Governing Board/Committees

The roles and responsibilities of AFA WMC's Special Events Committee generally fall into five main categories:

1. Event Planning and Coordination:

• Conceptualizing and developing event ideas: Brainstorming event themes, formats, target audiences, and objectives.
• Budgeting and financial management: Allocating resources, securing funding, and managing event expenses.
• Venue selection and logistics: Negotiating contracts with venues, caterers, vendors, and other service providers.
• Developing event timelines and schedules: Ensuring all tasks are completed efficiently and on time.

2. Marketing and Promotion:

• Creating marketing materials: Designing posters, flyers, social media content, and other promotional materials.
• Implementing marketing campaigns: Utilizing various channels to reach target audiences and generate interest in the event.
• Managing event registration and ticketing: Handling online and offline registration processes.
• Public relations and media outreach: Securing media coverage and promoting the event through press releases and other channels.

3. Event Execution and Management:

• Overseeing event logistics: Coordinating setup, breakdown, volunteer management, and on-site operations.
• Troubleshooting and problem-solving: Addressing any issues that arise during the event.
• Ensuring guest satisfaction: Providing excellent customer service and creating a memorable experience for attendees.

4. Post-Event Evaluation

• Collecting feedback: 
• Evaluating the event's success: Measuring outcomes against objectives and identifying areas for improvement.
• Reporting on event results: Sharing findings with the organization's leadership and stakeholders.

5. Other Responsibilities

• Managing a calendar of events: Scheduling and coordinating multiple events throughout the year.
• Developing policies and procedures: Establishing guidelines for event planning, budgeting, and execution.
• Providing training and support for volunteers: Equipping volunteers with the skills and knowledge they need to be successful.

The roles and responsibilities of AFA WMC's Sponsorship Committee generally fall into three main categories:

1. Sponsorship Acquisition:

• Identifying potential sponsors: This involves researching and compiling a list of companies, organizations, or individuals who might be interested in sponsoring the organization or its activities.
• Developing sponsorship packages: Creating different levels of sponsorship with varying benefits and costs for potential sponsors.
• Outreach and communication: Approaching potential sponsors, presenting sponsorship proposals, and negotiating agreements.
• Building relationships: Cultivating long-term relationships with sponsors through ongoing communication and engagement.

2. Sponsorship Management:

• Onboarding new sponsors: Ensuring sponsors understand their benefits and responsibilities.
• Delivering sponsor benefits: Coordinating the fulfillment of all promised benefits, such as logo placement, event participation, or marketing materials.
• Managing sponsor relationships: Handling any questions or concerns sponsors may have, and ensuring their satisfaction with the partnership.
• Evaluating sponsorship effectiveness: Tracking the return on investment for sponsorships and making adjustments to the program as needed.

3. Strategic Planning:

• Developing a sponsorship strategy: Defining the organization's overall goals for sponsorship and identifying the types of sponsorships that will best achieve them.
• Identifying new sponsorship opportunities: Exploring innovative ways to generate revenue through sponsorships.
• Staying up-to-date on trends: Researching and understanding the latest trends in the sponsorship industry.
• Reporting and analysis: Providing regular reports to the organization's leadership on the performance of the sponsorship program.

Additional responsibilities may include:

• Setting sponsorship pricing levels.
• Developing sponsorship materials (e.g., brochures, proposals).
• Recruiting and managing committee volunteers.
• Organizing sponsor events or activities.
• Collaborating with other departments within the organization

The roles and responsibilities of AFA WMC's Financ e Committee generally fall into two main categories:

1. Financial Oversight and Reporting:

• Reviewing and approving the annual budget: Analyzing financial projections, setting spending priorities, and allocating resources responsibly.
• Monitoring financial performance: Analyzing monthly and quarterly financial statements, identifying trends, and addressing any concerns.
• Ensuring compliance with financial regulations: Implementing internal controls, adhering to tax guidelines, and maintaining accurate financial records.
• Preparing and presenting financial reports: Providing clear and concise information to the board of directors and other stakeholders.
• Reviewing investment policies and performance: Overseeing the management of any investments the organization holds.

2. Strategic Planning and Risk Management:

• Developing long-term financial plans: Forecasting future revenue and expenses, assessing financial risks, and developing strategies to mitigate them.
• Evaluating new programs and initiatives: Analyzing the financial implications of proposed programs and ensuring they align with the organization's mission and budget.
• Setting fundraising goals and strategies: Identifying funding sources, developing fundraising plans, and tracking progress towards goals.
• Providing financial advice to the board: Offering insights and recommendations on financial matters impacting the organization's overall strategy.

AFA WMC’s Finance Committee plays a crucial role in ensuring the financial health and sustainability.

The Air Force Ball Committee plays a crucial role in celebrating the Air Force's heritage and fostering camaraderie within its ranks. They tackle a range of duties to ensure a memorable and successful event:

Event Planning and Coordination:

• Consulting and coordinating with the 88ABW Protocol and other military-affiliated organizations
• Conceptualizing the theme and vision: Choosing a theme that resonates with the Air Force community and creates a unique atmosphere for the ball.
• Venue selection and booking: Securing a suitable venue that accommodates the anticipated guest list and desired program.
• Developing the event program: Planning the sequence of events, including the official ceremonies, entertainment, dining, and dancing.
• Budgeting and financial management: Managing expenses, securing sponsorships, and ensuring cost-effectiveness.
• Ticketing and guest management: Handling ticket sales, RSVPs, seating arrangements, and guest communication.

Logistics and Operations:

• Decorations and ambiance: Setting the festive tone with decorations, lighting, and other visual elements.
• Catering and refreshments: Selecting and managing caterers to provide high-quality food and beverages for the duration of the event.
• Entertainment and performance management: Booking a suitable band, DJ, or other entertainment to keep the evening vibrant.
• Audiovisual and technical support: Coordinating sound systems, lighting, and other technical needs for the program.
• Volunteer coordination: Recruiting, training, and managing volunteers to assist with various tasks throughout the ball.

Public Relations and Marketing:

• Promoting the event: Creating marketing materials, reaching out to media outlets, and generating excitement within the Air Force community.
• Managing social media presence: Sharing updates, photos, and engaging with attendees online.
• Press liaisons and media relations: Managing communication with media and ensuring positive coverage of the event.

Special Initiatives:

• Guest speaker arrangements: Inviting a distinguished guest speaker to deliver remarks during the event.
• Charity fundraising: Incorporating fundraising elements into the ball to support designated charities.
• Commemorative items: Designing and managing the sale of souvenirs or memorabilia.

Post-Event Evaluation:

• Collecting feedback: Surveying attendees and gathering feedback to improve future balls.
• Evaluating the event's success: Measuring the program's impact and addressing any shortcomings.
• Reporting and documentation: Preparing reports and documenting lessons learned for future Air Force Balls.

The Air Force Ball Committee's dedication ensures a night of celebration, connection, and appreciation for the Air Force and its personnel. Their meticulous planning, logistical prowess, and creative vision contribute to a truly special event that strengthens the bonds of the Air Force community.

Our Dayton Air Show Committee is the backbone of a thrilling and successful aviation event. They wear many hats and manage various crucial aspects to ensure a smooth, safe, and awe-inspiring experience for those attending the AFA WMC Chalets. Here's a breakdown of their key roles and responsibilities:

1. Planning and Coordination:

• Coordinate with the Dayton Air Show leadership, on setup, ticket management, parking passes, and other physical needs and accommodations This includes negotiating required contracts plus ticket/parking pass requirements and distribution.
• Coordinate with the official Catering company on food and drink setup, food menus, and other related requirements. This includes negotiating all related contracts.
• Coordinate with AFA and NDIA industry partners to serve as “Day Captains” to facilitate daily operations as well as ensure senior leaders/VIPs receive proper greetings and care
• Conceptualizing the show: Defining the theme, target audience, desired
• Budgeting and financial management: Allocating resources, securing sponsorships, and managing expenses.

2. Safety and Security:

• Developing and implementing safety protocols to ensure the safety of AFA WMC Chalet attendees and the surrounding community.
• Emergency preparedness: Planning for potential risks and developing response plans for various scenarios.
• Security management: Establishing measures to prevent unauthorized access and maintain a secure environment.

3. Public Relations and Marketing:

• Developing a marketing strategy: Creating promotional materials, engaging with media outlets, and building public awareness about the Dayton Air Show and the AFA WMC Chalets.
• Public outreach: Engaging with the community through educational programs, special events, and outreach initiatives.
• Create, coordinate, and execute the various signs required to properly identify AFA and recognize the corporate sponsors in the Chalet area

4. Operations and Logistics:

• Volunteer coordination: Recruiting, training, and managing volunteers who assist with various tasks throughout the show.
• Operational coordination: Work with Dayton Air Shor and Catering professionals to properly and quickly address any on-site issues arising during the event.
• Ticketing and admissions: Managing ticket sales, access control, and spectator flow.