Woman of Color at Penn

Sub-committees & Responsibilities

If you are interested in joining the Women of Color at Penn Executive Planning Committee or desire further information, contact the African American Resource Center at aarc@pobox.upenn.edu.

RESPONSIBILITIES OF CHAIR AND CHAIR ELECT FOR WOCAP

CHAIR

Set vision for the year. Set dates and locations for planning meetings. Provide a timeline for activities. Ex-officio member of all subcommittees. Ensure that mintues are taken at each planning committee meeting. Represent WOCAP in public settings.

Hold executive committee meetings made up of chairs of the subcommittees. Discuss spending with planning committee for approval. Conduct meetings in a democratic fashion.

CHAIR ELECT

Assist the chair with carrying out responsibilities. Assist with developing agendas for planning committee meetings. Take minutes at planning committee meetings. Dessiminate minutes to the executive planning committee.

COMMITTEE DUTIES & RESPONSIBILITIES

EXECUTIVE COMMITTEE
The executive committee is composed of all the chairs of the subcommittees and meets regularly with the chair and chair-elect. Executive Committee assists with the planning of the agenda for upcoming meetings of the larger planning committee. Each chair is responsible for developing a vision for their committee that is within the mission of the overall Planning Committee. They are responsible for recruiting members and maintaining a list of said members. Further, chairs are responsible for developing a timeline for activities stemming from their respective committee.

NOMINATIONS & AWARDS COMMITTEE
The awards committee is responsible for establishing the nomination process and the criteria for each award given by WOCAP. They distribute and collect all nominations, then present them to the committee for review and finalist selection. In conjunction with the planning committee, they decide on the award inscriptions and purchase the awards. The Nomination and Awards committee prepares biographies of each award recipient for the program and press releases in conjunction with publicity committee.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

FINANCE COMMITTEE
The finance committee is responsible for maintaining all funds for the budget and pays all invoices and expenses incurred by the committee.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

LOGISTICS COMMITTEE
The Logistics Committee is responsibilities for identifying award program site, selecting the caterer, planning the menu, recruiting volunteers, assigning hostess/ushers as needed for day of luncheon, monitoring ticket sales and developing a ticket distribution mechanism for block ticket sales that will not restrict single purchase sales. The Logistics Committee assists the fundraising committee with arrangements for vendors, artist, and guest authors. The members ensure that special requirements of any program participant are met. (e.g. dietary restrictions, handivan transportation, restricted accessibility, security).

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

PROGRAM COMMITTEE
The Awards Program committee is responsible for identifying program content, program participants including voices of color, program presider, awards presenters, dignitaries, and special guests. The members of the committee send confirmation letters to each program participants. The committee plans program format and time frames for each segment of the program and it is responsible for maintaining a database of dignitaries and special guests.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

FUNDRAISING COMMITTEE
The Fundraising committee is responsible for planning calendar of fundraising events including: theatre and concert outings, meal deals, biannual arts and craft fairs, social events, sporting events, sales of souvenir items and solicitation of corporations and local business establishment for advertisements for the Awards Program Journal. The committee also develops systems of promotion for fundraising activities including flyers, brochures, newsletters, and mass mailings in collaboration with the Publicity Committee.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

PROGRAM JOURNAL COMMITTEE
The Program Journal committee is responsible for the design and format of journal, including the cover, typing, and preparing the layout for submission to printer. The committee works with printer the to ensure delivery and distribution of journal by the time of the awards program. With the assistance of the fundraising committee the journal committee develops advertising solicitation materials.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

PUBLICITY & PUBLIC RELATIONS COMMITTEE/INTERNET COMMUNICATIONS/WEBPAGE COMMITTEE
The Publicity & Public Relations committee creates publications and communication devices to inform the Penn and surrounding community about WOCAP activities and events. It issues press releases and contacts the media outlets to insure media coverage. For example, the committee contacts the Philadelphia Electric Company to arrange building lighting to announce the awards day. The Internet component is responsible for maintaining the Women Of Color e-mail list. The Webpage component is responsible for maintaining the Women Of Color webpage.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

STUDENT OUTREACH COMMITTEE
The Student Outreach Committee is responsible for communicating with the University student community about the Awards program, WOCAP Seminar Series, and the availability of financial support to attend the luncheon. They solicit names of students who may be appropriate as Award Program speakers and/or award recipients.

Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.

2015 Committee Chairs

  • Executive Planning Commitee Chair - Karima Williams
  • Fundraising - Gloria Gay
  • Finance - Patricia Ravenell
  • Logistics - Lashauna Connell
  • Publicity/PR/Internet Communications/Webpage - Lanese Rogers
  • Nomination & Award - Isabel Mapp/Melissa Smith
  • Program Journal - Valerie Allen
  • Program - Colleen Winn
  • Conference - Isabel Mapp/Pamela Robinson/Valerie Allen
  • Past Chairs