Download Event Registrant Lists On-Demand
Anyone who is a current WIM chapter leader will be enabled to access chapter rosters and event registrant lists via their WIM Member Compass.
Submitting New Chapter Events
Once the details of a new event are finalized, a member of the chapter’s leadership team should complete the Chapter Event Information Form, which will be sent directly to WIM national.
- WIM national strongly encourages new chapter events be submitted no less than eight (8) weeks prior to in-person events and no less than four (4) weeks prior to virtual events.
- Once the event form is submitted, WIM national will use the information provided to create the event registration page on the WIM website.
- Please note: The turnaround time for new chapter events to be posted to the WIM website is five (5) business days.
- WIM national will also create and send promotional emails for the event on behalf of the chapter. A draft of the initial email will be sent to the person who submitted the event, along with a schedule for the email transmissions.
- Please note: WIM national will schedule email campaigns with a grace period of at least (1) business days, allowing chapters time to submit changes to the promotional email before the first one is sent out. Each event will be promoted with at least one (1) emails to members and subscribers in the state where that chapter is located.
Final Attendee Lists & Adding Late Registrants
Within five business days following every chapter event, the chapter should send the final attendee list for the event to [email protected]. Here are the steps for preparing the final attendee list:
- From your member compass, export the registrant list (instructions available here).
- Add a new column A to the exported excel file.
- In the new column A, add an “X” to indicate which registrants attended the event.
- If there are any attendees who did not register for the event in advance and need to be registered and/or invoiced, the chapter should:
- Add non-registered attendees to the final attendee list manually and highlight them in yellow.
- Email the final attendee list as an excel file to [email protected]. The email should include:
- Chapter Name:
- Event Name:
- Event Date:
- Indicate if there are any attendees on the list who need to be registered and/or invoiced for the event.
Once registration for a chapter event has closed, late registrations must be tracked by the chapter, then communicated to WIM National after an event is complete. The process should work as follows:
- WIM National will connect the event contact with members and/or other users who contact WIM about registering for an event where registration has closed and/or the event has sold out.
- The chapter is responsible for following up with these requests and tracking non-registered attendee for future events where registration has closed and/or the event has sold out.
- When sending the final attendee list for the event to WIM National after the event, the chapter should add the full name, e-mail address, and company for all non-registered attendees. In the email, the chapter should indicate if there are attendees who need to be registered and/or invoiced for attending the event.
- The WIM National team will register and/or invoice additional attendees as needed.
Chapter Event Feedback Survey
WIM chapters are required to send the Chapter Event Feedback Survey after each in-person or virtual event they host.
WIM is standardizing this process across all chapters an effort to:
- Better understand the value that chapter events provide to WIM members.
- Enhance and improve chapter programming over time based on member feedback.
- Justify further investment in our chapters at the national level.
View WIM’s Chapter Event Feedback Survey Here: https://www.womeninmanufacturing.org/chapter-event-feedback-survey
The Chapter Event Feedback Survey should be sent within 48 hours of each event, to ensure accurate feedback is captured and participation is maximized. The email template below can be personalized by the chapter, but the survey itself must remain consistent across all WIM chapter events. The email can be sent from a chapter leader’s email or from the chapter’s Gmail address. Contact [email protected] if your chapter does not have a Gmail or if you need access to the account.
An automated email can be generated anytime your chapter is selected on the survey. Email [email protected] to confirm or update what email address (or addresses) is set up to receive survey submissions for your chapter.
A report of all submissions for your chapter can be generated upon request. Please contact [email protected] to request a report for your chapter; please allow 1-2 business days for response.
Chapter Event Feedback Survey | Email Template
Hello,
Thank you for attending WIM CHAPTER NAME’s recent event!
In an effort to continue to provide you with quality programming and exciting opportunities with WIM, we’d love your feedback on this event! Please complete our brief survey here to share your thoughts.
We appreciate your continued support!
Cancelling or Postponing a Chapter Event
In the event that a chapter must cancel or postpone a previously scheduled event, the chapter should email [email protected] with the chapter name, event name, and event date included in the email. A member of the WIM National team will reply ASAP to confirm next steps.
Cancelled Events: If the event will not be rescheduled and is effectively cancelled, the following steps should be taken:
- WIM National will permanently deactivate the event and hide it on the WIM website.
- If applicable, WIM National will process refunds to all registrants.
- The chapter must Inform existing registrants that the event has been cancelled. If applicable, the chapter should also inform attendees that they will receive a refund within 3-5 business days for any registration fees paid to attend the event. Registrants should contact [email protected] with any questions.
Postponed Events: If the event will be rescheduled, the following steps should be taken:
- WIM National will temporarily deactivate or hide the event on the WIM website until the chapter determines a new date.
- The chapter must email all existing registrants to notify them that the event is being rescheduled and that a new date will be announced ASAP. Anyone who was registered for the event initially will remain registered when the event date is updated.
- When the new event date is determined, the chapter should:
- Inform WIM National by emailing [email protected]. The WIM team will update and reactivate the event, as well as schedule new promotional emails (if applicable).
- Inform existing registrants of the new event date and that they do not need to re-register. The chapter should inform registrants that if cannot attend the new date and require a cancellation/refund, they should contact [email protected].
Facilitating Great Events
Resources from The Bolder Company
Chapter Event Refund Policy
Refunds for WIM chapter events will only be offered if the amount paid exceeds $10.00 and notice of cancellation must be received in writing to [email protected] at least five business days prior to the event date. Participant substitutions are welcome at any time.
Non‐Solicitation Policy
WIM encourages information‐sharing and relationship‐building activities between members at WIM national and chapter level meetings and events, however, it does not condone overt solicitation. Please review WIM’s Non‐Solicitation Policy for guidelines on how to best avoid overt solicitation at WIM events.
Promoting External Events as WIM Chapter Events
WIM chapters are permitted and encouraged to engage with external organizations whose purpose or mission aligns with WIM’s mission to support, promote and inspire women who have chosen a career in manufacturing. Chapters are generally permitted to promote events or conferences from external organizations via their LinkedIn channels. In order to establish and maintain brand continuity and clarity, WIM Chapters are encouraged to limit the number of external events that are promoted as chapter events.
If registration for an external event is occurring on an external website or domain, WIM National will only promote the event via email or on the WIM website as a chapter event if each of the following criteria are met:
- The WIM chapter must be represented on the external website as a co-host or collaborator for the event. This must include the chapter’s logo and a link back to a webpage on the WIM website.
- The event page cannot represent WIM National as a co-host for the event or include the WIM National logo without prior approval from WIM National.
- The organization collecting registration must share all registrant information with the chapter and WIM National, including at least full name, email address, and phone number.
- The event cannot conflict with a WIM National event or conference (see below).
Chapter Event Naming & Branding
To avoid confusion for WIM members and audiences, chapters are not permitted to use naming or branding for their events that mimic or directly copies the name or brand of a national WIM or WIMEF program or event. The following are words and phrases that chapters should avoid when planning their events:
Chapters may be asked to adjust the naming and/or branding of an event in the instance that the proposed name/branding does not align with WIM’s brand guidelines or mission. This criteria applies to chapter-hosted events, as well as external events promoted by WIM chapters. For feedback or suggestions on chapter event naming or branding, contact our team at [email protected].
Chapter Event Scheduling & SUMMIT
To ensure maximum member participation in WIM’s annual SUMMIT, specific types of WIM chapter events should not be scheduled during time periods and/or in geographic locations that directly conflict or compete with the annual conference. This policy applies to chapters events that meet any of the following criteria:
- Half day events (4+ hours in duration) (In-person or virtual)
- Full day events (In-person or virtual)
- Multi-day events (In-person or virtual)
- Events hosted by more than one WIM Chapter (In-person only)
Events that meet the above criteria should not be scheduled within eight (8) weeks prior-to or two (2) weeks following the annual SUMMIT. During this time period, chapters are permitted to host singlechapter events that are less than four (4) hours in duration, including but not limited to networking events or plant tours. This criteria applies to chapter-hosted events, as well as external events promoted by WIM chapters.