| ACES regionalworkshop guidelines DOWNLOAD A PDF OF THE GUIDELINES
If you have questions that aren't specificallyanswered here, please contact ACES Treasurer Neil Holdway, the ExecutiveCommittee's chapter liaison, at nholdway@comcast.net.
Purpose:
As stated in ACES‚ chapter bylaws, the primary goal of chaptersand their activities is to increase awareness of copy editing andof ACES and to allow an outlet for copy editors away from regularwork hours to discuss work issues and learn needed skills. Secondarygoals include allowing copy editors the chance to network with employees ofother newspapers and broadening awareness of copy editing to the generalpublic.
Dues:
Chapters, whether created for professionals or students, may notrequire annual dues of their members.
Prep work:
Members of ACES‚ executive committee and others who have helpedorganize regional workshops can provide more details, but decisionsto be made in the planning stages of a workshop include:
-- Location
-- Date
-- Sponsors
-- Schedule (times, number of sessions, etc.)
-- Sessions (topics, presenters, etc.)
-- Fees to be charged
-- Meals
Registration:
Chapters may charge a fee to people attending any workshops orchapter events they may hold. Fees may vary depending on the lengthand scope of the training and services provided. Any chapter eventregistration fee of more than $25 should be submitted to the nationalboard's chapters coordinator for approval. Fees should be lower for membersof ACES. Attendees can join ACES when they register and get the member rate for the workshop.
Payment:
For payment, chapters may accept checks payable to ACES. Chaptersalso may accept credit cards using a form to collect registrants'credit card numbers, type of card (MC/V/Discover, etc.), expirationdates and signatures. Checks and forms should be mailed to the ACEStreasurer.
Chapters also may have registrants pay their fees to a supportinginstitution, such as a newspaper or university, which then wouldissue a check of the total revenue payable to ACES.
Expenses:
Certain expenses not covered by a supporting institution, thereforepayable by ACES but covered by registration fees, are allowed, including:
For a daylong event: Continental breakfast, coffee/tea and juice,not to exceed $5 per person, and lunch with beverages, not to exceed$10 per person. Food and beverage purchases should be set by thenumber of people who register by a certain deadline, set as chapterssee fit in order to secure such purchases by the event date.
For a half-day or shorter event, a light meal or snack with beverages,not to exceed $7 per person.
Only emergency photocopying and office supplies costing up to $100and covered by the event's revenues. It's expected that supportinginstitutions would supply any other needed photocopying, suppliesand presentation equipment if it is desired.
If such expenses are not covered by a supporting institution, billsand receipts should be submitted to the ACES treasurer for payment.If such expenses are covered by a supporting institution, theircost may be deducted from the revenue check sent to the ACES treasurer.
Workshop registration or sponsorship funds are not to be spenton fees charged by speakers.
A sponsor may opt to pay a speaker‚s travel expenses, but workshopregistration funds will not be used to cover such expenses.
ACES will not pay any expenses for workshop presenters or chapterboard members, steering committee members or individual leaders.
Workshop presenters do not have to pay the workshop entry fee.Chapter board members, steering committee members or individualleaders, or those otherwise helping to organize a workshop, shouldpay the workshop entry fee, unless they're presenting.
If fees are charged and expenses incurred, even if they go througha supporting institution, a report of them should be supplied bythe chapter board, steering committee or individual leader to theACES treasurer and chapter liaison. (Contact Neil Holdway for a sample report.)
Logistics:
Chapters must not open any bank, credit union, mutual fund or brokerageaccounts, or purchase any insurance policies because chapters areconsidered subsidiaries of the national organization.
Chapter board members, steering committee members, or individualleaders will not be reimbursed for any expenses not stipulated above.There will be no reimbursements for travel expenses or Web sitecosts.
Sessions:
Regional workshop organizers should plan specific sessions andpresenters far enough in advance to include details in promotionalmaterial. Schedules should be submitted to the national board‚schapter liaison as soon as feasible and at least three months beforethe workshop. The national organization reserves the right to veto sessions and presenters it feels are inappropriate.
Merchandise:
All merchandise orders will be made by the national board's merchandisecoordinator. Chapters are not to order merchandise, including bagsto hand out to workshop participants. Chapters wishing to sell ACESmerchandise at their events must make a request to the merchandisecoordinator, who will provide details on shipping and financial issues. Chaptersdo not make a profit on merchandise sales, and all proceeds go to the national organization.
Fundraising:
Regional chapters are not to conduct fund raising other than forexpenses related specifically to their regional workshops. Chaptersshould present their fundraising plans to the national board's chapterliaison, who must make sure a chapter's fundraising does not interferewith any fundraising the national board may be undertaking in thechapter's region. The national liaison can provide a sample fundraising letter.
Regional workshops must not include silent auctions.
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