Program
A "special project", by our definition, is something out of the ordinary, not routine, and has an established
time frame, a beginning and an end. It is not ongoing.
Planning a Special Project
The term "special project" can mean a lot of different things. For a "new" or beginning club, what may be
routine for established clubs, may be a large special project--like starting a newsletter, planning the first
face-to-face get-together of members, or launching a website. In this case the special project would eventually
evolve into general operating procedures.
Likewise, for a small club... or a chapter of a larger club... (here we're talking 100 members or less), a
special project can be most anything. But, don't let small clubs fool you. They have been known to launch,
and successfully carry out with smashing success, some large projects that clubs several times their size
wouldn't even consider attempting.
Why is this? There are several combining factors. First, the club leadership AND its membership were in
agreement that there was a need for this project, coupled with a desire to do it.
This may sound rather basic, however it includes several of the 'keys to success' ingredients. Note,
to begin with it wasn't just an idea of the club leadership, a club committee or a couple of members
pushing an idea. It may well have started this way, but a successful project MUST have the 'combined'
support of the leadership AND the membership. More on this later.
The second assumption. It was stated that the club leadership and its membership were in agreement that
there was a need for the project coupled with a desire to do it.
This is equally important. It's great to be capable of identifying a need and having a total consensus
that the need exists, but then there needs to be commitment. What do we do and how do we do it?
Key to the success of any project is the planning process. The concept for the project must be carefully
laid out and clearly articulated. Describe the project. What is it and why is it needed? What are the
objectives and the anticipated results? This doesn't have to be a full blown formal proposal, but more
of a concept statement--preferably on one page. This is necessary to get past our first step, getting
the club leadership and membership to agree that the project has merit, serves a need, and should be
further explored. The reason to keep this concept statement short is that it will be much easier to
articulate without misunderstanding, plus the fact that statement should be considered a working
document. The creator or creators of the idea should never expect the first version to be 'cast in stone.'
As more people view the document and offer their input, there well may be need for massaging the
statement (This may be for the purpose of strengthening it, or it could be for obtaining the
necessary commitment or endorsement to move ahead.). Everyone may not like your idea initially,
but by making some adjustments, they may well get on board. This may require negotiation and
compromise, an important part of the process the idea creators must expect and consider.
If this indeed is to be a special project of the club, be sure to bring everyone along. No one likes surprises. Here we are talking about the club officers, board or executive committee, and the membership. Let everyone know what is being considered at an early stage before you get into the specifics or planning stages. People may well have questions about specifics... Who is going to do it or how are we going to get it done? How are we going to pay for it? When will it be completed? What does it mean to me specifically?
These are all good questions, however the answers are in the planning stage. Get commitment for the idea of the Project first, without getting bogged down in details that could "kill" the idea; even if it is a qualified commitment--"let's move ahead but I'll reserve commitment until I hear more specifics."
It may sound like this first procedure is taking a lot of time, but it is critical to building a project on a firm foundation; and it actually can be done rather quickly, particularly if your club is making use of the Internet and e-mail as a means of communication.
The Plan. the project is now ready to move forward with specifics. This means laying out the answers...or the options...to the questions people were asking.
How are we going to get the project done. Do we use volunteers from the membership? Do we need 'outside' help?
What will it cost and how will we pay for it? Is it budgeted? Do we establish a 'Special Project Fund' for members to contribute to above and beyond their dues? Do we look for outside funding beyond the club and the membership?
What is the time frame for the project? When does it start? When does it end? Are there specific, defined stages?
and, as part of the plan, re-emphasize again, the need for the project and what it will accomplish, what it will mean to the club, to the membership, and to the collecting area the club is serving, including collectors who are non-members...but potential club members.
Be sure to incorporate a promotion plan with a project. Produce a news release announcing the project once it is started, another one on completion of the project, and if appropriate, another one in between on how the project is progressing. Depending on the project and on your particular collecting area, distribution of a release may vary. One primary audience should be the antiques & collectibles publications, columnists and Internet information websites. Remember, although a news outlet may not have room to use your release right away, it still serves a purpose in sending it to let the publication staff or columnist know what your club is doing. By sending the release to the NAC/ACC Collecting Clubs News Service, which is free, your release automatically blankets the antiques & collectibles industry going to over 600 outlets. Sent it to: info@collectors.org
Keep accurate records on the project and upon completion, produce a project report. With the leadership transition that takes place in many clubs, it is important to document every detail about a project for future reference. If your club has an archives or a historian, copies should go to these areas. If not, make sure the club secretary gets a copy for permanent filing.
Club Projects As stated in the beginning, a "special project" can mean a lot if different things. Here are some examples of projects.
Educational Projects
Developing a reference or price guide. This could be in printed form or on the club website.
Documenting reproductions in your collecting area if reproductions are a serious problem.
An educational tour.
Researching the history of the collectibles area your club supports.
Note: What originally begins as a special project may eventually be incorporated into the ongoing operations of a club, hence it no longer is a special project. For example, a price guide segment on the club website which may have started as a special project but which is continuously updated as values change, is no longer a special project but an ongoing operation.
Fund-Raising Projects
A fund-raising special project may be for the benefit of the club finances or for a charitable endeavor. Many clubs, for example, conducted special fund-raisers following the September 11, 2001 terrorist attacks. A benefit may also be conducted for a special charity or for the benefit of a club member who is in need of financial assistance due to illness, death or other emergency problems.
A fund-raising project can be a direct solicitation for money or it could be an activity, such as a charity auction of donated items or services that result in financing the special project.
More and more clubs (depending upon the collecting area they support) are creating a special, annual 'members-only' commemorative collectible. Not only do these items serve as a fund-raiser for the club, but they can also serve as a recruitment tool for new members. Simply put, in order to buy the item you have to be a member of the club. This has worked for commemorative coins and tokens, pottery, glassware, dolls, figurines, steins and books.
An educational project may also be a fund-raising project. For example, a printed reference or price guide, while educational, could also become a sales item resulting in profits above the cost of production.
Operational Special Projects
Occasionally, a special project is appropriate to support a one-time need in the annual operations of the club. For example, to finance a computer system for the secretary-treasurer or the editor of the club publication to modernize the system, but well outside the club's annual budget. Planning for a special anniversary of the club, including perhaps a major event in conjunction with the annual convention, could be handled as an operational special project. Or, another example, planning and funding a special one-time member recruitment push to interest young collectors or beginning collectors in joining the club.
It is true that special projects can be a vital part of a club's operations. Try should be looked upon as opportunities to do something special out of the ordinary or routine. Special projects often provide opportunities for members to work together and get to know one another in ways not otherwise available. Although special projects may not be the answer to all needs, likewise there is no reason why a club couldn't have several special projects going on at the same time, all important yet very different from one another, providing avenues for more members to become directly involved in the work and support of the club.
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