Sponsorship Task Force Charter

Sponsorship Task Force Charter

Authority
This Sponsorship Task Force is a Task Force under the Partners and Affiliates Committee Charter, which will be its Oversight Committee.

Purpose
To develop, coordinate, and sustain sponsorship strategies that provide financial and in-kind support for APA Utah programming, events, and initiatives. The Task Force aims to build long-term relationships with planning firms, allied organizations, and businesses that align with APA Utah’s mission.

Membership
Any Utah Chapter Member may seek to serve on a Task Force.
Its Oversight Committee shall appoint Task Force members.
Appointments will occur at the beginning of the governing year.
The Oversight Committee may fill vacancies or remove a member at any time, with or without cause.

Task Force Lead/Vice-Lead (if needed)
The Chair of its Oversight Committee will appoint the Lead.
The Lead may request a Vice-Lead as well as recommend an appointee.
If a Vice-Chair is needed, one will be appointed by the Chair of its Oversight Committee.

Size and Terms
The Task Force shall have at least three (3) members and no more than eleven (11) members.
Task members shall serve a minimum of one (1) work period term, with no limit on terms served.
The Lead and Vice-Lead terms will end at the end of the work period.

Meetings and Attendance
Meetings will occur as needed during the work period.
The Task Force will determine the meeting schedule at the start of the work period.
Additional meetings will be scheduled in peak sponsorship outreach months (typically January–February and June–July).
Task Force members are expected to attend at least 75% of scheduled meetings.

Operations
The Oversight Committee for this Task Force shall be the Partners and Affiliates Committee.
A majority of the Task Force constitutes a quorum.
Any approvals made by the Task Force require a quorum to be present, followed by a majority vote.
The Task Force Lead will report activities to its Oversight Committee as requested, but no less than monthly.
Task Forces may collaborate with other APA UT Chapter Committees, Task Forces, or Engagement Groups.
Minutes of all Task Force meetings will be kept and preserved for record-keeping.

Responsibilities

• Develop and maintain an annual sponsorship strategy, calendar, and outreach plan.

• Create and update sponsorship materials, including prospectuses and recognition packages.

• Identify and recruit potential sponsors aligned with APA Utah’s mission and goals.

• Communicate with returning and prospective sponsors in a timely and professional manner.

• Coordinate with the Admin & Finance Committee to track sponsor payments and recognition obligations.

• Work closely with the Conferences Task Force and Communications Committee to ensure sponsor visibility at events and online.

• Ensure sponsors receive benefits promised in their sponsorship tier.

• Evaluate the effectiveness of sponsorship efforts and recommend improvements.

• Maintain accurate records of sponsor contacts, commitments, and history.

• Submit quarterly updates to the Oversight Committee and the Board.

• Explore opportunities for multi-year and program-specific sponsorships.

• Ensure all outreach aligns with the Chapter’s values of equity, inclusion, and professionalism.

Helpful Skills, Backgrounds, Interests
While not required, members with the following are encouraged to participate:

• Experience in fundraising, sales, or donor relations

• Professional or personal connections to Utah-based planning firms or allied organizations

• Confidence in email and phone outreach

• Strong writing, organizational, and interpersonal skills

• Basic knowledge of graphic design or marketing tools (e.g., Canva, Google Docs)

• Familiarity with APA Utah’s events and programs

Time Commitment
The Sponsorship Task Force will be active from approximately January to October.
The following time commitments should be anticipated during this period:

Task Force Lead/Vice-Lead

Monthly Hours

3–5 hours

Peak Season*

6–8 hours

Task Force members

Monthly Hours

2–3 hours

Peak Season*

4–6 hours

*Peak Season is defined as January–February (spring conference outreach) and June–July (fall conference outreach).

Charter Modifications
This charter may be reviewed annually by the APA UT Board and updated as necessary to reflect evolving organizational priorities and opportunities.

Back to Appendices

Back to Task Force