NATIONALCOMMITTEESHANDBOOK

I N S P I R I N G C O F F E E E X C E L L E N C E

CONTENTS

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1/ WHAT IS A NATIONAL CHAPTER?

2/ WHAT DOES THE NATIONAL CHAPTER DO?

3/ HOW TO FORM A NATIONAL CHAPTER/

4/ ROLES AND RESPONSIBILITIES OF THE NATIONAL CHAPTER COMMITTEE

5/ WHAT CAN A NATIONAL CHAPTER RECEIVE?

6/ GUIDELINES AND RESOURCES

7/ OUR BRAND

8/ GLOSSARY

9/ USEFUL CONTACTS

WHAT IS A NATIONAL CHAPTER?

A National Chapter is a volunteer-led local organisation that operates within a specific country or region, and is made up of a group of dedicated and hardworking coffee professionals and enthusiasts.

Each chapter has certain objectives that they work towards, such as organising events and competitions, or helping to promote SCAE’s membership offering.

OUR VISION/ Our Vision is to be the authority on delivering coffee excellence.

OUR MISSION/ Our Mission is to create and inspire excellence in the coffee community through innovation, research, education and communication

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A Chapter is formed with a minimum of 20 individual SCAE members, 3 of which need to be in a company or corporate category.

The objective and purpose of which is to:• develop a forum for exchanging information• promote SCAE through education • hold events for the participants of the coffee industry which share a

commitment to quality

National committees will ussualy consist of 5 elected members, an National Coordinator (Chair of committee), Communication Coordinator, Events Coordinator, Education Coordinator, Membership Coordinator and an independent Treasurer.

Elections are held every 2 years and members of that country or region are allocated one vote for each paid up member. The nominees for each National Chapter will aim to encourage the voters to elect them into a specific position within the Chapter.

HOW TO FORM A NATIONAL CHAPTER/

NATIONAL COMMITTEE/

NATIONAL COORDINATOR (CHAIR OF COMMITTEE)

COMMUNICATION COORDINATOR

EVENTS COORDINATOR

EDUCATION COORDINATOR

MEMBERSHIP COORDINATOR

ELECTED MEMBERS

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2WHAT DOES THE NATIONAL CHAPTER DO?

• PROMOTES AND RAISES AWARENESS OF SPECIALITY COFFEE

• ENCOURAGES SPECIALITY COFFEE PROFESSIONALS AND ENTHUSIASTS TO BECOME MEMBERS OF SCAE

• ORGANISES NATIONAL COMPETITIONS AND EVENTS

• ORGANISES BARISTA EVENTS IN CONJUNCTION WITH THE BARISTA GUILD OF EUROPE

• CREATES AND MAINTAINS A NATIONAL CHAPTER WEBSITE AND SOCIAL MEDIA ACCOUNTS

• PROVIDES REPORTS TO SCAE HEAD OFFICE FOR MEASURING PROGRESS

• MAINTAINS A SET OF ANNUAL FINANCIAL ACCOUNTS

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4ROLES AND RESPONSIBILITIES OF THE NATIONAL CHAPTER COMMITTEE/

NATIONAL COORDINATOR

EVENTS COM

MU

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N MEMBERSHIP

E

DUCATIO

N

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REASURER

COORDINATOR CO

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R COORDINATOR

COORDINAT

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Each National Chapter is managed by an elected National Committee. The election is organised by the Membership Manager at SCAE Head Office every two years, however National Committee members may be re-elected for longer if they are nominated for a longer term.

EVENTSCOORDINATOR/

• To act as an ambassador and promote SCAE at all times• Chair the chapter committee and meet regularly throughout the year• Liaise with SCAE HQ• Ensure committee complies with SCAE principles and practices• Report to executive director via chapter coordinator/membership manager• Oversee finance ensuring stability and transparency• Contribute to and develop SCAE mission through competitions, activities and

education

• Promote membership • Communicate and engage with new, existing and lost members • Liaise with SCAE HQ on status of membership ensuring renewals and retention

• Must have a thorough understanding and experience of SCAE education• Organise and promote the Coffee Diploma System• Recruit new ASTs• Organise Chapter Education activities/events• Set up CDS Education modules for new and existing corporate members

• Activate and regularly manage Chapter Web site• Activate and regularly manage chapter social media• Contribute to Café Europa• Communicate with members and local coffee community regularly

• Organise all SCAE/WCE Competition/Events. This includes Sponsorship, Judges,

• Volunteers & Competitors• Enrol & communicate with Sponsors• Ensure all competitors and Judges are members• Organise a minimum of one Barista Guild Event• Contact/invite WCE Representative for both Judges Calibration and

Competitions

• Oversee and ensure financial stability and transparency of the National Chapter• Ensure payment of licensing fee is paid annually before Competitions/Events• Provide Annual accounts and submit to SCAE HQ (in English)• Register as a separate entity for VAT in accordance with local by-laws

COMMUNICATIONCOORDINATOR/

MEMBERSHIPCOORDINATOR/

EDUCATIONCOORDINATOR/

TREASURER

NATIONALCOORDINATOR/

5WHAT CAN A NATIONAL CHAPTER RECEIVE?

Financial support for chapters includes:

• 20% rebate of membership fees paid retrospectively after receipt of accounts

• 45% of certification fees for chapter organised workshops

• 12.5% discount off merchandise if sold at chapter event

EDUCATION EVENTS

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WORLD OF COFFEE

COFFEE EVENTS TRAINING WORKSHOPS

COMPETITIO

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SOCIA

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BOARD OF DIRECTORS

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S C O M M I T T E E S

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NATIONAL CHAPTERS

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GUIDELINES AND RESOURCES/

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GUIDELINES TO RUNNING A NATIONAL CHAPTER/

Running a National Chapter is intended to be a fun and rewarding experience. Our collective success is heavily reliant on the hard work and dedication of SCAE volunteers from throughout the speciality coffee community, just like you. But remember, SCAE’s team at Head Office is always on hand to help and assist whenever needed.

To get you started, here’s our short list of how to get your chapter up and running:

1 With your National Committee in place, start by calling a meeting and start making plans for the year ahead

2 Consider what events and activities you want to organise, and what the goal for each event is, i.e. Competition, Education, Networking etc.

3 Do your events/activities require sponsorship or will they be self funded? Consider what a potential sponsor can gain from the exposure and try to target organisations who can benefit directly

4 Get in touch with Head Office, and introduce each member of the National Committee to the Membership, Education, Marketing and Event Managers

5 Create an Operational Plan for the year ahead, including upcoming National Chapter meetings, a list of events and activities, budgets, and a communication strategy

6 Share your plans with SCAE Head Office so we can add your news and events to our social media, newsletters and the website enabling you to reach thousands more coffee professionals and enthusiasts

1 Identify an Event Partner/Trade Show relevant to the coffee community that can stage the competition

2 Book your WCE Representative

3 Locate sponsors for the event and get them involved

4 Define roles and responsibilities for the competition in advance. For example: an Event Coordinator, Stage Coordinator, an MC, Back Stage Coordinator, Timekeeper, Clearers and a Communication Coordinator (to liaise with competitors, sponsors, event hosts etc.)

5 Recruit volunteers (ideally from within the coffee community and who are familiar with the competitions)

6 Create a schedule for each event day, allowing for the number of competitors and time for practice, preparation and performance in accordance with WCE Rules & Regulations

7 Communicate any relevant information with your competitors, sponsors and event hosts

8 Collect and administer registration fees

9 Communicate with SCAE Head Office dates for competitions IN ADVANCE

10 Communicate with SCAE Head Office Winner of competitions AS SOON AS POSSIBLE

11 Ensure your National Champion for each competition is registered with WCE - Book Travel arrangements for Competitor

12 Follow-up with Committee/Sponsors - were they happy with the event? how can we do things better? OTHER EVENTS FOR CONSIDERATION TO RUN DURING THE YEARLatte Art Throw down, social events, seminars, workshops etc

GUIDELINES TO RUNNING A NATIONAL EVENT/

All national chapters will be issued with a series of Brand Guidelines, as well as their National Chapter logo which they may use on their website, social media pages, stationery etc. By following these guidelines we can project a cohesive and consistent look for our brand.

All SCAE members are encouraged to take part in social media to promote our brand.

It is very important that both SCAE and its chapters adhere to a very strict non-endorsement policy whereby we do not promote a particular member’s product or service, except where a sponsorship agreement is in place. This helps to preserve the integrity of the SCAE brand.

All SCAE Chapter websites are linked from the main SCAE website. If you notice any information, such as contact details or website links are ineffectual, please contact marketing@scae.com for assistance.

OUR BRAND REPRESENTS OUR ORGANISATION. IT UNIFIES US AROUND THE WORLD AND TELLS PEOPLE WHO WE ARE AND WHAT WE REPRESENT.

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GLOSSARY/

AST Authorised SCAE Trainer

BGE Barista Guild of Europe

NB National Body

NBW National Body Workshop

NC National Coordinator

National Chapter A group of at least 20 SCAE members (including 3 commercial members) who live/operate in the same country or region

National Committee A group of 5 or less elected committee members made up of National Coordinator, Membership Coordinator, Education Coordinator, Communication Coordinator and Events Coordinator

SCAE Speciality Coffee Association of Europe

WBC World Barista Championship

WBrC World Brewers Cup

WCE World Coffee Events

WCEP World Competitions Education Programme

WCIC World Cezve/Ibrik Championship

WCIGS World Coffee in Good Spirits

WCRC World Coffee Roasting

WCT World Cup Tasters

WLAC World Latte Art

7OUR BRAND/ 8

USEFULCONTACTS/

ADDRESS/ SCAE, Oak Lodge Farm, Leighams Road, Chelmsford, Essex. CM3 4HF United Kingdom

PHONE/ +44 (0) 1245 42 60 60

EMAILS/ MEMBERSHIP membership@scae.com EDUCATION education@scae.com EVENTS events@scae.com MARKETING marketing@scae.com

WEBSITE/ www.scae.com

SOCIAL MEDIA/ Search ‘SCAE Community’ on Facebook, Twitter, Instagram, Pinterest, LinkedIn and YouTube.

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