Guide to Chartering - bpw-nc.orgbpw-nc.org/Resources/Documents/Clubs/Guide to Chartering.pdfList of Attachments ... Chartering Team Members Suggested members of the chartering team

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Guide to Chartering A New Club

Produced by Business and Professional Women/NC

2010© Business and Professional Women/NC July, 2010

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Table of Contents

Introduction ........................................................................................................................... 3

Let’s Get Started .................................................................................................................... 3

Chartering Timeline ................................................................................................................ 7

Site Visit/Evaluation ............................................................................................................... 8 ................................................................................................................... Chamber of Commerce 9

Largest Businesses ............................................................................................................ 9 Newspapers ....................................................................................................................... 9 Radio Stations .................................................................................................................... 9 Cable Television Stations................................................................................................... 9 Government/Nonprofit Organizations ................................................................................. 9 Health Care Organizations ............................................................................................... 10 Schools/Universities/Vocational ....................................................................................... 10 Competing Organizations ................................................................................................ 10

Marketing the Open House .................................................................................................. 12

Where Do We Go from Here? .............................................................................................. 14

Next Steps ........................................................................................................................... 15

Leadership Training ............................................................................................................. 17

Charter Event ....................................................................................................................... 19

Scripts, Letters, and Press Releases ................................................................................... 21

Script for Calling on Business .......................................................................................... 22 Press Releases ............................................................................................................... 23 Radio Spots ..................................................................................................................... 24 Sample Letter to Chamber of Commerce ........................................................................ 25 Sample Letter to Business to Send with Chamber Mailing .............................................. 26 Sample Letter to Prospective Members ........................................................................... 27

List of Attachments .............................................................................................................. 27


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Introduction Welcome and congratulations on your interest in starting a new club! Why is chartering a new club with BPW/NC so important? BPW/NC members in clubs statewide promote the advancement of workingwomen through career development, networking, educational opportunities, and legislative advocacy. BPW/NC members are women who make things happen—in their careers, in their communities, and in their personal lives. The BPW/NC Guide to Chartering a New Club begins with targeting various sites in the state and takes you step by step to the actual chartering event and subsequent support for the new officers. This document serves as a guide for starting a new club within our State. Be sure to review and complete the enclosed Membership Application and associated paperwork to complete the membership process! Good Luck! BPW/NC looks forward to working with you and your team to spread BPW/NC’s reach and strengthen our impact for workingwomen statewide.

Let’s Get Started

Criteria for evaluating potential sites for chartering a new club include:

• Small group of dedicated, enthusiastic women who believe in BPW’s Vision and Mission and are willing to follow the chartering process from start to finish.

• Active club in relatively close proximity willing to sponsor the new club. • New clubs should ideally be located in areas that have a minimum population of 3,000 with

a diverse business base (service, government, manufacturing, retail, health care). • Proximity of a state university or college would be an advantage. • Commitment from at least one person living in the community to participate in the process.

NOTE: If the area lacks a sponsoring club, the state can assemble a team to investigate the potential for chartering a new club. Responsibilities assigned to the sponsoring club in this document should be completed by the assigned team members;


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Chartering Team Members Suggested members of the chartering team should include representatives from the State Membership Committee, nearby sponsoring club, and other interested persons. Teams should be comprised of:

• Three to four BPW members, with strong marketing and good listening skills. • At least two team members should be from nearby clubs or from the target community. • One member who is very well versed in BPW structure, history and benefits. • At least two team members should be able to dedicate one or two half days to perform

market research at the target site and personally visit local businesses. Chartering team members

Name & address Phone numbers/email 1. (B) (H) (E) 2. (B) (H) (E) 3. (B) (H) (E) 4. (B) (H) (E)

Membership liaison (State Membership Chair or representative of Committee) 5. (B) (H) (E)

Sponsoring club(s) ___________________________and contact information

6. (B) (H) (E) 7. (B) (H) (E)


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Charter Team Responsibilities The chartering team members should hold an organizational meeting on site or via a conference call to:

1. Assign responsibilities. 2. Select a name for the new club. Selection of a name is important in establishing the

identity of the group. It is not necessary to use the name of the local town or city. In fact, selecting a non-specific name can provide broader appeal.

3. Develop a start-up budget (mailings, flyers, posters, postage, room rental, food). 4. Find a source of seed money. 5. Using the sample chartering timeline in the next section, develop a charter plan, including

a timeline, and assign responsibilities. 6. Prepare for and make site visits. 7. The charter team should hold an assessment meeting following the site visits to

determine the appropriateness of holding an Open House at this time or waiting until the potential for starting a new club improves.

NOTE: After the club is chartered, the chartering team and the sponsoring club have follow-up responsibilities for approximately the next 12 months. This follow-up is essential as it is necessary for the long term stability of the new club. Assign one member of the chartering team to be a “hands-on liaison” with the new club. The general responsibilities of the liaison are to:

1. Work with the sponsoring club to ensure there is a representative at each of the new club’s meetings for a year or two, including Board meetings.

2. The liaison should be an ongoing resource for the leadership of the new club, guiding, coaching, identifying resources and opportunities, as well as, helping them to deal with the inevitable challenges.

3. The liaison will also be there to support the officer transition as the new club moves into its second year.

4. Ask to be added to the mailing list of any correspondence or newsletters the new club sends.

5. Report (in writing) to the State Membership Chair at least every other month on the status of the new club. The reports should include:

• Types of programs being sponsored by the new club. • Number of individuals in attendance. • Number of new members. • Number of members attending state meetings. • Strengths/ Weaknesses of the new club. • Support needed for the new club.

6. Utilize state resources! Invite members from other clubs to attend meetings with you.

Invite state officers to visit. If you feel the new club is floundering or beginning to go off track, bring this to the attention of the State Membership Chair or the State President.


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Talk about options. It’s important to value diversity and be open to new ways of doing this; however, if you detect a problem, bring it up early.

General Responsibilities of the Sponsoring Club (if one is available)

• Have at least one member in attendance at all meetings. • Act as a “BPW Expert” or mentor when the new officers have questions regarding

bylaws, officer duties, programs, legislative issues, or where to go for help. General Responsibilities of the Community Member

• Assist the chartering team with resources like phone books, email addresses, company names, etc.

• Write letters/email of introduction for site visits and/or call personal contacts for appointments.

• Identify the environment for workingwomen in her community. • Identify other “competing” organizations in her community. • Identify a few women interested in starting a club from the community and enlist their help.

General Responsibilities of the BPW Members

• Willingness to travel to the target community to meet with community leaders and businesses.

• Eager to share information about BPW and the benefits to workingwomen. • Willingness to coach and counsel new club leaders as planning for open house and

potential charter event continues.


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Chartering a New Club Timeline

The following is a general timeline to assist in chartering a new club. You should allow at least three to four months for completion of the entire process.

Team Member__________ Date_____________

1. Obtain Tool Kit from BPW/NC _______________________ __________________ 2. Visit target site _______________________ __________________ 3. Promotion of open house _______________________ __________________

• Letters of introduction to Local businesses _______________________ __________________ • Posters made/displayed _______________________ __________________ • Personal invitations mailed _______________________ __________________ • Press releases mailed _______________________ __________________

4. Open house _______________________ __________________ 5. Member recruitment _______________________ __________________ 6. Leadership training _______________________ __________________ 7. Develop club bylaws and submit to State Bylaws Chair _______________________ __________________ 8. Forward new club paperwork _______________________ __________________ to the BPW/NC

• Club bylaws _______________________ __________________ • Roster of 10 charter members _______________________ __________________ • Member transmittal forms _______________________ __________________ • State portion of dues _______________________ __________________ • Officers and chair forms _______________________ __________________

9. Promotion of charter event _______________________ __________________

• Letters to local businesses _______________________ __________________ • Posters made/displayed _______________________ __________________ • Personal invitations mailed _______________________ __________________ • Press releases mailed _______________________ __________________

10. Charter event _______________________ __________________ 11. Ongoing club support _______________________ __________________ _______________________ __________________


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Site Visit/Evaluation

The site visit is very important. Not only will it allow you to determine the “BPW opportunity climate” in the community, it will enable you to do some necessary market research, which is the main objective for the initial site visit. Below you will find the essential information you should obtain during the visit. They are, of course, a guideline; you should add to the list as you see fit. You might start with the local Chamber of Commerce where you should be able to get you much of the required information. Preparing for Site Visits:

• Gather as much data as possible about the community before meeting with business and community leaders

• Learn as much as possible about issues facing workingwomen in the community. • What are the major business issues in the community, (i.e. is this tourist or

manufacturing community)? • Has there ever been a BPW club in the community. If yes, when, and why did it fail? • Review the prepared scripts located in the last section of this guide.

Chamber of Commerce Chamber Name: ____________________________ Contact: _________________________

Phone: ___________________________ Email: _______________________________

List of the 5 or 10 Largest Businesses (by number of employees) Company name: _____________________________ Phone: ________________________ Contact name: ______________________Email: ________________# of employees: ____ Company name: _____________________________ Phone: ________________________ Contact name: ______________________Email: ________________# of employees: ____ Company name: _____________________________ Phone: ________________________ Contact name: ______________________Email: ________________# of employees: ____ Company name: _____________________________ Phone: ________________________ Contact name: ______________________Email: ________________# of employees: ____ Company name: _____________________________ Phone: ________________________ Contact name: ______________________Email: ________________# of employees: ____


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Newspapers Newspaper name: ____________________________ Phone: ____________________ Contact name: _______________________________ Email: _____________________ Newspaper name: ____________________________ Phone: _____________________ Contact name: _______________________________ Email: _____________________ Radio Stations ____ Radio station name: ___________________________ Phone: _____________________ Contact name: ________________________________ Email: ______________________ Radio station name: ___________________________ Phone: _____________________ Contact name: ________________________________ Email: ______________________ Radio station name: ___________________________ Phone: _____________________ Contact name: ________________________________ Email: ______________________ Cable/Local Television Stations TV station name: ______________________________ Phone: _____________________ Contact name: ________________________________ Email: ______________________ TV station name: ______________________________ Phone: _____________________ Contact name: ________________________________ Email: ______________________ Government and Nonprofit Organizations Gov/Organization name: ________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ Gov/Organization name: ________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ Gov/Organization name: ________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________


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Health Care Organizations Organization name: ___________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ Organization name: ___________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ Organization name: ___________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ Schools/Universities/Vocational Institutions School/Univ/Inst: ______________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ School/Univ/Inst: ______________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________ School/Univ/Inst: ______________________________ Phone: ____________________ Contact name: ________________________________ Email: _____________________

Competing Organizations (with approximate number of members) Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________Email: __________________# of members: ____ Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________Email: __________________# of members: ____ Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________Email: __________________# of members: ____ Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________Email: __________________# of members: ____ Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________Email: __________________# of members: ____ Organization/Club name: ____________________________Phone: ___________________ Contact name: ______________________email: __________________# of members: ____


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Site Visit Feedback and Evaluation If the site visits have been reasonably successful, the Charter Team should meet with a few additional community members who have shown an interest in BPW during the site visit and evaluation process. The purpose of this meeting is to determine whether or not the chartering process should go forward. Agenda items should include:

1. Introductions/role in BPW chartering process. 2. Provide feedback from site visits. 3. Perform an assessment of whether or not there is a niche for BPW in the community. 4. If the answer is no, thank everyone for their time and participation. Let everyone know

that the opportunity to start a new club is still available in the future. Ask non-members if they would like to join a nearby club or become a member-at-large.

5. If the answer is to take the next step and hold an open house, a name for the new club should be confirmed.

6. Explain how dues are structured at the club, regional, and state. Establish club dues (Member and Student member) based on the local economy and other competing organizations. Emphasize that club dues are the club’s primary source of operational revenue.

7. Set a tentative date for the Open House and assign responsibilities. 8. Establish a time for the next conference call/meeting, (prior to the Open House).


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Marketing the Open House The open house should be in a place appropriate for networking and that has a professional image. The location selected for the open house should have a separate room available or an area that can be closed off for privacy to ensure attendees can hear the announcements. Food should also be a consideration as you will want light refreshments at this event. It is also recommended that a planned networking activity takes place in order to start building camaraderie and help potential members get to know one another. It is critical that the location and members create a welcoming environment for all guests. NOTE: If the club name and dues have been determined, the open house is a terrific opportunity to promote charter membership and accept applications and dues. Selecting a Location for an Open House Location notes: Phone Email Contact Location notes: Phone Email Contact Location notes: Phone Email Contact Location notes: Phone Email Contact Location notes: Phone Email Contact


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Promoting the Open House When planning the open house, be sure to check local community calendars. Try not to interfere with a charity event or other community sponsored and supported activities. After date, time, and location are set: 1. Send invitations to local business and community leaders (especially female officials).

2. Send press releases to media.

3. Make posters and hang in library, local businesses, restaurants, etc.

4. Call businesses and deliver BPW information packet with posters and an invitation to attend.

5. Ask chamber if you can send an introductory letter with their next mailing.

Open House Agenda At this meeting, you will decide whether a club is feasible in this community. Set up display table(s) showing BPW brochures, 101 Facts for Working Women, Tar Heel Woman, and pictures of various BPW club activities, publications, and posters. Select emcee, presenters and hostesses in advance. Name tags should identify person and employer/business. Refreshments should be light and free. Collect business cards. Be sure to provide blanks for women without cards. The agenda and an information sheet that covers the meeting topic and contact information should be handed out to attendees. Suggested Agenda:

• Start with the networking activity

• Introduction of BPW members in attendance (and their club)

• Introduction of guests - Where they work - What they do

• Discuss what BPW offers members (use testimonials from members) - Professional development: How BPW helps your work life 3-5 minutes - Personal development: How BPW adds to your personal life 3-5 minutes

• Political Development: Legislative platform 5-7 minutes • Individual Development 3-5 minutes • Young Careerist 3-5 minutes • Brief history of BPW 3-5 minutes • Current facts about BPW in your state 2-5 minutes • Describe the requirement for chartering a club 5 minutes • Assert commitment by state and support team to assist the new club 5 minutes


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Where Do We Go From Here? Following the prepared agenda, the emcee should lead a general group discussion to determine the following:

• Is there interest in starting a new BPW club?

• Are there individuals who will assume leadership positions?

If YES, then keep the momentum building!!!

• Ask them to join now and collect membership dues.

• If possible, secure officer commitments.

• Ask for group consensus on meeting days and times.

• Set date/time for a general organizational meeting.

• Ask the group to identify other potential members and invite them to the next meeting

or provide contact information for follow-up.

• Follow-up with everyone who expressed interest in the open house.

• Reassert commitment by the state and support team to assist the new club and ensure

success.

If the group consensus is to say NO to chartering at this time, thank everyone, and let them know that the opportunity to start a new club will be available if they would like to explore it again in the future. Offer everyone the opportunity to join an existing club or become a member-at-large. File the information received on the business cards for future follow-up.


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Next Steps Reviewing Plans for the New Club with the General Membership At an early organizational meeting, the members should:

• Select a volunteer to work with a member of the chartering team or other state representatives to develop the club bylaws using the model club bylaws in this kit as a guide. Keep the bylaws simple – you can always develop standing rules for items that change frequently.

• Officer commitments should be finalized, the bylaws approved, and the club members should decide the format of the monthly meetings (i.e., morning, mid-day, afternoon, evening, early evening).

• Vote on bylaws (send copy to State Parliamentarian for approval) • Elect officers

o Appoint Chairs (Legislation, Membership, Finance, Newsletter, Public Relations)

o Set date/time for officer/committee chair training • Set date/ time for new member orientation • Set date/ time for chartering event and celebration

Completing BPW/NC Paperwork In order to ensure the cohesiveness of spirit and activity throughout BPW/NC, all clubs are expected to develop and operate under a set of bylaws that are in accord with the state bylaws. Your bylaws will therefore have to meet approval by your State Bylaws Chair/Parliamentarian. Two copies of the bylaws should be submitted to the State Bylaws Chair/Parliamentarian upon completion. The state must verify completion/adoption of the bylaws before an application for club charter can be approved. In addition to the bylaws, official paperwork must be received and processed by the state. To get your local club officially underway, submit the following to the BPW/NC President:

• Roster of charter members. • Member information and dues transmittal forms. • Regional and state portions of dues. • Application for club membership; and • Local officers and committee chairs form

Note: Officers should open a banking account with two signatures. See the next section for information on filing for tax–exempt status.


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Filing for Tax-Exempt Status Except in the few states that have blanket tax-exemption for local organizations, your club will need to obtain a certificate of tax-exempt status. Request the following from your local Internal Revenue Service office: Form SS-4, “Application for Employer Identification Number,” Package 1024, “Application for Recognition of Exemption under Section 501 (a);” and Publication 557, “Tax Exempt Status for Your Organization.” Federal forms can also be downloaded from the IRS website at www.irs.ustreas.gov. The laws and procedures for securing tax-exempt status vary from state to state, (as do the annual filing requirements and forms). It is very important that the laws and procedures for your state be adhered to. Contact your BPW State Treasurer/Executive Secretary or the office of your State Attorney General or Secretary of State Office for information on your particular state. First file for your Employer Identification Number using form SS-4. This is also the number you will need to open your bank account. Once you have received this number, file for your tax-exempt status using forms in package 1024. Please remember that even after you have received tax-exempt status, your club may still have to file Form 990 or 990EZ with the IRS every year.


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Leadership Training

This meeting is for new officers and committee chairs. The training covers leadership responsibilities and includes BPW training. Representatives from the chartering team should be present to lead the BPW specific discussions. Date ________________________________ Time _________________________________ Location ____________________________________________________________________

Leadership Training Agenda

• Welcome, Introductions/Networking Activity • BPW leadership roles/descriptions. • Review BPW’s Mission and vision. • Review member benefits. • Officer/Chair duties and responsibilities (club and state). • Team building and nurturing volunteer involvement. • Membership retention and recruitment. • Legislation/issues management. • Sample programs. • Sample minutes. • Sample budget and Treasurer’s reports. • Bylaws (model club bylaws and state bylaws - just the basics, what’s in them, how to use

them). • Parliamentary procedures (simple explanation of rules by an experienced parliamentarian). • History – one page handout. • Women Empowered and Enlightened events and BPW/NC State Conference. • Importance of using the BPW/NC website address: www.bpw-nc.org.

• First Year Planning for Membership Growth and Retention

• Program selection. • Focus programs on building skills for workingwomen. • Newsletter (email distribution where appropriate). • Membership development (Use ID, YC, and attendance at regional and state meetings). • Public Relations.


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Follow-Up After the leadership training, provide the new officers and chairs with the names, addresses, email, and phone numbers of their state and sponsoring local counterparts. You should also send press releases announcing the names of the newly elected officers to the local press. It is critical for the chartering team to stay in touch with the new officers, providing them support, answering questions, and providing supplementary materials. The new officers should be encouraged to hold a new member orientation and/or use excerpts from their training as an integral part of each meeting. The club newsletter should also include facts about BPW in each edition. After the club is chartered, the chartering team and the sponsoring club have follow-up responsibilities for approximately the next 12 months to two years. This follow-up is essential as it is necessary for the long term stability of the new club. Nurturing new members is an integral part of a successful club. Here are few tips to keep in mind:

• Help new members to learn about the organization. • Encourage new members to read their newsletters and Tar Heel Woman. • Demonstrate the website capabilities. • Mentor the new members. • Match the new members with activities that meets their needs…connect with new

members. • Offer opportunities to participate but don’t pressure. • Ask for volunteers for simple duties like “greeter”. • Thank members for helping/volunteering…be sure they feel valued!

As the first year draws to a close and renewal dates approach a membership retention campaign should be launched and every charter member invited to renew their membership. Some things to keep in mind about retention tactics are:

• Retention begins the day a member joins. • Connect with members during meetings. • Hold relevant and interesting meetings. • Newsletters can be great retention tools. • Recognize and reward members. • Establish a renewal schedule. • Send a personal renewal letter.

Members of the charter team must also support the officer transition as the new club moves into its second year. The critical time for a new club is during the transition from the charter year officers to the new club officers. It is during this transition when charter team members should assist with planning for the upcoming year, as well as, reviewing and training officers and committee chairs on their roles and responsibilities.


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Charter Event and Celebration! When setting a date for the charter event, be sure to check local calendars to ensure it does not conflict with a charity event or another community sponsored activity. Also, try to secure the state president or alternative representative’s attendance. This is a celebration of a new club and the women who have accomplished this task. Be sure to recognize all of the volunteers who have participated in the chartering process. You may also use this event to add members so you will want to be sure to have someone assigned to recruit and accept new member applications and dues. Date ________________________________ Time _________________________________ Location_____________________________________________________________________ Planning By this time, the paperwork process at state should be well under way. In the process of setting the date and location for the charter event, do the following:

1. Select date and coordinate with region and state to avoid calendar conflicts. 2. Notify/invite State Officers, State Membership Chair, and State Bylaws Chair. 3. Notify the BPW/NC President and Membership Chair. 4. Choose the emcee/hostess. 5. Plan the program (include networking activity). 6. New member induction. 7. Officer installation (what type, who to install, and select the installing officer). 8. Prepare a budget for the event. 9. Promote the event to local businesses, media (press releases), area BPW clubs and

state BPW leaders. Sample Charter Event Agenda Networking activity as guests arrive

• Welcome and introductions (be sure to identify guests). • Pledge and Collect. • Overview of chartering event (What is it, why important, simple facts about BPW, etc.). • Meal and/or refreshments. • Guest speakers/short program. • New member induction. • Officer Installation. • Acknowledgement/appreciation of volunteers. • Announcements. • Emblem Benediction.


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Charter Event Checklist

Welcome sign and hostesses BPW Logos items Membership pins, cards, or certificates Guest book and pen Name tags Programs (include the Collect and the Emblem Benediction) Gavel President’s pin Items for installation ceremony Camera for photos of charter members, guests, and newly installed officers Beverages/meal Cake/dessert Membership applications/informational packets

Remember, after the event is over, to thank everyone who helped to plan and implement the event. Also remember to thank the guests who supported the charter event by attending from areas across the state. Be sure to gather a complete guest list so that you can send follow-up notes of appreciation. You will also want to contact guests and invite them to become members.


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Sample Scripts, Letters, and Press Releases Script for Calling on Businesses_____________________________________ Objective: To identify a contact in the company, to set up an appointment to drop off an informational kit, and secure assurance from contact that he/she will share posters and notify potential members of the informational meeting. Kit should include: Two posters announcing informational meeting List of BPW benefits for the company Letter of introduction from a charter team member The Telephone Call Note: Try to find out the name of the contact before you make the call Hello. May I speak the Office Manager/Personnel or Human Resources Director? What is his or her name (If this person is not available, ask when is a good time to call back.) Hello. This is (name) from the _______ club. We’re starting an organization in (community), and would like to drop off an informational packet for your employees. BPW is a professional organization for workingwomen from all occupations. We focus on building our members personal, professional, and political skills through workshops and monthly meetings. Could I stop by (specify date and time) and give you some information on the organization? Great! See you then, Mr. /Ms. (name). The Visit Hello. I’m (name) from Business & Professional Women’s Clubs (BPW). We’re here to see (Mr. /Ms. Name). We have information about our organization. (Build BPW’s credibility) BPW is the oldest and largest organization of workingwomen in the world. There are clubs across North Carolina. In North Carolina, we have about 25 clubs and 400 members. BPW/NC is the leading advocate for women on work-life balance and workplace equity issues. Our organization provides information and education on legislative issues, offers workshops for professional growth and, through our Foundation, supports women’s career advancement. Do you currently pay for your employees to go to workshops and seminars? Do you have a tuition reimbursement program? Think of BPW as an extension of these programs. Your employees will grow and develop personally and professionally through our organization. Here’s a packet of information. There are some posters announcing our upcoming informational meeting on (date, time, and place). We’d appreciate it if you’d post them in an area where most of your employees would see them. Would you like more copies? Thanks for your time. We appreciate your cooperation and support. Is there anyone in particular we should invite?


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Sample Press Release North Carolina Federation of Business & Professional Women (DATE) Contact: Name RELEASE Address IMMEDIATELY City, State, Zip Phone Number: Editor/News Director: Please call for details. Business and Professional Women (BPW) TO START A CLUB IN (COMMUNITY) (City, State) BPW; a professional organization for workingwomen will be hosting a “Open House” meeting for interested individuals on (day, date, time) at (location). BPW recognizes the majority of American work force is women who want to advance in their careers and who are also balancing family and community responsibilities. BPW equips today’s women with the skills they will need tomorrow. BPW/NC is the leading advocate for millions of women on work-life balance and workplace equity issues. For more information call (phone number). Sample Press Release North Carolina Federation of Business & Professional Women (DATE) Contact: Name RELEASE Address IMMEDIATELY City, State, Zip Phone Number: Editor/News Director: Please call for details. Challenged by the glass ceiling? Contemplating a career change? Re-entering the work force? Interested in learning more about political and social issues? Want to expand your network? Workingwomen from (community) and surrounding communities will learn how to answer these and other questions by attending a BPW Open House sponsored by the North Carolina Business and Professional Women on (date and time) at (location). Program speakers include (name and title). Cost is (dollar) and includes light refreshments and can be applied to dues that evening. Reservations will be accepted through (date) by (name) at (phone number).


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Radio Spot #1 GENERAL: “WORKFORCE” 30 SECONDS The majority of the American work force is women. Women who want to advance their careers but who have family and community responsibilities, too. There’s an organization to help you play a powerful role in the 21st century. It’s called Business and Professional Women Join BPW to learn new skills and meet powerful workingwomen in your area. BPW/NC is the leading advocate for millions of women on work-life balance and workplace equity issues. For more information, call (phone number). Radio Spot #2 GENERAL: “MORE HOURS” 30 SECONDS Kathy Reynolds could use more hours in her day. Like many of us, she’s on the job full-time, takes care of her family, and tries to make a difference in her community. There’s an organization for workingwomen like Kathy…for workingwomen. Business and Professional Women/NC provides information, education, and advocates who are working hard on issues in North Carolina, lobbying state legislators, and introducing powerful role models here in the community. Can BPW help us find extra hours in your workday? Not likely. But it can help you use the hours you have to build the working world we want. For more information, call (phone number).


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Sample Letter to Chamber of Commerce Date Name Chamber President (Community Name) Chamber of Commerce Street Address City, State, Zip Dear XXXX: The North Carolina Business and Professional Women’s Federation has selected (name of community) as a potential site for a new club. We are a professional organization dedicated to helping our members grow politically, professionally, and personally. We have more than 25 clubs throughout the state and are part of a national foundation. Business and Professional Women’s Foundation works with women, employers and policymakers to create successful workplaces that practice and embrace diversity, equity and work-life balance. I will be visiting (community) on (date) and would like the opportunity to visit with you or a member of your chamber staff. A brochure describing BPW is enclosed. I will call in advance and confirm an appointment. If you have any questions, please contact me at (phone number). Sincerely, Name BPW Title or “Member of Chartering Committee”


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Sample Letter to Businesses to Send with Chamber Mailing Date Dear Community Leader: The North Carolina Business and Professional Women’s Federation (BPW/NC) has selected (community) as a potential site for a new club. We are a professional association dedicated to helping out members grow politically, professionally, and personally. We have more than 25 clubs in the state and are part of a respected national foundation, with members nationwide. Business and Professional Women’s Foundation works with women, employers and policymakers to create successful workplaces that practice and embrace diversity, equity and work-life balance. As a business person, you are constantly assessing your operating costs, profit margins and potential investments. One of the most costly expenses you encounter is staff training and turnover. Are you looking for new ways to:

• Keep a well-trained staff; • Support professional growth in your employees; • Increase your company’s visibility; and • Develop employees whose professional skills are broadened and whose loyalty to you is

increased? If you answered “Yes” to any of these questions, then it’s a good business decision to introduce your employees to BPW. We enable and encourage our members to increase their personal and professional contacts, develop individual leadership and management skills, promote team building and enhance their awareness of today’s issues. We will be holding an open house on (date and time) at (location). We invite you and your employees to attend. Please let us know if you have someone in particular you would like us to specifically contact to invite. If you have any questions, I can be reached at (phone number). Sincerely, Name BPW Title or “Member of Chartering Committee”


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Sample Letter to Prospective Members Date Name Address City, State Zip Dear (name): Thanks for your interest in BPW! Business and Professional Women (BPW) is one of the largest organizations of workingwomen in the world. We comprise women just like you, from all walks of life. We are dedicated to helping women grow politically, professionally, and personally. The Business and Professional Women’s Foundation works with women, employers and policymakers to create successful workplaces that practice and embrace diversity, equity and work-life balance, and is the leading advocate for millions of women on work-life balance and workplace equity issues. If you are interested in sharpening your leadership skills, developing opportunities to meet and share experiences with other women and becoming more informed on issues crucial to women in business, please consider joining BPW. Enclosed is a membership application and a membership brochure outlining the benefits of (Club) BPW membership. We enjoyed meeting you and look forward to seeing you at our next meeting on (Date and Time). If you have any questions, please call or email. I look forward to talking with you again. Sincerely, Name BPW Title or “Member of the Chartering Team” (Club) Business and Professional Women (Applicable phone number) email address


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List of Attachments

Model Club Bylaws Forms: Membership Application for Local Club Charter Member Form Local Officer and Committee Chair Form Local Officer and Dues Contact Form New Member Processing Form New Member Induction Guideline Nine Great Reasons to Join BPW Local Organization Leadership Resource Guide and Planner Membership Recruitment and Retention Manual Fact Sheets: BPW/NC History BPW/USA Foundation BPW/USA Public Policy BPW/NC Legislative Platform 101 Facts on the Status of Working Women