how to start a windows chapter

8/9/2019 How to Start a Windows Chapter

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HOW TO START A WINDOWS

CHAPTER

TABLE OF CONTENTS

CHAPTER 1: INTRODUCTION 1CHAPTER 2: CONTACT PEOPLE 2CHAPTER 3: WHAT IS A WINDOWS CHAPTER? 3CHAPTER 3: PLANNING A WINDOWS EVENT 4

Stage 1: Purpose, Scope & Target Audience 4Stage 2: Logistics, Location & Publicity 5

Stage 3: Programming 7Stage 4: Execution 8Planning aid: Event Guide Checklist 9

CHAPTER 4: FUNDRAISING SUGGESTIONS 11CHAPTER 5: EDUCATIONAL OPPORTUNITIES 12APPENDIX A: SAMPLE CONTRACT 13APPENDIX B: SAMPLE EVENT INVITATIONS _____________________ 14

1. INTRODUCTIONWelcome to the manual for starting a Windows Chapter!

First and foremost, we thank you for your interest and support!! If you have gotten to

this stage, you probably have a good grasp of what we do, but this guide will help you

understand more about who we are and how you can help us make a difference.

Organizational Background:

It is no simple task for Israelis and Palestinians to overcome the historical fears, prejudice,

and hatred all severely exacerbated by the ongoing violent political conflict - that divide

them. Such sentiments are perpetuated by the vast amount of misinformation and

stereotypes they are taught about one another and their limited availability for interaction - a

result of living in mostly segregated communities.

Windows- Channels for Communication is a joint Palestinian-Israeli nonprofit organizationmade up of Jewish and Palestinian citizens of Israel and Palestinians from the Occupied

Palestinian Territories (OPT). We believe that any political solution in the Middle East

should be achieved in a democratic way and should ensure that both Palestinians and Jews

live as equals with equal and comprehensive human rights. Since 1991, Windows has

empowered participants to work as active citizens towards creating positive change in our

societies by fighting racism and discrimination while striving to end the occupation. We

further these goals mainly through media-related Human Rights educational programs for

youth which promote their greater awareness, motivation and ability to work towards justice

and peace.

How You Can Help: You can help by spreading our message through eventsand community outreach programs run in the spirit of Windows; by making new

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contacts, fostering relationships, promoting our name, and raising funds; by

utilizing our educational materials and marketing our products for wider

audiences; and by creating a core group in your area that is dedicated to our

organization.

2. CONTACT PEOPLEWindows is growing in the Middle East and around the world. Windows started witha handful of people and has now grown to include hundreds in Israel/OPT andaround the world. We have international branches in the UK, Italy, Holland and theUSA and close to a dozen international chapters within these branches.

It is important to maintain connections and update each other as to what is going onin each of our communities.

Windows- Channels for Communication (Israel/OPT)For any questions or information, feel free to contact the Windows team inIsrael/OPT

29 Lilienblum StPO Box 29409

Tel Aviv-Jaffa, 61294

PO Box 352Ramallah

Tel +972 (0)3-620-8324Fax +972 (0)3-629-2570

[email protected]

For fundraising/PR/event questions contact:

Emily Schneider, International Relations and Development Coordinator: [email protected]

For other questions:Rutie Atsmon, Co-Director:[email protected] Kalboni, Co- Director:[email protected] Abu Shamsiyeh, Co-Director: [email protected]

Friends of Windows International Branches:

Windows for Peace- UKPO Box 177Manchester M21 9YP

Ken Singer, [email protected]

[email protected]

Windows for Peace- ItalyMarta Cartoceti, [email protected]

Windows for Peace- HollandFrederique Windhorst, 06-46207479Lody van de Kamp, 06-29070387

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[email protected]

www.windowsforpeace.nl

Windows for Peace- USAAshleigh Whelan, [email protected]

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3. WHAT IS A WINDOWS CHAPTER?

A Windows Chapter is a group of people of any size,anywhere in the world who wants to support and

promote the work of Windows- Channels forCommunication.

Some chapters focus on raising funds to support theeducational activities of Windows- Channels for

Communication in Israel and the OPT; While other chaptersfocus on raising awareness to the complexities of the

Palestinian-Israeli conflict.

How can you start? Hold an introductory meeting to build a (small)committed group of organizers. Hold a simple introductory event (e.g. filmscreening) to get the word out and attract moremembers. Don't be afraid to start small with plans for

growth Set specific goals for your chapter Determine your focus (fundraising and/orawareness raising) or a strategy to combine the two Make a database of contract information foranyone and everyone who expresses interest so youcan get in touch with them later on!

Further down the road: Approach local companies/organizations whomight be interested in supporting or helping. Monitor activities/growth and membership Make an annual plan for events and activities

The rest of this guide is designed to give you content andtechnical assistance for planning Windows events andactivities- but these are only suggestions! No twoWindows chapters are the same. So be creative! And ifthese ideas dont work for you, feel free to contact us andlet us help you to design programs that best suit yourcommunity.

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We appreciate your dedication and support and wecould not do what we do without you!

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4. PLANNING A WINDOWS EVENT

Windows events should always have THREE GOALS:1. To build a support system for Windows, whether financially, or personally.2. To raise awareness about Windows, the work we do, and the issues we face.3. To inspire people to explore the ways in which they can help create change.

Although different types of events may have different primary focuses, all eventsshould incorporate some element towards each of the above goals.

Stage 1: Purpose, Scope & Target Audience

Most events fall somewhere on the continuum from purely entertaining to purely

educational. While events that are mainly focused on entertainment and fundraisingare great ways to get our name into the public sphere, we should always be certainthat they reflect the values and goals of Windows.

Potential Programs & Events:

Art Exhibit

Movie Screening

Benefit Concert

Breakfast/Lunch/Dinner/Drinks Fundraiser

Recycling Drive

Lectures/Panel Discussions

Debates

Social/Networking Event House/Salon/Parlor meetings

The above ideas are strong options, but do not feel limited to just these types ofevents.

Feel free to reach out to other Windows chapterss and/or other non-profits to askabout types of events they have had in the past. They might provide fresh andinnovative ideas.

Some things to consider in making your event selection:

Sharpen the goal of the event and think about what type of event would besthelp reach that goal.

Who is likely to be interested in the event? Debates may tend to attract anolder or more academic audience whereas social events that take place inbars may attract a younger audience.

Keep in mind holidays, important dates, and other publicized events thatmight be relevant to this potential audience. You do not want to create aconflict and thus lose out on attendees.

Anticipate the size of your event. You should be realistic but optimistic youcertainly want to control costs (particularly with food/beverage costs that arevariable) but also be able to accommodate those who want to participate.

The audience demographic and size that you anticipate should help you beginsearching for appropriate locations as well as planning your publicity strategy.

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Stage 2: Logistics, Location & PublicityOnce you have decided what type of event you want to have, the next step is to find

an appropriate venue.

Venue Options:

For-profit venues are often willing to host or work with non-profits forfree or for a reduced charge. Local bars and restaurants may let you host anevent where either the cover charge or a percentage of the nights intake isdonated to you.

Local community groups and universities may have spaceavailable for events that are of interest to their specific community.

Religious institutionscan be open to participation, but special careand consideration must be given when choosing these locations there is arisk that you may alienate a segment of your target population by using areligiously affiliated venue.

When negotiating with a venue, always be sure to be clear about expectations andneeds such as:

Enough time to setup before the event (and clean up after)

What types of electrical or theatrical equipment will be available

Capacity of the venue

Use of the venues name, logo and implied sponsorshipo In some cases, offering to use the name of the locationprominently on publicity items can be a benefit that will allow you tonegotiate favorable terms

Charges that will be incurredo Be sure to find out if there are additional charges for setup,

clean-up, the event running over-time, etc.

Whether food and/or alcohol is allowed

Age restrictions

Depending upon the answers to the above considerations, youll need to beginmaking arrangements for the items, equipment, and personnel that youll need during

the event. Promotional materials should be printed well in advance. Catering andperformances should be sourced and contracted in writing in order to preventconfusion or miscommunication.

Once you have a confirmed location, you can begin publicizing your event. This isperhaps the most important step, so it is crucial that you start early! The earlier theword is spread, the more time people have to read or find out about it. But if youpublicize early, don't forget to send reminders as the date approaches!

Note about Fundraising Events: When planning an event that is specifically

designed to raise funds/solicit donations (beyond an entrance fee/ticket price) it isimportant to publicize as such; people do not like to be surprised by a request fordonations!

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Ways to Publicize:

Fliers and handouts. Brainstorm about everywhere your target audiencepotentially goes community centers, religious centers, schools, coffeeshops, even other peer organizations offices, etc. This is where you wantyour notices to be. The ads should be clean and simple, but eye catching.Using smaller handouts (think postcard-sized) to personally hand to peopleor leave in public areas (without littering, of course) are also effective.

Social networking sites, listservs and websites. These are easy, fast, andeffective ways to get the word out about your event. They are typically alsofree and can be the best way to reach the maximum amount of potentiallyinterested people.

Google Ads or Facebook Ads. These may be appropriate for larger events

the ability to target your precise demographic can make them moreattractive, despite the costs (which are quite controllable).

Traditional advertising in print magazines and newspapers.

Press releases. These can be very useful in attracting both participants andmedia coverage. A one-page document that gives quick insight into theorganization, its purpose, and the specific event should be sent to either theEvents/Arts & Culture/Community editors or to reporters that specialize inthe Middle East or community events. When writing them, make sure to usethe language of Windows to describe the organization and to emphasize theways in which this event is unique and why it would interest their readers.(See Appendix B for sample event invitations).

Reach out to peer organizations for access to their mailing list or to post

your flyers in their office or on their website. You might even make a greatconnection for co-sponsorship.

In every type of advertisement, make sure to provide all of the details of the event(i.e. when, where, what, cost, direction) and then focus on the why. Whether you areposting ads or sending out press releases, always convey why this event - and ourorganization in general - is worthwhile and unique. Be convincing, concise, and tothe point. Too much information will overwhelm the eye and can actually distractfrom your message.

Other helpful tips:

Printshops may be willing to donate (in-kind) the costsof printing for invitations/flyers. Or may be willing to print atcost price (without profit) A local firm/company may be willing to sponsor theevent in exchange for publicity

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they give cash for proper reporting and donoracknowledgement.

o Announce upcoming events.o Recognize speakers, special guests and sponsors.

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Stage 4: ExecutionWhen the day finally arrives, be sure to be flexible, but firm things that were already

agreed upon should be followed through on. For this purpose, you should make surethat you possess a list of contact numbers for all the volunteers, speakers,performers, and workers should you need to call them at the last minute for anypotential changes, emergencies, etc.

While there is much going on and a lot to take care of during the event, rememberthat these activities are all about expanding our outreach and forming newrelationships within the community. It is vital that participants walk away with apositive impression of Windows and that WE walk away with a means of contactingthem and building upon their support!

With this in mind, make sure you:

Go above and beyond just learning names and being friendly. Reallybuild and cultivate personal relationships. Convey your gratitude for theparticipants' attendance and let them know how they can get further involvedin the program.

Request contact information from your attendees. The goal is to begindeveloping a mailing list for future events, as well as for potential volunteers.

Establish positive connections with those who are working alongsideof you - venue owners, speakers, and performers. You should debriefwith them after the event to make sure they were happy with the way thingsunfolded. This way, you can smooth over any potential issues, tie up looseends and make strategic changes for your next event. It also creates anadded opportunity to thank your partners for working with you and to leavethings on a positive note, with the door open for future work.

POST-EVENT FOLLOW-UP______________

All the attendees who provided email/mailingaddresses should promptly be thanked for attending.

All donors should be thanked for their donations (nomatter the size) and told about the activities which they are

supporting This goes double for sponsors or venue owners!!

Make this a priority!!!

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Planning Aid: EVENT GUIDE CHECKLISTThis is a supplement to the section on planning a Windows Event. You

may wish to use it as a tool to help you stay organized and on trackthroughout the process.

Planning StageEvent Type:Event Date:Target Demographic:Anticipated Number of Attendees:

Location and LogisticsSelected Venue:

- Contact Info:Capacity:Age Restrictions:Time Available for Set-Up:Time Available for Clean-Up:Food Provided:

Food Needed:

Beverages Provided (Regular and/or Alcoholic):

Beverages Needed:

Equipment/Furniture Provided:

Equipment/Furniture Needed:

Conflicts and/or Considerations Regarding Venue:

Charges Incurred:

Publicity (Check All You've Covered)____Fliers and Handouts____Social Networking Sites____Listservs____Google and Facebook Ads____Print Ads____Press Organizations____Peer Organizations

Programming PeopleVolunteers:

- Contact Info:

Professional Staff:- Contact Info:

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Performer(s):

- Contact Info:

Speaker(s):- Contact Info:

Caterer (Optional):- Contact Info:

____Create a list outlining the division of labor throughout preparation stages, aswell as listing who is responsible for what on the day of the event.

Programming - Materials (Check all you need and have received)____Windows Powerpoint Presentation____Windows "Open Window" Annual Newsletter____Translation(s) of the Magazine____"A Step for Peace" -Song and Music Video created by Windows Youth____"In their own words" 3-minute Video Testimonials from Windows Youth____Windows youth Art Exhibition(s)____Windows Overview Flier____Windows Backgrounder____Other:

Programming - Room Set-Up (Check all you possess)____Adequate Seating____Refreshment Table____Table for Windows written materials____Contact Information Sheets

Programming - Event FlowGreeting Person(s) at the Door (Optional):Introduction/Welcome Giver:Ordering and Outline of Presenters/Performers/Materials/Segments:Call for Donations:

- How to Collect:

- Receipts for donors:Upcoming Events Announcer:Recognition of Speakers and Sponsors:Closing Remarks:

Post-Event Responsibilities (Check when completed)____Thank You Letters/Emails Sent to Contact List____Special Thanks (in Writing or by Phone) Sent to Donors____Check-In and Special Thanks Sent to Venue Owners____Check-In and Special Thanks Sent to Sponsors____Check-In and Special Thanks Sent to Speakers and Performers

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4. FUNDRAISING SUGGESTIONSAs a Windows chapter, we ask that you help us to boost our sustainability by

building communities of dedicated individuals, and raising money. The amountscan be small, but every donation is significant. Here is a small (although by nomeans comprehensive) list of potential fundraising activities:

A. Monthly standing orders (membership)A great way to build a sustainable community is by getting large numbers ofpeople to give small donations. This has been the base of Windows forPeace-UK fundraising for years, with very successful results. Check withlocal banks/credit cards/online systems to see how you can set-up anautomated system.Start with small goals:

I. Recruit 10 members who will give a small monthly donation (of anyamount)

II. Ask each of those 10 to recruit 10 more.III. Repeat! Even if you start with 5, who bring 5 more, the numbers grow

exponentially!

B. Selling greeting cards, embroidery, etcAnother ongoing means of fundraising can be the sale of certain items.

Greeting Cards: Both Windows-Channels for Communication (Israel/OPT)and Windows- UK have existing greeting cards that can be printed and sold.

Contact Hannah ([email protected]) or go tohttp://windowsforpeaceuk.org/cards.htmfor details.

Embroidery: Windows-Channels for Communication (Israel/OPT) sells OPTembroidery to support economic development. While 90% of revenue goesback to the artists, 10% is a donation to Windows. Contact Hannah([email protected]) for pictures, prices and details of the embroidery.

C. Movie ScreeningsAn easy one-time event is a movie screening. "Encounter Point" adocumentary about Israeli and Palestinian peace activists

(www.encounterpoint.com), which features a segment about Windows, can bean excellent event with or without a subsequent discussion section. Thinkabout where you can find a free/donated venue for the screening. To make ita fundraiser, charge an entry-fee.

D. Benefit ConcertsAlthough this may take more planning/coordination, a benefit concert can bean excellent source of income. Take into account the importance of findingmusicians who will donate their performance and a venue which will donate rits space. Think about charging different amounts for tickets; for differentseats and/or levels of giving "prestige."

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5. EDUCATIONAL OPPORTUNITIES

A. Educational Events- Speakers/films/discussionsThere are many ways to raise awareness and offer educational activities inyour local community. Speakers, films and/or discussions related to theIsraeli-Palestinian conflict can be important for bringing lesser heardperspectives into the conversation. Feel free to contact us for specificsuggestions about films, speakers and or discussion topics.

Also, think about raising money to invite Windows team and/or youth to visityour community and share their experiences in their own words.

B. Magazine DistributionSeveral issues of Windows Hebrew-Arabic Magazine have already beentranslated in English.

Some of these issues are available for download athttp://windowsforpeaceuk.org/Magazine.htm, including:

Issue 22: Khalas (Enough)Issue 23: Moments of DoubtIssue 24: 1967

An English-Italian edition of issue 27, 1948 and Us, is available in hard-copy(and soon to be available in German-French). We have limited copiesavailable so contact Hannah ([email protected]) for details aboutreceiving copies by mail and/or possibilities to re-print.

We are also working to prepare a distribution guide/teachers' kit withsuggested activities and background materials to accompany the magazines.

C. Jewish-Muslim Youth DialogueIn Manchester, UK the Windows Community has an active Youth Dialogue

group as well as a resource pack with activities available for order(http://windowsforpeaceuk.org/Young%20Windows.htm).

Please contact Rutie ([email protected]) if you are interested in startingsuch a group in your local community.

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Note: Due to past experiences, we believe it is important to have a written agreementbetween Windows- Channels for Communication and our various supporting chapters around

the world. This contract is a sample. We are happy to cater it to the needs/interests/prioritiesof each individual chapter. Please let us know if there are any changes/additions/deletionsyou would like to make to suit the needs of your community.

APPENDIX A: SAMPLE CONTRACTTHIS AGREEMENT is made between Windows-Channels for Communication (hereinafter Windows- CfC) and Windows for Peace XXXXXXXXXX.

The overall objective of Windows-Channels for Communication is to increase thenumber of empowered individuals working, both together and separately, as activecitizens for human rights in the Middle East and beyond. As a subsidiary of Windows-CfC, Windows for Peace XXXXXXXXXX agrees to work to support and advance

these goals.

I. Windows- Channels for Communication agrees that it shall:

Allow for Windows for Peace-XXXXXX to represent Windows- CfC inlocal communities including use of Windows CfC name and logo.

Provide regular updates of activities taking place in Israel and the OPT

Provide support for events taking place internationally (when givenenough advance notice).

II. Windows for Peace XXXXXXXXXX agrees that it shall:

Conduct all activities in the "spirit of Windows" as written in Windows

vision and mission statements. Raise awareness to the complexities of the Israeli-Palestinian conflictand the work Windows-CfC does to promote a just peace.

Raise funds to support Windows- CfC activities in Israel and the OPT.

Donate all funds raised to Windows- CfC (beyond covering localfundraising costs), unless otherwise agreed upon in advance.

If agreements are not kept, Windows- CfC maintains the right to terminate thepartnership, including ceasing Windows for Peace-XXXXXX's use of Windows- CfCname and logo.

This agreement shall be binding upon the parties, their successors, assigns, andrepresentatives.

Signed in the presence of:

1. Signature: _____________________________________Printed Name: ____________________________________On behalf of: Windows- Channels for CommunicationDate: ___________________________________________

2. Signature: _____________________________________Printed Name: ____________________________________

Of behalf of: Windows for Peace XXXXXXXXXXDate: ___________________________________________

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APPENDIX B: SAMPLE EVENT INVITATIONS

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