their space.
Invite Lee Wenger or other local celebrity to serve as Master of Ceremonies for the event.
Apply for license and file appropriate paperwork two months in advance.
Become familiar with the rules and format of the Academic World Quest competition.
Write questions for event.
Solicit donations for silent auction.
Organize volunteers for the day of the event. Volunteers needed include registration, silent auction management, food management, Mulligan sales, raffle sales, and score keepers.
Send thank you notes to donors and players