Finance and Administration Committee

The Finance and Administration Committee will be responsible for building new and maintaining previous strategic partnerships.

Developing and managing Strategic Alliance Programs, the committee will work closely with the Director of Sponsorships and the Director of Venue Procurement to see that the chapter has the best resources and opportunities available for its members. The group will meet mostly via conference call throughout the year to determine progress and discuss opportunities to advance the partnerships for IMPI.

The structure of this committee includes four (4) subgroups. All details are stated below for each subgroup.

Committees include: 

• Cash Sponsorship Committee
• Sponsorship Benefit Fulfillment Committee
• In-Kind Sponsorship Committee (non-venue)
• Silent Auction Committee

Cash Sponsorship Committee

Charge: This committee will be asked to solicit cash donations for the IMPI Chapter via email or phone or even in person, working off a maintained “prospect” list as well as by thinking of other contacts.

Composition (include term/time commitment):  We are going to a calendar year for sponsors and benefits received; however, the goal is to work from July to December, securing the following year’s donations. January through June could be maintenance and setting a foundation for incoming committees of the next term.

Benefits: 

• Experience in making the ask
• Deeper relationships with IMPI members
• Connects committee members with contacts that can be utilized for personal/work relationships

Responsibilities/Ongoing Tasks:

• Each committee member will be given a set number of membership calls/emails to make
• Each committee member will be provided with a script to use and customize at their discretion
• Report monthly to Director of Sponsorships as to progress
• Once member indicates interest, they will report to Director of Sponsorships

Sponsorship Benefit Fulfillment Committee

Charge: This committee will be maintaining monthly communication with the secure sponsors, which includes cash sponsors and strategic partnerships (venue hosts and in-kind partners).

Composition (include term/time commitment):  We are going to a calendar year for sponsors and benefits received; however, the goal is to work from July to December, securing the following year’s donations. January through June could be maintenance and setting a foundation for incoming committees of the next term. Therefore this committee will be working in the fiscal year… July 1-June 31.

Benefits: 

• Communication skills
• Organization/maintenance of exceeding sponsors needs and wishes
• Growing the IMPI Chapter sponsor relationships

Responsibilities/Ongoing Tasks:

• Receive monthly report from Director of Sponsorships that includes cash in and sponsor benefits awarded
• Sponsorship Benefit Fulfillment Committee contacts sponsors monthly to review and verify benefits due and facilitate the use of benefits
• Committee reports any issues to Director of Sponsorships

Venue Procurement / In-Kind Sponsorship Committee

Charge: This committee will assist in identifying potential venues and in-kind services needed for IMPI Chapter events. 

Composition:  Sponsorships and benefits are tracked for each calendar year. From July to December,  committee works to secure the following year’s donations. January through June will be maintenance and setting a foundation for incoming committees of the next term.

Benefits: 

• Experience in making the ask
• Deeper relationships with IMPI members and potential members
• Connects committee members with contacts that can be utilized for personal/work relationships

 Responsibilities/Ongoing Tasks:

•  Member identifies potential venue(s), service(s), product(s), etc. for use during IMPI event
•  If member doesn’t have a donor in mind/secured, reach out to Director of their Department, who then contacts Director of Venue Procurement
•  Assigned prospect need from Director of Venue Procurement
•  Committee works with requesting party to obtain all relevant venue interest information based on RFP information, and forwards it to the Director of Venue Procurement (and cc: Director of Education)
•  Committee makes calls to IMPI members and potential or past members and solicits potential venues for interest in hosting IMPI events.
•  Once sponsor is on-board, complete In-Kind Donation form and copy Director of Venue Procurement and Director of Sponsorships (for benefit tracking purposes).

Silent Auction Committee

Charge: This committee will be involved in securing silent auction items for IMPRESS. A chair of this committee would take the lead in working with the online vendor to pull together descriptions and pictures to promote before the event. All will be asked to assist in the setting up and running of the silent auction at said event.

Composition (include term/time commitment):  IMPRESS is held in June, but securing items may begin as soon as July 1 and continue up until a specific amount of time before the event. (This time will be determined by IMPRESS committee chair.) More time will be necessary during the day of IMPRESS and the focus will be from March to June.

Benefits: 

• Experience in making the ask
• Deeper relationships with IMPI members
• Connects committee members with contacts that can be utilized for personal/work relationships
• Organization skills
• Committee communication and collaboration

Responsibilities/Ongoing Tasks:

• Silent Auction Chair, in coordination with the Director of Sponsorships, identifies auction supplier
  • Review historical data about past auctions / suppliers
• Item Solicitation. If required, special arrangements made by committee to pick up items.
  • Silent Auction Chair determines where to receive donations and updates previous year’s donation form with current information
  • Silent Auction Chair reviews silent auction donor/donation history
• Silent Auction Chair sends Thank You card to Donors
• Silent Auction Chair sends donation item information to Auction Supplier
• Director of Sponsorships oversees creation of Auction Catalog.  Auction Catalog sent to chapter membership prior to Awards Event via Marketing Channels
  • Silent Auction Chair creates catalog to specifications of Auction Supplier.
• Silent Auction Chair works with Director of Recognition and Retention and Awards Committee to determine any logistical concerns with the event venue
  • Review history of the auction for setup, layout needs
  • Silent Auction Chair confirms final logistics with Event Host 1 week prior to event