Policies and Procedures.indd

SPONSORSHIP CHAIR Duties include: •

Solicit sponsors for award prizes including cash, merchandise and gift cards for the National Exhibitions. NOTE: the sponsorship chair DOES NOT contact the magazines, the job to solicit awards from the magazines is the Advertising Chair’s. • Ensure sponsors are recognized on the WAOW website, show catalog, social media, and national adver tising • Create and maintain records of sponsors’ commitments and timelines (i.e. what merchandise, value of merchandise, shipping to whom on what date). Follow up as needed. • Coordinate with local show chair who receives merchandise awards (this person should be designated before the first letters go out to sponsors with the contact and address included in letter); coordinate the receipt of awards and maintain records • Work with show chair to determine award categories and pair/pack the sponsored prizes to best fit into those categories. Total values of each category should be tiered accordingly/fair as possible. Create spread sheet of suggested award packages with corresponding values for show chair to use after show judge selects the awardees • After show, obtain spreadsheet of winners from show chair and send thank you letters and copy of show catalog to each sponsor with the recipient’s name and piece that their donation went to. Letter also includes WAOW tax ID number for potential tax donation write off for sponsor • Attend monthly show committee conference calls during planning period • Prepare and submit sponsorship report for each committee meeting • Attend board meeting quarterly conference calls • Prepare and submit sponsorship report for board meetings

Brenda Morgan Big Horn

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