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So You're on a Fund Raising Committee
Part 1

Published by the Booster Clubs of America

Part1 - Part2 - Part3 - Part4 - Part5


Whether you are a booster committee chairman or committee member, you will play an important part in your booster club. How much you contribute during your term can have considerable bearing on the success of the club and its members.

The purpose of this booklet is to provide some guidelines that may help make your role as a booster committee chairman or member easier and more significant.



TYPES OF COMMITTEES

In the organization of booster clubs there are usually two types of committees: Standing and special.

Standing committees are those which are provided for in the constitution and by-laws of the organization. They perform normal functions necessary for the operation of the club. Examples are membership committee, finance committee, fund-raising committees, school liaison committee, and others. Special or ad hoc committees perform an entirely different function. As a general rule their appointment stems from a new or current problem. They are formed to consider or handle a single subject for only its limited duration. The committee may operate for only a few days or even a considerable period according to the problem. Planning and operation of each type committee is similar in many respects but considerably different in others.

Because the special committee is usually faced with finding the solution or consideration of a single problem it requires more preparation and study prior to the meeting than is usually required by a standing committee.

An example of the difference between two types of committees might be as follows:

The finance or budget committee functions consistently each year and directs its attentions to the normal fiscal requirements of the organization. A special committee might be formed for the purpose of establishing long range plans or goals for the club and would function only as long as need to accomplish a task.

As the defining of goals, establishing of policies and setting down proposals necessary to long range planning involves consideration of all aspects of the club's operations, the job is not totally appropriate for any one standing committee to undertake. For a standing committee such as finance to assume the job would deter from its own important task and perhaps not encompass a broad viewpoint. Therefore, the job is better done by a committee of knowledgeable, concerned members that can consider the problem, set up a plan or course of action and then be dissolved after the job is accomplished.

Both types of committees are important and necessary in their own right. Every booster club should have an executive committee of three of your key leaders. At least one of these should be a school official such as the athletic director, principal, or a coach.

Too many committee chairmen seem to think that any kind of room is perfectly satisfactory for a meeting.

Such items as acoustics, seating, ventilation, lighting, telephones and accessibility usually occur to them after a meeting has been unsuccessful due to inattention to these details. Here are a few simple rules to follow in selecting the meeting room. Follow them and you'll find a good part of your job completed and a strong possibility of having a successful session.

  1. Select a meeting site easily accessible to those attending. Each member will be giving of their time to attend the meeting and whatever you can do to make it less difficult will insure greater attendance.

  2. Avoid distractions. Interrupt your meeting with distracting noises or an interesting view out of the window and you'll have all the competition you can handle in trying to keep the group's attention.

  3. Remember ventilation. A hot, smoke filled room, a room with no heat or an over-active air conditioner can be unpleasant and not conducive to even tempers and concentration.

  4. See that the room is well-lighted.

  5. The ideal room is slightly longer than wide and should not have major obstructions such as columns, or large hanging plants. Its size should be sufficient to comfortably accommodate the group but not so large as to swallow them in a vast space.

  6. Make sure that the room is completely set up beforehand. This includes insuring that ample chairs, pads, pencils and water are available. While it is mandatory to have a sufficient amount of places for everyone present, it is also important not to have many extra places which makes the committee seem lost in the room.

  7. Don't forget to consult with your booster president. He or she is quite familiar with the task of selecting a meeting site and arranging meetings. You might even wish to have him or her make the necessary arrangements. If this is not feasible, then at least inform him or her of your plans. Now that your meeting site has been selected and prepared, the next item is to plan your meeting. An unorganized and ineffective meeting will be the only result if you don't. It is at this planning point that special and standing committee work is divergent.

    Part1 - Part2 - Part3 - Part4 - Part5


    ***********************


    Editor's Note: This article is reprinted with permission from the Booster Clubs of America.



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