Committee Duties

Table of Contents


Activities Committees

Activities include those events that do not occur routinely and that require above normal advance planning. Some examples include field trips, fund raising events, picnics, attendance at professional meetings. The A&WMA Student Activities Manual provides a list of ideas and suggestions for implementation. The identification of activities is a cooperative effort between the membership at large and the Executive Board. Once the program activities have been identified, it is the responsibility of the activities committee to bring them to successful fruition. Many Student Chapters form a subcommittee for each activity and give the subcommittee the name of the activity for easy recognition.

In general, the following elements should be considered:

  1. Obtain required permissions and permits.
  2. Reserve a location for the activity.
  3. Maintain liaison with the Publicity Committee for announcements.
  4. Purchase all necessary paraphernalia.
  5. Set fees in conjunction with the Executive Board.
  6. Prepare a "sign-up" roster that includes name, phone number and e-mail address.
  7. Set deadlines for sign-up.
  8. Organize transportation.
  9. Collect bills and fees.
  10. Keep an accounting of revenues and disbursements.
  11. Give all bills and money to the Treasurer.
  12. Restore the event location to its proper condition.
  13. Send "thank you" letters to the appropriate individuals.

Suggestions for successful activities:

  1. Maintain strict control of the budget.
  2. Plan far in advance (a month or more).
  3. Review old files for experience records.
  4. Keep everyone posted on the progress of the planning. Make a report at each Chapter meeting and use e-mail to report to the general membership as well as the committee.
  5. File an "after action" report that gives details on things done right and things that could be improved. This report should be reviewed by the Board and held in the permanent file by the Historian.

Membership Committee

This committee is responsible for recruiting new members and maintaining records of current members. To effectively execute this function the committee shall:

  1. Carry on organized membership drives. The membership drives should be conducted in the first few weeks of each semester. The following activities are involved:
    1. Develop a publicity campaign in conjunction with the Publicity Committee.
    2. Compose and distribute a membership application package (include a letter, necessary application forms, return envelope, brochures).
    3. Collect application forms and fees. Make appropriate copies of forms and checks.
    4. Give fees to Treasurer.
    5. In conjunction with Treasurer, prepare forms and check for submission to A&WMA headquarters.
  2. Maintain a complete file of membership information including: local address, phone numbers, e-mail address.
  3. Maintain an up-to-date membership list and distribute copies to the following at the end of each membership drive: President, Publicity Committee, Faculty Advisor, and others as deemed appropriate by the Board.

Meeting Arrangements Committee

This committee is responsible for making arrangements for regularly scheduled meetings of the Chapter. To effectively execute this function the committee shall:

  1. Make necessary room reservations prior to all meetings (coordinate with Vice President and Publicity Committee).
  2. Arrange for proper audio/video equipment before each meeting. Check with the Vice President as to the needs of the guest speaker and make arrangements to provide the required equipment. These may include screen, projectors, microphone, pointer, extension cords, etc. Check with Faculty Advisor on how to obtain equipment. Anticipate some requirement for advance reservation, the need to pick up the equipment during normal business hours and a rental fee.
  3. Set up equipment and make sure it is functioning properly.
  4. Clean the room and enhance its appearance.
  5. Set out sign-in sheet and pencil and insure that all attendees sign-in. Place one committee member at a desk with the sign-in sheet to bring it to each individual's attention. Do not expect that attendees will be self motivated to sign in. Make sure officers sign-in as well as regular members.
  6. After the meeting, restore the room to its proper order and secure all equipment used.
  7. Give the Historian and Membership Committee a copy of the sign-in sheet.

Publicity Committee

This committee is responsible for publicizing all Chapter activities. To effectively execute this function the committee shall:

  1. Announce all Chapter activities.
  2. Present a copy of any publicity announcements to the Historian for filing purposes.
  3. Remove all announcements following the meetings.
  4. Make special announcements as requested by other committees or officers.
  5. Prepare a "Backgrounder" for media (See Appendix B).
  6. Establish media contacts at the beginning of each academic year and advise of program calendar.
  7. Maintain contact with the Vice President as to the specifics of the program.

The following suggestions may be useful in helping to publicize the Chapter activities:

  1. Utilize Appendix B to assist in working with the media
  2. Use posters sparingly but over an adequate number of days. Post only in high traffic areas. Post for about five class days before the meeting or event. Post only in approved locations.
  3. Develop and utilize an e-mail list to make announcements. Make sure these are posted two times. Once a few days before the event and either the day before or on the day of the event.
  4. Have members of the committee and the Board make announcements in appropriate classes.
  5. Prepare transparencies for instructors to use in appropriate classes.
  6. Utilize a news letter to provide advance notice of events.

Special Note: Announcements should provide a phone contact for handicappers to contact for access information and assistance.


Refreshment Committee

This committee is responsible for providing refreshments and supplies for Chapter activities that the Board designates as opportunities to serve refreshments. To effectively execute this function the committee shall:

  1. Obtain price estimates
  2. Order consumable refreshments.
  3. Purchase non-consumables such as cups, plates, utensils, and napkins. Consider purchase of a bucket or cooler for ice storage.
  4. Pick up or obtain delivery (on time) of consumables including ice.
  5. Set up refreshments at meeting.
  6. Clean up refreshment area after meeting.
  7. Maintain a record of amounts purchased, attendance, and left over quantities. The Historian may be designated to maintain this file.
  8. Turn in bills and obtain reimbursement from the Treasurer.