New Chapter Orientation

Report
US LACROSSE CHAPTER
ORIENTATION
AGENDA
• Introduction to Chapters
• Chapter Board Roles & Responsibilities
• Chapter Certification & Participation Report
• Constituent Support Budget Process
• Chapter Grant Program
• Board Operations & Communication
WHO IS US LACROSSE?
•
Largest, all-encompassing resource for lacrosse knowledge.
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Founded in 1998 as the National Governing Body of men’s, women’s and youth lacrosse.
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Largest lacrosse organization in the world, focused primarily on youth (U19) lacrosse, education,
safety , experience of play and opportunities for all.
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Volunteer-based organization - national board of directors and executive committee with equal
representation from the men’s, women’s and youth games.
•
Headquarters is located in Baltimore, Md., with a staff of more than 80, plus over 300 volunteers and
interns.
•
US Lacrosse has a network of 67 chapters covering 45 states, committed to developing and promoting
the game starting at the grassroots level.

501 (c) (3) not-for-profit organization relies on membership dues, annual giving grants, endowments
and sponsorships to achieve organizational mission and vision.
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Membership base grown to 425,000+ in 2013.
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For more information about US Lacrosse’s organizational structure, board of directors, staff directory,
and strategic plan, please visit http://www.uslacrosse.org/about-us-lacrosse.aspx.
MISSION AND VISION OF
US LACROSSE
OUR MISSION
US Lacrosse is the national governing body of lacrosse. Through responsive and effective
leadership, US Lacrosse strives to provide programs and services to inspire participation
while protecting the integrity of the sport.
OUR VISION
We envision a future which offers people everywhere the opportunity to discover, learn,
participate in, enjoy and ultimately embrace the shared passion of the lacrosse experience
WHAT IS A CHAPTER?
• A US Lacrosse Chapter is an extension of US Lacrosse.
• A Chapter shares the same DNA as US Lacrosse, Inc.
• Chapters are (typically) seen as a volunteer led
extension of USL and its 501c3 charitable status sharing
local responsibility for serving the lacrosse community.
• The Chapter Network (currently 67 chapters
nationwide) extends the national USL brand to the local
communities it serves.
• US Lacrosse values the dedicated army of volunteers
who represent the organization in a professional,
unbiased and selfless manner in the local communities.
WHAT IS THE PURPOSE OF A
US LACROSSE CHAPTER?
US Lacrosse Chapters exist to serve players,
parents, coaches, officials, program
administrators, leagues, members and fans in
a given geographic region in the United States.
WHAT ARE THE PRIMARY RESPONSIBILITIES
OF US LACROSSE CHAPTER?
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Implement US Lacrosse National Standards (e.g. Youth Rules & Best Practices),
and be the delivery mechanism for programs (CEP, OEP, & PCA), and services
(Grants, Education & Training) to all constituents in the given geographic
region.
Deploy local and national lacrosse news and communications to all
constituents.
Attract, train and retain quality volunteers for local chapter and national
service.
Maintain comprehensive organizational capacity capable of remaining fully
compliant with all US Lacrosse governance.
Being fiscally responsible to the constituents with US Lacrosse funds and those
funds self-generated through tournaments, events, local fundraising and
sponsorships.
Create and operate its own programs, services and events in accordance with
the US Lacrosse mission, vision and the Chapter Agreement.
Be seen as the unbiased support system for all lacrosse constituents in the
geographic region.
WHAT ARE THE VALUES OF A US
LACROSSE CHAPTER?
The success of USL Chapters will be directly related to the value they provide their local lacrosse
community and constituent organizations. USL Chapters will strive to reflect the following values in
order to most effectively support the vision and mission of US Lacrosse:
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Service – Serve all constituents and constituent organizations in the geographic region.
Transparency – Operate with openness and integrity fostering greater constituent support.
Collaboration and Engagement – Conduct outreach that produces positive and productive
relationships that serve to advance the sport.
Excellence – Advance Quality in all organizational processes driving success in the
organization.
Responsible Growth - Expand opportunities for all constituents in the community
Accountability – Provide good stewardship of resources
Results Driven - Measure and Monitor results while maximizing resources.
US REGIONAL BREAKDOWN
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US Lacrosse is represented by 67 regional chapters serving 45 states throughout the
country.
Chapters are divided into the following regions:
1.
2.
3.
4.
5.
6.
7.
8.
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Pacific (9 chapters)
Mountain (5 chapters)
North Central (1 chapter)
South Central (7 chapters)
Great Lakes (8 chapters)
South East (9 chapters)
Mid-Atlantic (16 chapters)
North East (12 chapters)
Each chapter has an Executive Board that works with USL National
The establishment of Chapters is designed to unite lacrosse enthusiasts within a given
geographic region to advance the objectives of US Lacrosse.
For more information and a full listing of chapters, please click HERE.
REGIONAL SUPPORT
Managing Director
of Membership and Regional
Development
Director of Regional
Development
Associate Director of
Western Regional
Development
Associate Director of
Eastern Regional
Development
Group/League
Manager
Chapters
Relations
Associate
Pacific
Regional
Manager
South Central
Regional
Manager
Northeast
Regional
Manager
Membership
Manager
REGIONAL STAFF CORE RESPONSIBILITIES
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Work with Chapters within their regions to develop an annual plan and budget
that meets the newly established benchmarks and compliance documents as
outlined in the Chapter Agreement
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Deploy USL programs and services to support the groups/leagues in Chapter
Build organizational capacity of local board as defined by the Chapter Agreement
Deploy broad constituent communication
Recruiting and developing quality volunteers
•
Drive National USL Standards to the local level utilizing the Chapters as the
“distribution points” for programs and services to support local groups and
leagues
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Responsible for understanding all of the constraints and blockages on the
regional level to driving adoption of standards and to assist both National,
Chapters and Leagues in dissolving constraints.
REGIONAL DEVELOPMENT STAFF
Sara Noon
[email protected]
Managing Director of Membership and Regional Development
Steve Kirr
[email protected]
Director of Regional Development
SARA NOON
Managing Director,
Membership
STEPHEN KIRR
Director, Regional
Development
Michael Cochran
[email protected]
Associate Director of Eastern Regional Development
Assoc. Director of Eastern
Regional Development
Lindsay Comodore
[email protected]
Associate Director of Western Regional Development
Assoc. Director of Western
Regional Development
Ashleigh Logan
[email protected]
Chapter Relations Associate
Rob Lord
[email protected]
North East Regional Manager
MICHAEL COCHRAN
LINDSAY COMODORE
ASHLEIGH LOGAN
Chapter Relations
Associate
ROB LORD
North East
Regional Manager
CHAPTER BOARD ROLES AND
RESPONSIBILITIES
OVERALL CHAPTER JOB
RESPONSIBILITIES
• Submitting all certification documents to US Lacrosse by May
31st each year
• Submitting a budget to US Lacrosse on September 1st each year
in order to receive funding the following year
• Hosting a Constituent Support Budget Meeting once per year
• Execution of the Chapter Agreement
• Adoption of the US Lacrosse Chapter By-Laws
• Attending up to 2 Regional Meetings per year
• Holding at least 6 chapter board meetings per year
• Act as the local representative and resource for constituents in
the designated area
EXECUTIVE BOARD
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President
Vice President
Secretary
Treasurer
• What follows are the primary positional responsibilities, please refer to
the Chapter Board Descriptions for more information
PRESIDENT
– Leadership
– Communication
– Fiscal Responsibility
– Governance
•
Detailed explanation found behind tab 3
VICE PRESIDENT
 Have general knowledge of US Lacrosse operations.
 Preside over all meetings and calls of the chapter when the
President cannot be present.
 Take over the responsibilities of the president when
necessary.
 Ensure the chapter is in compliance with US Lacrosse at all
times.
• Assist in delegating specific responsibilities to chapter
board members to ensure activity
SECRETARY
• Draft agenda for meetings and calls based on chapter
activities.
• Inform USL of any chapter board member changes &
keep updated roster
• Coordinate meetings and calls alongside the president.
• Take minutes of all meetings and calls and send to
website coordinator to post on the chapter website.
TREASURER
• Assist the Chapter in keeping to a Calendar Fiscal year (Jan
1- Dec 31)
• Produce financial statements, income statement & Balance
sheet
• Reconcile Chapter bank accounts monthly
• Prepare the tax returns, both federal and, as required, local
tax returns on an annual basis.
• Abide by all US Lacrosse and non-profit regulations for
book keeping, filing and financial procedures.
BOARD POSITIONS
Coaching Education Coordinator
Officials Representative
Umpires Representative
Events Coordinator
Diversity Representative
Communications & Website
Manager
• Fundraising Coordinator
• Marketing/Membership
Representative
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• Sportsmanship Coordinator
• Youth Representatives
• Middle and High School
Representatives
• Chapter Teams Coordinator
• Hall of Fame Coordinator
• Program & Grant Coordinator
• IRS Specialist/ Legal Counsel
CHAPTER CERTIFICATION &
PARTICIPATION REPORT
CHAPTER CERTIFICATION
Documents required to be submitted annually to remain certified &
receive USL funding.
CERTIFICATION DOCUMENTS
Updated Annually
Due 5/31
Chapter Agreement
Signed by Chapter President
Due 5/31
Chapter By-Laws
Signed by Chapter President
Due 5/31
CES Recommendation
Signed by Chapter President
Due 5/31
Completed by ALL board members
Due 5/31
D&O Insurance
Renewed Annually
Due 5/31
Financial Summary
Submitted Annually
Due 5/31
Filing/Request Extension by 5/15
Due 5/31
Submitted Annually
Due 11/30
Board Roster
Conflict of Interest Policy
Tax Filing Documentation
Participation Report
USL Covers
CHAPTER CERTIFICATION
WHY DO WE HAVE TO DO CHAPTER CERTIFICATION?
A. Ashleigh loves paperwork
B. Chapters have too much time on their hands
C. To protect US Lacrosse’s 501c3 status
CHAPTER CERTIFICATION
WHERE DO I FIND & SUBMIT THESE DOCUMENTS?
https://sites.google.com/a/uslacrosse.org/chapter-certification/home
Please reach out to Ashleigh ([email protected]) for your chapter’s access information.
PARTICIPATION REPORT
WHAT IS THE PARTICIPATION REPORT?
• Chapters submit the number of youth & high school lacrosse
participants by program in their chapter footprint using an excel
template provided by USL.
• US Lacrosse only has membership numbers, but relies on chapters to
supply total participation numbers (including member & non-member
programs).
• Completed Participation Report is due to USL by November 30th of
each year.
PARTICIPATION REPORT
WHY DO WE HAVE TO DO THE PARTICIPATION
REPORT?
• USL’s Communications Department compiles a nationwide report to
track the growth of the game across the country.
• USL’s Membership Department tracks market penetration per chapter
and prospects non-member groups.
• The nationwide Participation Report is routinely used by athletic
departments, school districts and other governing associations to help
make decisions regarding their sponsorship of the sport.
Past Participation Reports: http://www.uslacrosse.org/about-the-sport/participation-survey.aspx
CONSTITUENT SUPPORT
BUDGET (CSB) PROCESS
OLD FUNDING MODEL
US Lacrosse sent “rebates” to chapters based entirely on the
number of members they had in their area.
Cons:
• Developing areas were trapped in a cycle
• Developed areas with poor or inefficient chapter leadership
were being sent tens of thousands of dollars
• Chapters received funding regardless of whether their
initiatives benefitted lacrosse in their area
• Chapters not incentivized to plan, budget or strategize
Bottom Line: Not a responsible or effective use of USL $$
NEW FUNDING MODEL
The Chapter Effectiveness Subcommittee, (composed entirely
of Chapter Leaders from around the country and USL staff),
developed the Constituent Support Budget, and its
accompanying process.
Constituent Support Budget = CSB
WHAT IS THE CONSTITUENT
SUPPORT BUDGET?
The Constituent Support Budget (CSB) is a form budget,
submitted by every chapter, outlining their strategic priorities
and operational initiatives for the coming year.
The budget is broken into four strategic priorities:
1.
2.
3.
4.
Deploy Programs & Services
Broad Constituent Communication
Recruit, Train, and Retain Quality Volunteers
Build Organizational Capacity
(Serve)
(Communicate)
(Cultivate Leaders)
(Strengthen Infrastructure)
“WHO, OR WHAT, ARE MY CONSTITUENTS?”
Players
Potential Players
Coaches
Officials
US Lacrosse members
Non US Lacrosse members
Parents
Leagues
Officials’ Associations
Coaches’ Associations
Events/Tournaments
Club Teams
High School Associations
Constituent?
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
“WHO, OR WHAT, ARE MY CONSTITUENTS?”
Players
Potential Players
Coaches
Officials
US Lacrosse members
Non US Lacrosse members
Parents
Leagues
Officials’ Associations
Coaches’ Associations
Events/Tournaments
Club Teams
High School Associations
Constituent?
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
WHAT IS THE CONSTITUENT
SUPPORT BUDGET?
THE CSB PROCESS HAS 3 STEPS:
1. Board Self-Evaluation
– Talk to each other – “How are we doing?”
2. Constituent Meeting
– Hear from your Constituents – “How can we help?”
3. Create a 2015 Budget
– Combine steps 1 and 2 – “What should we do?”
CONSTITUENT SUPPORT BUDGET PROCESS
US Lacrosse
Priorities
Constituentdefined needs
Board Passions
Constituent
Support
Budget
KEY TENETS OF THE CSB PROCESS
• …That you’re listening to your constituents
• …That you’re organized as a board
• …That you’re doing. A planned budget fights inaction.
• Remember: US Lacrosse staff, volunteers, chapters and
chapter leaders are stewards of our members’ money.
– It is our responsibility to use it responsibly
REGIONAL MEETINGS
We host three regional meetings for our chapters, (one west, one
central, one east). Each chapter president and treasurer brings
their planned budget for the following year.
The regional meetings provide an opportunity to…
– Connect with other chapters and chapter leaders
– Find shared initiatives with neighboring chapters for opportunities to
collaborate
– Compare budgets
• “You spend $X on hosting a Coaches’ clinic?!? We spend $Y. How do you do that?”
Final budgets are due two weeks after the regional meetings
ABOUT CSB 2013-2014
• The CSB Process helped us give MORE to our chapters in 2014.
Armed with specific initiatives our chapters were pursuing
and a mechanism for accountability, the Regional Development
staff successfully secured increased funding for the chapter
network.
– In 2013, US Lacrosse invested $525,000 into the chapters through the
old, “rebate” model.
– In 2014, US Lacrosse will invest $650,000 into the chapters.
Help us help you!
HOW THE ALLOCATION WORKS
• Every certified chapter receives a minimum of $2,500.
• Your Constituent Support Budgets are evaluated to determine
how much additional funding you will receive.
• Q: “How do we account for unexpected expenses, new but
necessary initiatives, and other unplanned chapter
operations?”
• Great question! – A: Chapter Grant Program.
CHAPTER GRANT PROGRAM
CHAPTER GRANT PROGRAM
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US Lacrosse annually provides grants to its chapters in order to assist with the
funding of programs and services to support the growth of the sport in local
areas.
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The number of grants awarded and the amounts awarded depend on how many applications are
submitted and the actual programs for which they are funding.
Chapters must submit a Grant Application in order to be awarded
Only 100% compliant chapters are eligible to apply
Follow Up Forms are required after the use of funds.
Application Periods in 2014 are:
OPEN
DUE
AWARDED
February 15th
March 15th
April 15th
July 15th
August 15th
September 15th
For more information and to read about past awarded grants, please click
HERE.
USL Contact: Ashleigh Logan ([email protected])
CHAPTER RECOGNITION
PROGRAM
CHAPTER RECOGNITION PROGRAM
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US Lacrosse recognizes the hard work of local US Lacrosse chapters through the Chapter
Recognition Program. This program is designed to recognize chapters for their outstanding
performance in fulfilling US Lacrosse’s mission to provide programs and services to inspire
participation while preserving the integrity of the sport.
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This award is granted quarterly and the awarded chapter receives a certificate, outreach
via several USL channels of communication and grant funding.
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Chapters are nominated by the Regional Development Department and staff at USL, then
contacted for an interview.
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The awardee is selected by vote of the chapters’ committee after reviewing recent and
upcoming activities of the chapter, compliance status as well as long term goals.
For more information, and to read about past awarded chapters, please click HERE.
USL Contact: Ashleigh Logan ([email protected])
BOARD OPERATIONS &
COMMUNICATION
RUNNING AN EFFECTIVE BOARD MEETING
Board Meetings Matter
• Chapter is only as effective as its board
• Board meetings are key to effectiveness
• Professional meetings build professional organization
RUNNING AN EFFECTIVE BOARD MEETING
Prepare for the Meeting
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Set date/time for next meeting, at end of current meeting
Send invitation two weeks before meeting
Require written confirmation
Track responses
Call non-respondents
Text call-in info one hour before meeting
RUNNING AN EFFECTIVE BOARD MEETING
Set a Robust Agenda
• Send agenda with every meeting reminder
– Assign responsibility for every item
– Include supporting documents
• Encourage additions
• Circulate revised agenda two days before meeting
• Do a preliminary call with exec committee and/or
participating board members
RUNNING AN EFFECTIVE BOARD MEETING
Meeting Sequence
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Call meeting to order
Roll call
Approval of minutes
Reports from
– Treasurer
– Nominating Committee
– Fundraising Committee
Web development
New business
Review decisions taken and action items
Set date/time of next meeting
Motion to adjourn
RUNNING AN EFFECTIVE BOARD MEETING
Rules of the Road
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Start on time
Be prepared
Be engaged
Mute your phone
President conducts the meeting
Adhere to the agenda
No private conversations
No soliloquies
Motions and votes required for all significant items
Minutes distributed within 48 hours
RUNNING AN EFFECTIVE BOARD MEETING
Biggest Challenges
• Committed volunteers
– Unexcused or frequent absences
• Dedicated and competent Exec Committee
• Delegation
• Committee development
• Board development
COMMUNICATION WITH USL
• We want to hear from you!
• We won’t know how effective of a chapter you are unless
you tell us about what you’re doing.
• We love questions! Please don’t hesitate to ask.
• Quarterly Calls- starting in 2014, we are asking all
chapters to have a call with their Associate Director at the
close of each quarter. Purpose of the call is simply to catch
up, see how things are going and see how US Lacrosse can
help your chapter accomplish their initiatives.
EXTERNAL CHAPTER EXPECTATIONS
1. Communication with Constituent
Organizations
2. Community Outreach
3. Constituent Support Budget Process
COMMUNICATION WITH
CONSTITUENT ORGANIZATIONS
To be effective, a US Lacrosse Chapter must have
continuous, open, two-way dialogue with the lacrosse
organizations it serves.
“What are you doing, how can we help?”
“Here’s what we’re doing…here’s how you can help.”
COMMUNITY OUTREACH
To be effective, a US Lacrosse Chapter must be a
communication center for lacrosse-related information in
its area, AND a disseminator of US Lacrosse national
standards and initiatives.
US Lacrosse provides each chapter with a website, membership
lists and email blast software to get the word out.
Mass communication is only one piece of the puzzle…chapter board
must serve as a connection point. Your knowledge is one resource,
but who you know is another.
MEMBERSHIP LIST REQUEST
US Lacrosse can provide you with a list of current USL Members in your
Chapter at any given point. We can also provide a listing of USL Members
by State.
• In order to request a listing, please contact Ashleigh Logan.
Please Remember:
US Lacrosse can only supply Membership List to the Chapter President or with
approval of the Chapter President to another executive board member
– All Membership Information is STRICTLY CONFIDENTIAL
– The Chapter can not provide any Membership Information to any third party
USL BRANDING
• Branding Guidelines:
– Please reference the below link for the USL Branding Guidelines for the US Lacrosse logo,
and the US Lacrosse Chapter Logos.
– US Lacrosse Branding Guidelines
– The Chapter can not provide the US Lacrosse logo to any third party vendor without first
obtaining the written approval by US Lacrosse.
• Banners:
– US Lacrosse can get a Chapter Banner, featuring your Chapter Logo produced for you. If
you need a Chapter Banner for an upcoming event, please contact Ashleigh at least 3
weeks prior to the event.
• Chapter Logo:
– If you need your Chapter Logo file (.jpg or .ia), please reach out to Ashleigh
E-MAIL BLASTS
US Lacrosse worked with What Counts to build a platform where
Chapters can create and send their own e-mail blasts to their
membership.
https://app7.publicaster.com/index.aspx?A=1
• Chapters draft content along with pictures
• Draft is sent to USL Staff for approval
• Staff sends to chapter’s membership once approved
• Full instructions and access information is available in your binder
• For assistance, please contact Ashleigh ([email protected])
Custom header is
prepopulated and
is hyperlinked to
chapter website
Content area for
chapter to
populate with
print.
Picture panel
extends down
the entire blast
to
accommodate
multiple
pictures.
E-MAIL BLASTS
CAN US LACROSSE BUILD THE BLAST FOR US?
US Lacrosse can send out an e-mail blast to your chapter members on your behalf
up to one time per month.
1.
2.
3.

Draft the content within a word document, pdf, e-mail, etc. Please include all artwork needed.
E-Mail content to Ashleigh Logan at least 1 week before it needs to be sent out
Ashleigh will build the e-mail blast within What Counts.
If you would also like to send the blast to surrounding chapters, please contact the other chapter
president first for their permission. You will need to e-mail the desired content, ask for their
approval, and then forward their approval to Ashleigh.
MEMBERSHIP BROCHURES
CUSTOMIZE A BROCHURE FOR YOUR CHAPTER TO TAKE TO EVENTS
MEMBERSHIP BROCHURES
HOW DO WE CUSTOMIZE A BROCHURE FOR OUR CHAPTER?
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Complete the CUSTOMIZED CHAPTER BROCHURE FORM
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Submit the form to Ashleigh via e-mail along with any chapter-specific photos you would
like to have on the front cover. Please make sure the selected photos are high quality.
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Ashleigh will work with US Lacrosse’s graphic design manager to update the template
with the submitted content.
•
Depending on the printing option you choose on the form, Ashleigh will either send you
the brochure PDF via e-mail that you can have printed locally, or our printer will ship the
brochures to you. Please note that chapters are responsible to cover the costs of
printing and shipping of the customized brochures. If you elect to have our printer
print the brochures, we will send you a quote before printing.
If you just want the general membership brochures, US Lacrosse will cover the printing
expenses, but please keep in mind that quantities are limited.
PROMOTIONAL ITEMS
US Lacrosse has partnered with Target Marketing to build a
website where Chapters can order promotional items and
branded apparel.
http://www.targetlogosonline.com/uslacrosse/
PROMOTIONAL ITEMS
HOW DO WE PLACE AN ORDER?
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Go to http://www.targetlogosonline.com/uslacrosse/
Log-In to your account
Select the item you’re interested in
Select the logo you want to personalize the item with (Primary Logo or Chapter Logo)
Indicate the Quantity you would like to order
Push “Add to Cart”
Review order, and select “Checkout”
Complete the necessary Billing and Shipping Information
Pay by Credit Card or elect to be Billed
Confirm Order
If you do not see the item that you are looking for, please visit
http://www.tmgcatalog.com/ to view Target Marketing’s full product catalog.
Any item not offered on the site, must be approved by USL before ordering.
CHAPTER WEBSITES
• US Lacrosse provides a website template to each chapter free of charge.
• Chapters can update and modify the template to fit the needs of their
chapter.
• It is very important to update and maintain the content found on your
chapter’s website to remain relevant to your constituents.
• Strong Chapter Websites: I’d encourage you to visit the below chapter
websites for new ideas/recommendations
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Hampton Roads
Washington
Northern California
Colorado
• Reach out to Ashleigh ([email protected]) for your chapters
website access information.
CHAPTER WEBSITES
Customizable Left
Navigation Panel
to add/delete
pages
CHAPTER WEBSITE MODULES
You can add
different
“modules”
within each page
to fit your needs.

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