To support Chapter Officers in coordinating local activity, we have developed this page of resources, guidelines and infrastructure protocol. Chapter Officers are strongly encouraged to read through the information below and harness these resources to their fullest.
ALL IN PERSON CHAPTER EVENTS TO BE POSTPONED OR CANCELED INDEFINITELY
District Chapter Representatives
Each District is led by a District Chapter Representative (DCR) who plays an active roll in supporting the IDSA Professional and Student Chapters within their district. They accomplish this by fostering the growth of Chapters, mentoring Chapter Officers, creating connections among Chapters and engaging members who live "in between" Chapters. DCRs make up the Districts Committee, chaired by the Chapter Director on IDSA's Board of Directors.
Education Council Members
The members of this council serve in a number of ways and help advance IDSA's efforts in celebrating the work of our academic communities. Primarily, they are the point of contact for the IDSA Student Merit Award (SMA) competition and Student Chapters in their respective districts. Each year, they serve on the jury teams responsible for reviewing work submitted by students to select SMA District Winners and Scholarship recipients. During their two-year term, District Education Representatives may also assist with organizing the annual Education Symposium. All District Education Representatives, collectively with three professional practitioners, form IDSA's Education Council.
We give your Chapter money each year!
At the beginning of each year, IDSA headquarters makes available seed money ($1,400) for each Professional Chapter to support events and activities for their members and to operate with confidence. IDSA encourages Chapters to use these funds to invest in their communities. It is the responsibilty of the Chapter Officer team (with support of the IDSA's Community Manager) to monitor the Chapter balance to ensure that you are not overspending without bringing in revenue. The Chapters are funded by a portion of each IDSA professional member's dues.
End of Year Balance
What happens to our money at the end of each year?
A positive balance at end of the year is attributed to your Chapter and is accumulated for a maxium of three (3) years. This 'rolling balance' may be accessed by a Chapter for a specific purpose upon approval by IDSA headquarters. After three (3) years, any positive funds are then transferred to IDSA's general accounts to be used in support of our programming intiatives. IDSA is a non-profit organization and all funds generated are subsequently reinvested into programming, services or operational infrastructure.
How can my Chapter make money?
Chapters may generate revenue from registration fees for events, sales of products or services, or sponsorships. The most common way Chapters generate revenue is through registration / ticket sales for events. Most Chapters use Eventbrite to manage this process and collect payments. Chapters are advised to offer preferential pricing for events to IDSA members as a benefit. If you are interested in accepting ‘donations’ through Eventbrite, and in conjunction with an event, you may use a ‘Pay You Wish’ structure. This is a more accurate way of achieving the desired goal of allowing people to pay for a ticket at a rate that makes them comfortable. In Eventbrite you would simply create a free ticket along with separate paid options. The Pay You Wish tickets should have the following description, “If you'd like to support the event, please choose your own ticket rate!”
Below are examples of ticket set-up when creating an event using Eventbrite:
All revenue generated by a Chapter is tracked in the general ledger in the same way that all expenses incurred by a chapter are tracked. Inquiries about funding may be directed to Korie Twiggs. Chapters conducting events through Eventbrite or collecting payment through Square (or similar services) are asked to provide login details for their accounts to firstname.lastname@example.org, and to include IDSA's banking information to Eventbrite accounts (contact Korie Twiggs about instructions for doing this) so the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate Chapter.
I have a sponsor or donor interested in supporting my event.
Awesome! Chapters are advised to seek local sponsorships and donations to support their activities beyond money and event registration revenue. With sufficient notification, the team at IDSA headquarters may be able to assist in this effort. Contact Korie Twiggs for sponsorship support. Remember, Chapters are not permitted to sign contracts with sponsors, these should be reviewed (and signed) by IDSA.
What is a SCARF?
SCARF stands for Section and Chapter Activity Request Form. This document helps IDSA track and montior all Chapter events. IDSA uses SCARFs to keep track of Chapter budgets and to help support Chapters hosting successful events.
When to submit a SCARF?
ALWAYS. Before conducting an event or other activity, all Chapters must complete the online form to submit a SCARF. The Chapter will receive a response indicating SCARF approval from Korie Twiggs or Vijay Chakravarthy.
Events & Activities
All IDSA Chapters are required to provide their local members with professional, educational and social opportunities that advance their knowledge of industrial design. It is at the discretion of each Chapter to choose the best complement of events and activities for their community. Click here for examples of Chapter events and activities, and for information about running successful Chapter events.
Does my event need a contract?
Not every Chapter event or activity will necessitate a contract. In fact, most don't. However, if you find yourself needing to make formal agreements to rent a venue, order food / beverage, receive sponsorship funds or pay for speakers, for example, then a formal contract may be needed.
What if my event needs a contract signed?
No problem. We're here to help! Chapters are considered 'component communities' of IDSA. Therefore, Chapter officers are not authorized to sign contracts or otherwise enter into agreements on behalf of IDSA. In the event one is needed, a copy of the contract offered should be submitted to IDSA Senior Director of Operations, Jerry Layne, for review. IDSA's Executive Director, Chris Livaudais, is the sole authorized signatory of any contract or other agreement between IDSA and an external party(ies). Chapter officers are advised to allow at least one (1) week for contract review and response.
Can we serve alcohol at Chapter events?
Yes, Chapters serving alcohol at events must adhere to state and federal laws. Some cities have unique legal requirements, so it's always best to double check. Under no circumstances should alcohol be served to minors.
Do I need insurance for my event?
In most cases, no. IDSA mantains a nationwide insurance policy which covers the majority of our events and Chapter activities. A Certificate of Insurance can be provided to you for your event upon request. Korie Twiggs can assist.
DEI Event Toolkit
Representation matters. Holding events where diverse attendees, speakers and organizers not only feel included in the programming but also see in the makeup of the event that they are included is what creates a connection and a reason to return. Review this important resource before planning a Chapter event.
Event Code of Conduct
This Code of Conduct applies to all IDSA Chapter events to include attendees, speakers, sponsors, exhibitors, vendors and guests. It also pertains to all virtual platforms used during the event.
IDSA Chapter events provide a welcoming environment regardless of gender and expression, age, sexual orientation, ability, physical appearance, body size, race, ethnicity, nationality or religion (or lack there of).
We do not tolerate harassment or inappropriate behavior in any form. Inappropriate behavior includes, but is not limited to:
- Sexual language or imagery in talks or workshops (unless otherwise approved or is part of the session's announced subject matter)
- Sexual language and imagery at parties or on social media
- Derogatory comments related to gender identity and expression, age, sexual orientation, ability, physical appearance, body size, race, ethnicity, religion or technology choices
- Deliberate intimidation, stalking, following, or harassing of attendees, speakers or organizers, whether through messaging, comments, images or recordings
- Sustained disruption of talks or other events
Maintaining the integrity of the IDSA brand is vital in ensuring a professional and consistent brand presentation. This applies across multiple platforms in both digital and physical channels. IDSA has established logos for Chapter use and we must insist that these graphic marks be used in order to maintain a clean brand presence. Below are a few key factors to keep in mind:
- Download IDSA Brand Guidelines document here (via Dropbox)
- Download IDSA logos here (via Dropbox)
- Download IDSA Professional Chapter logos here (via Dropbox)
- The IDSA logo should always be displayed in a vertical orientation, with the 'i' at the top. Reference the logo on the top of this page.
- Each of IDSA's five Districts has a predefined color associated with that District. Chapters within each District assume their District's color.
- Please do not create your own Chapter IDSA logo. We love the creativity, however this ultimately causes confusion for the IDSA brand.
- Use the same logo / branding across all of your Chapter accounts: LinkedIn, Twitter, Instagram, Facebook, etc.
If you have questions or need graphic assets, please contact IDSA's Visual Brand Designer, Carl Guo.
Chapter Credit Card
IDSA provides each Chapter with an IDSA corporate credit card in order to help your team make purchases and operate efficiently. Only one member of your Chapter Officer team will be issued a credit card. This authorized card holder may use the card to make purchases.
What can be charged to this card?
You may use your chapter credit card to pay for expenses incurred for SCARF approved events. You may also make purchases for Chapter team planning and organizational activities. For your convenience, you may take cellphone photos of all receipts and email them to email@example.com. Copies of credit card receipts must be submitted to IDSA at the end of each month.
What's the spending limit?
For control purposes, the card has a default $250 spending limit. However, this limit may be raised by submitting a Credit Card Limit Increase Request Form to firstname.lastname@example.org.
How do I get a Chapter credit card?
A card will be issued usually within 10 business days of IDSA headquarters receipt of the Credit Card Acknowledgement Notice & Form denoting the requester has read and agreed to abide by the Society's Credit Card Usage & Disbursement Policy. Direct all questions in reference to card issuance or name changes to Korie Twiggs.
I lost a receipt!?
A Missing Receipt Form must be submitted as a substitute if the receipt is no longer available. To ensure IDSA compliance with IRS and other auditing requirements, chapter credit cards will be suspended within 30 days of failure to submit receipts or substitutes. Inquiries about chapter credit cards may be submitted to Korie Twiggs.
I had to purchase something for my Chapter using my personal money.
No problem, we'll get a check out to you as soon as possible. If expenses are not charged to the chapter credit card, they may be covered by personal funds from a Chapter Officer or designee and reimbursed in accordance with the society's Reimbursement Policies & Procedures and upon submission of a Payment Request Form. Once the form is complete and accompanied by copies of receipts, IDSA will make every effort to issue your reimbursement in a timely manner (within the following week after submission).
What can be reimbursed?
Chapter expenses incurred for SCARF approved events can be reimbursed, provided that copies of all related receipts are submitted (don't forget, you can email cellphone photos of receipts to email@example.com). The total of the reimbursement request must match the sum of the expenses on the accompanying receipts.
Reports from Headquarters to Chapters
Supporting you and keeping you informed.
IDSA headquarters makes every effort to keep Chapter Officers informed and supported throughout the two-year Chapter term. Support includes:
- Regional Chapter orientations
- One-on-One Chapter Clinics (See Chapter Clinic Toolkit)
- Ongoing support
- Quarterly general ledger (GL) with current account balance
- Quarterly roster of current IDSA members in your Chapter
- Updates on what IDSA headquarters is doing
- Monthly updates to Chapters (when applicable) about new local members
- Current news about IDSA Chapters
Reports from Chapters to Headquarters
Make a plan for the year.
Plan events and activities for your Chapter year. Planning is unique from chapter to chapter. IDSA's Community Manager and District Chapter Representatives (DCRs) will support each Chapter to develop an acheivable plan of valuable events and activities to support members. Chapter Officers are asked to use their best gauge for creating experiences that meet the specific interests and needs of industrial designers in their local area.
Keep track of your expenses and operations.
Chapter officers are expected to maintain internal records of their income and expenses to compare against the income statements and general ledger details provided by IDSA headquarters. Chapters conducting events through Eventbrite or collecting payment through Square or other such services are asked to provide login details for their accounts to firstname.lastname@example.org and to include IDSA's banking information to accounts (contact Korie Twiggs about instructions for doing this) so the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate chapter. Without these reports, a chapter's revenue cannot be identified and tracked in the general ledger. Inquiries about these reporting requirements may be directed to Korie Twiggs.
A vendor sent me an invoice. Can IDSA pay it?
Yes! Chapter expenses incurred for SCARF approved events are eligible for invoice payment under the following conditions:
- Expenses that are not charged to the chapter credit card or to an individual who requests reimbursement may be paid directly to a third party by IDSA headquarters upon the furnishing of a vendor's or other service provider's invoice containing the appropriate contact and expense details accompanied by the completed Invoice Payment Request Form.
- Submit Invoice Payment Request Forms to email@example.com so that IDSA can issue and mail checks for payment. Inquiries on the status of invoice payments may be submitted to firstname.lastname@example.org.
When are elections held?
Per IDSA's Bylaws, we maintain a 2-year election cycle to determine Chapter Officer teams. Elections are typically held in the October-December timeframe on odd numbered years. ALL CHAPTERS ARE REQUIRED TO HOLD ELECTIONS WITHIN THE TIMEFRAME DESIGNATED BY IDSA.
Why are elections needed?
Elections help ensure that Chapter Officer teams are refreshed regularly and encourage essential membership participation crucial to the future of the organization. We believe that all qualified members who seek leadership positions should be afforded appropriate consideration through these nominations and elections cycles.
What Officer positions are available?
The IDSA Bylaws indicate that the basic Chapter Officer team should consist of: Chapter Chair and a Chapter Vice Chair. Some Chapters have additional positions such as: Chapter Secretary / Treaurer, Event Coordinator or Chapter Communications Chair. Additional officer positions should be created based on the specific focus and individual needs of each Chapter. A Chapter Officer may serve for two (2) terms, or a total of four (4) years. Click here for a list of Chapter Officer descriptions.
IDSA encourages diversity.
Our membership spans a wide spectrum of cultural and experience backgrounds. We believe it is vital to reflect this in our leadership teams. Chapter Officer teams should reflect the communities they serve, making for a more inclusive and stronger Chapter team.