Chapter Guidelines and Recommended Processes
All Local Chapters must have at least two (2) leaders with access to each of these key functional areas:
- banking transactions
- membership rosters
- websites administration
- chapter personal computer
- social media accounts.
Enabling two or more members of the chapter leadership team allows for activities to continue uninterrupted in case of the unexpected absence or loss of a key functional leader.
Robots scour websites comparing images around the world with copyrighted photos taken by professional photographers. If no fee is on file, the robot triggers a legal process that can claim $750 – $2,000 in damages to use the image – even if the site is taken down, copyright damage is done.
Newsletter and Web Editors must be sure that the owner of any photo being included in your chapter communication is duly owned and released for your specific publication that author or photographer. An authorization is a MUST HAVE for legal protection against a claim, especially if the newsletter is available on ANY website.
Some photographers accept giving them credit for free user. Others charge royalty fees to use the image AND also note the author’s name. So simply listing the author’s name may not be enough legal protection to publish that content.
NL-1.1 Always give credit to the photographer, unless there is no obligation listed such as “No attribution required for non-commercial use.”
NL-1.2. Look for free images at pixabay.com or unsplash.com, however if you or your chapter photographer take that pic, then YOU know it’s OK to use freely.
NL-1.3. Careful! Don’t select ‘sponsored stock’ as you will pay a fee to use that image or risk the copyright infringement from the originating photographer!
If in doubt of image ownership, DO NOT publish it in the newsletter.
CORPORATE STATUS
Local Chapters are required to obtain legal status as an entity. Between Canada and US legal regulations are different.
US corporations: 501(c)(7)
In the US, registering as a non-profit corporation – as a “social Social clubs MAY be exempt from US Internal Revenue Service federal income tax under IRC 501(a) as organizations described in IRS 501(c)(7) if they are “organized for pleasure, recreation, and other nonprofitable purposes.”
US corporations 501(c)(3)
This category is reserved for “Organizations described in section 501(c)(3) are commonly referred to as charitable organizations.” Organizations described in section 501(c)(3), other than testing for public safety organizations, are eligible to receive tax-deductible contributions organized for pleasure, recreation, and other nonprofitable purposes.”
TAX EXEMPT STATUS – Sales Tax vs. Donations.
Both 501(c)(7) and 501(c)(3) corporations may be recognized by states to NOT pay sales tax on certain products and services. This is managed by the governing tax rules by state.
The US Internal Revenue Service (IRS) “tax exempt” to receive donations AND allow the donor to deduct the value from personal or corporate taxes. and is completely separate from filing for corporate status. These are two different transactions and exempt statuses.
A. Local Chapters may apply to the to be exempt from sales tax within a state.
B. Obtaining tax exempt status for donations which may then be eligible for a exemption to the donor. In the past, The filing process has been long and the $1,400 fees have been long and high, frequently being denied unless the chapter is a 501(c)(3) status. Additional reporting to the IRS is required for 501(c)(3) corporations.
Recommended Facebook Guidelines for PTWW Chapters to Use
1-7-2025
NOTE: Although not mandatory, these recommended guidelines reflect many of the “Best Practices” guidelines used by PTWW Chapters and other organizations in order to foster civil discourse, promote their Chapter and increase membership, minimize upkeep, and help to avoid sometimes very serious problems. Since each Chapter is different, they may be modified if needed to fit the Chapter’s unique needs. We strongly recommend that they also be “prominently and permanently posted” on their Chapter’s Main Facebook Page for all to see. For your questions or comments, please contact us at facebook@ptww.org .
Guidelines for Our Facebook Users
Who this Facebook Page is for
This Prime Timer Facebook Page is Private and is meant for mature persons 21 and older who self-identify as gay or bisexual men, including gay or bisexual transgender men. It has been created to encourage positive and constructive discussions related to topics and events of interest to Prime Timer members. Posts and comments made here are reviewed by our Facebook Page Moderators before they are posted and are subject to these guidelines. Posts and comments that do not comply will be removed, and abusive members may be deleted from the group.
Be civil, courteous and kind – THINK before you post or reply
We’re here to create a welcoming, positive and safe space for everyone. Users are expected to treat each other with dignity and respect in all of their postings and comments. Healthy debates are natural, but civility and kindness is required.
Respect and protect everyone’s privacy
What’s shared in the group needs to stay in the group. No tagging, reposting of pictures or postings, nor exchange of personal information such as phone numbers or email address, etc.
No hate speech, trolling or bullying
Bullying, trolling, ethnic slurs, hate speech, personal insults, obscenities, degrading comments about race, religion, political affiliation, culture, sexual orientation, gender identity, content that contains extreme violence, or similar behavior is strictly prohibited. Deal with any and all personal issues in private – not on Facebook.
No advertising, promotions or spam
Any self-promotion, advertising, spam or irrelevant links are prohibited. They will be removed and may get you banned. Please also note that we are not a dating or a hook-up group.
No Political, Religious, Sexual or Excessively Frequent Postings
Since PrimeTimers® Worldwide is a 501(c)(3) nonprofit organization, all of its Chapters are required to remain non-political and non-sectarian. Posts or comments concerning religious or political issues are prohibited except to the extent that they directly impact the LGBTQ community. Content containing obscenity, sexual activity or any nudity showing genitals, buttocks, or female breasts is also prohibited. In addition, excessively frequent postings by the same person(s) may also be limited.
Page Monitoring, Adherence to Guidelines & Reporting Problems
Any posting or comment that does not comply with the above guidelines will either not be posted, or it will be removed if already posted. Furthermore, our Facebook Page Moderators are authorized to remove any content and/or delete any participants from this Facebook page.
If you have concerns about any post or comment on this Facebook site, please report it immediately by using the “Report Post to Group Admins” option. For Posts, just click on the three dots to the right of the author of the post; for Comments, click on the comment. Then click on the “Report to Group Admins” option. But do NOT report any post or comment to Facebook!
Facebook Recommendations for PTWW Chapters
1-7-2025
- ALL Chapters are encouraged:
- If they so choose, to have a PRIVATE Facebook Page to provide increased visibility for their Chapter and PTWW, and to help them recruit new members at no additional cost.
- To provide to PTWW for safekeeping, the current and any future updated Facebook password in order to provide access to their Facebook Page only in the event of an emergency situation and with the express permission of their Chapter’s leadership.
- IF a Chapter wishes to maintain or establish an ACTIVE PRESENCE on Facebook,
we recommend that it:- Be made PRIVATE
- Have PTWW-recommended User Guidelines prominently and permanently posted on the Home Page (These may be modified if needed to fit their Chapter’s needs.)
- Be Actively Moderated in accordance to those guidelines
- Be Actively Updated with current/recent Chapter-related postings
- IF a Chapter wishes to establish a PASSIVE PRESENCE on Facebook, (i.e. create a stationary/“maintenance-free” Facebook page solely for the purpose of advertising and recruiting members), we recommend that it:
- Be made PRIVATE, but do not allow ANY person to join that Facebook Page.
Instead, state on the Main Facebook Page that:
“We are not accepting new Facebook members at this time. However, if you want to learn more about Prime Timers or how to become a Chapter Member, please read the information below and then visit our Chapter’s Website at ______________ or email us at ___________.” - Also include on the Facebook Home Page the same basic Chapter-related information that is likely found on their Chapter’s web page, including a current and active link to both their Chapter’s and PTWW’s webpage, and their Chapter’s email address.
- Contact facebook@ptww.org for any questions related to taking this approach.
- Be made PRIVATE, but do not allow ANY person to join that Facebook Page.
- We DO NOT Recommend having any Public or Private Chapter Facebook Page which:
- Is seldom used or appears to be “abandoned”
- Is infrequently or never updated with current or recent Chapter-related postings
- Is NOT actively moderated or maintained, or has NO permanently posted User Guidelines if it is an ACTIVE PRESENCE Facebook Page
- IF a Chapter cannot or is unable to actively maintain or moderate their current Facebook page, we recommend transitioning it to become a PASSIVE PRESENCE Facebook Page. By doing so, it will still have continued visibility to help recruit new members, but it should require virtually no maintenance or upkeep. And their Chapter’s Facebook Page can always later be transitioned to become an ACTIVE PRESENCE Facebook Page if Chapters wish to do so.
Please Email Your Questions Related to These Recommendations to:
facebook@ptww.org
These “Facebook Recommendations for PTWW Chapters” were approved by
a vote of the PTWW Board of Directors on January 13, 2025
New changes in formatting and wording are in committee as of April 2024 to be proposed for a vote by Chapter Presidents after September this year.
Web-1.1 MEET US
Feature at least one regular, monthly event listed at a public venue to demonstrate your chapter is ongoing and open to “walk in” info seekers and members. A simple “Meet Us for Coffee” can work wonders in being available to interested men.
Web-1.2 WHAT WE DO
Your calendar of events and activity list signals a chapter operates year-round. Picnics, cards and table games, pool parties, walking groups, tours, and adventures show we do more than socialize at a dine out.
Web-2.0 CONTACT US and PRIVACY
Local chapters must protect member information to maintain privacy and trust in today’s world of technology.
W-2-1. DO NOT display personal telephone numbers or private e-mail addresses, unless pre-approved by that owner.
W-2.2 DO NOT identify individuals in photos, unless those pictured have agreed and signed off and agree to be published on the website.
- PTWW Chapter Logo Guidelines 1-MAR-24
Overview and Options In 2020, the PTWW Logo Refresh Project created a rainbow design with six colors and shades selected as the background for the Original PrimeTimers® Worldwide abbreviation letters “PTWW” along with description text. In light of this change to the PTWW logo, Prime Timer Chapters now have two basic choices regarding their Chapter logos:
- Since the handshake logo element is no longer required to be used by Chapters, some Chapters may choose to update their Chapter’s image by using a different logo, background, and/or design – providing that their new logo does not include design elements protected under copyright laws. These new Chapter logos can be created by using standard color offerings and font styles available from desktop publishing tools.
- Other Chapters may choose to continue using a handshake image as part of their Chapter logo.
a. Editing of the upper or lower description line to include the Chapter’s name: “Prime Timers City/Town” or “City/Town Prime Timers”
b. Editing of the lower description line to read “A Chapter of PrimeTimers® Worldwide.”
Note that PTWW does not provide complete design services directly to Local Chapters, although a list of freelance graphics artists can be provided by the PTWW Logo Team for more extensive Chapter logo design work.
Logo Design Considerations Many Chapters using the oval/handshake logo can simply substitute a rainbow color bar with their Chapter’s initials on it. Since most logos are primarily used for local newsletters, merchandise and banners, this should not pose a serious conflict of identity.
However, since a significant number of Chapters have identical Chapter initials, Chapters may wish to look at the logos of other Chapters to develop a unique and easily identifiable logo. Chapters using the rainbow color bar with their Chapter’s initials may wish to consider adding one or more additional logo differentiators:
- The upper description should have the full Chapter name above the rainbow color bar.
- Using a different rainbow color bar or similar design can also provide brand differentiation. (Although the original 1978 Pride flag had eight colors, other variations include from 6 to 12 colors, with more colors for LGBTQIA+ identifications. Pick one of those variations or create your own.)
- To ensure that your logo can be used for multiple purposes, make sure that your Chapter’s basic design can be easily read, even if it is as small as a lapel pin.
Additional Notes
- A file copy of each Chapter’s logo (or changes to that logo) is to be forwarded by the Chapter’s Secretary to the PTWW Secretary for archival and Web Tigers purposes, for use on the main PTWW website NewsDesk, and for news items posted by PTWW about Chapters.
- In addition, the Chapter’s current “Logo on File” will be tracked on the annual Chapter Profile update report.
- No pre-approval of a Chapter’s logo is required by PTWW.
- As long as a Chapter is in good standing and conducts itself in such a way that it will contribute to the good name of the Society, it may continue to be identified as “A Chapter of PrimeTimers® Worldwide.
Hosting Multi-Chapter Single-Day
PrimeTimers® Events
Nearly 90% of all current PTWW Chapters are located close enough to hold Multi-Chapter Single-Day Events with one or more nearby Prime Timer Chapters. This Handbook is for Chapters wanting to provide their members with the opportunity to meet, mingle and socialize with Members of nearby local Chapters in a fun and welcoming setting.
Advantages of Hosting Single-Day vs Multi-Day Events
Overall, Multi-Chapter Single-Day Events are simple, much easier to organize, and will benefit all participating Chapters and their members in ways not otherwise possible.
By contrast, Multi-Day Regional Events are typically much more complex and expensive, involving insurance fees, increased risks and liability, signing contracts for blocks of hotel rooms, feeding larger numbers of attendees and volunteers, and requiring more time, manpower and a larger initial financial outlay.
Who Are These Events For?
Participants include members from local and nearby Chapters, Independent members, and potential Chapter members guests. Anywhere between 20 to 100 total attendees might participate, which will ultimately increase Chapter visibility and encourage non-member attendees to become members.
FOUR TYPES of Multi-Chapter Single-Day Events
1. Event Hosted by a Single Chapter
This event is typically centered around a “signature” or other major activity of a Chapter. In this case, their Board decides to invite nearby Chapters to join in the fun. So, with sufficient advance notice, careful planning and required RSVPs by attendees, the hosting Chapter extends an invitation to welcome and include one or more neighboring Chapters to their city while handling most all of the logistics.
2. Event Hosted by Multiple Chapters
Multi-Chapter Single-Day Events are jointly planned and hosted by all Chapters involved. In this case, many of the steps to hosting are similar to a single Chapter event, but additional collaboration, communication and planning is required by all of the Chapters involved.
3. Hosting a “Meet In The Middle” Event
Chapters located at greater distances from each other can also collaborate to hold successful events by choosing a location, venue (or Chapter) located roughly halfway between the participating Chapters. By meeting halfway, participating Chapters can bring their members together who would otherwise have too far to travel for an easy one-day round-trip visit Examples of past or planned “Meet in the Middle” Chapter events include St. Louis and Kansas City, Edmonton and Calgary, and the Western and Eastern Montana Chapters.
4. Hosting a “One-Day PLUS+” Event
This is an option that can be “added-on” to any of the three previous types of Multi-Chapter Events. In this case, visiting attendees have the option to arrive a day early and/or stay a day after the event, provided that they make their own extra-day dining and overnight lodging arrangements.
This bonus option can be accomplished simply by providing participants with a list of several suitable and affordable hotels or motels and restaurants near the event venue. Hosts can also include several nearby sights or activities that might be of interest, being sure to include web links and phone numbers for all recommendations as a way of showing hospitality to their guests.
In addition, some Chapters have also scheduled an optional dinner and/or event on the evening before, and/or an optional brunch the day after their event to extend socializing opportunities for all participants. Other Chapters have also offered accommodations at host member homes. In all of these cases, having prior RSVPs from participants is essential.
Transportation
We recommend that Chapters encourage participants to carpool if driving to increase their socializing and shared experience opportunities, while also saving money by everyone pitching in to cover gas. In other cases, using train, bus or boat transportation can add to the overall fun experience.
Food and Beverages
Due to the nature of most all Single-Day Events, you will probably want to include a lunch-time meal. If not meeting at a restaurant or similar facility, you may choose to keep things simple and hassle-free. Perhaps, provide prepared sandwiches, pizza, or other easy to serve and eat food, along with bagged snacks, beverages (water, reg and diet soda, iced tea, etc.,) and dessert (cookies, sheet cake, etc.). Remember that some participants will have restricted diets (vegetarian, etc.) so plan accordingly. And if alcoholic beverages are allowed, we recommend having a BYOB policy in order to minimize potential liabilities for the participating Chapters.
Steps To a Successful Multi-Hosted Single-Day Multi-Chapter Event
Please note that some of these steps
do not apply to events hosted by a single Chapter.
- Contact invited Chapter Leaders at least 4 to 6 months in advance to minimize potential scheduling conflicts.
- Involve and keep in touch with all Chapters throughout the process – continuing collaboration is the key to success.
- Establish a mutual commitment to a date (preferably on a weekend) as well as a start and ending time that does NOT conflict with any important events or activities of any participating Chapter (or any other major activities or events in their area). For this same reason, do not schedule any Multi-Chapter Single-Day Event within 60 days before a Biennial PTWW Convention.
- Choose a location and/or venue that is accessible, has plenty of nearby parking, and is suitable and of sufficient size to accommodate the event. Potential venues include meeting rooms used by the Chapter, community meeting halls, a restaurant with a closed dining area (for privacy and noise control) or perhaps an outdoor pavilion that can provide suitable shelter in case of inclement weather.
- Establish a budget and decide what fee (if any) is to be charged to attendees in order to cover all costs related to the event: rental fees, food and beverages, paper products, name tags/badges, decorations, printing, signage, optional games, activities and prizes, insurance waivers or deposits (if needed), and all other expenses.
- Select an Event Treasurer to handle all event registrations, monies collected from attendees, receipts and reimbursements. Establish agreement in advance about what to do with excess proceeds from the event and also how to cover any budget deficits.
- Establish what person(s) from each Chapter will collect and keep accurate records of cash or credit card payments made in advance and/or at the event by their Chapter’s attendees, and then provide a name tag to act as their “paid receipt”.
- Develop a standard promotional announcement with a standardized registration form to be used by all Chapters to avoid any information omissions or confusion. The announcement should contain all important event details: name, purpose and brief description of the event, name of the hosting Chapter, day of week and date, start and end times, location/venue name and address, cost, payment method, RSVP deadline, where to send payment if pre-payment is required, and email address or web link for more information.
- Create and maintain a standardized RSVP/registration form to be used by all participating Chapters, and determine how and when this form will be distributed and the deadline for it to be returned (with payment).
- Announce the event to all potential participants multiple times, and add it to the Chapter calendars at least 90 days before the event.
- Determine which Chapter Members will be responsible for doing which task, and when and where they will be doing it:
- Reserve and confirm the meeting and/or restaurant space(s).
- Create and maintain a master database containing names and email addresses of RSVP participants (including those who have pre-paid).
- Recruit volunteers for early setup, and help during and after the event.
- Set up tables for quick and efficient on-site registration, payment and name badge distribution for paid attendees.
- Provide a pen and a very short optional half-page survey to each participant to be filled out and submitted before leaving to provide useful feedback for future gatherings.
- Set up the room (tables, chairs, PA/microphone, music (optional), placing alternating Chapter seating assignments “cards”, projector and screen, decorations, signage, entertainment.
- If not meeting at a restaurant, secure and set up the food, snacks, desserts, beverages and associated eating utensils (plates, napkins utensils, cups, etc.). If meeting at a restaurant, assign a person to ensure that all bills (including tips and beverages) have been paid in full.
- Prepare and coordinate interactive “mixer” activities that involve all attendees and encourage their one-on-one interactions.
- Take engaging and active (non-food) pictures throughout the event. Include them with articles written for Chapter and PTWW publication.
- Clean up and pack up after the event.
- Since the purpose of these events is to encourage members from different Chapters to talk and socialize with each other, jointly develop an event that encourages interactions between members of those Chapters. Some suggestions include:
- Arrange table seating to ensure that members of the same Chapter do not sit next to each other by using alternating designated Chapter seating assignments.
- A brief welcome greeting by Presidents of all participating Chapters
- Hold a short (20-30 minute) fun mixer activity that requires each attendee to personally talk and interact with every other attendee. One example is this: https://docs.google.com/document/d/1aa7Egp9sxkDGW-1reZ2TFONzV_uy5Kirm0gaPPQPlK8/edit?tab=t.0
- Serve Lunch (including beverages and dessert).
- Provide additional optional activities, entertainment or side trip to nearby attraction as appropriate.
- Acknowledgments, Thank Yous and Closing Remarks
- Collect all surveys.
After The Event
- Submit all receipts to the Event Treasurer to settle all debits and credits, disburse funds for overpayments, and secure funds to resolve financial issues.
- Share event photos among participating Chapters, and submit a short article for use by the Chapter and PTWW.
- Share, review and evaluate the short survey results; jointly discuss and develop recommendations for similar events in the future.
- Recommend Best Practices from lessons learned to PTWW Board.
- Jointly select the date, time and location for a Multi-Chapter Event next year.
Please Forward Any Suggestions or Comments to
president@ptww.org
_________________
This “Multi-Chapter Single-Day Event Manual” was approved by a vote of the PTWW Board of Directors on January 13, 2025