How to start a PTPI Chapter

People to People International (PTPI) has promoted international understanding for almost 50 years. Chapters are the backbone of the organization. Below, you find a guide on how to start a chapter and information about the structure and responsibilities of PTPI chapters.

Chapters – What is a chapter?

The foundation of People to People International (PTPI) is its network of chapters. They are volunteer organizations consisting of at least 10 people. The chapters are responsible for their own programs and finances which makes them very independent. PTPI World Headquarters issues charters as proof of an established chapter.

There are three types of chapters, depending on the age structure of the members. You can download start-up sets for each chapter type.

Programs – What does a chapter do?

There are a variety of programs that a PTPI chapter may be involved in. See below for a list of possible programs.

Finances of a chapter

Chapters handle their own finances. Chapters finance their activities by collecting membership dues, fees for programs (i.e. local events or offering homestay to international visitors), donations and through fundraising. PTPI staff assists chapters with project ideas, in seeking partnerships, and when applying for financial support.

Chapters set membership dues depending on local needs. Of the dues, they pay five dollar per member per year to PTPI’s European Council. For members of student and university chapters the fee is also five dollar.

Basic requirements to organize a chapter

The following steps are necessary in order to start a PTPI chapter:

• Find a minimum of ten members.
• Elect at least four officers.
• Accept the Chapter By-laws of PTPI.
• Decide on chapter activities.
• Pay membership dues.

To apply for a chapter charter, you need to prepare the following documents:

• Chapter charter application including the list of officers.
• A list of chapter members with addresses and if possible e-mail address, phone number and date of birth
• A statement of the projected activities intended to be undertaken by the chapter.
• Signed copy of the PTPI Chapter By-laws.
• Assign a campus advisor (university chapter)
• An endorsement letter from the college or university President (university chapter)
• Assign an adult advisor (student chapter)

The application should be submitted to PTPI. If the application is approved, PTPI World Headquarters will issue a charter to the chapter.

Structure of PTPI in Europe

All European PTPI chapters together form PTPI’s European Council, also called People to People Europe (PTPE).

The annual meeting of PTPI’s European Council is called the European Conference. All European PTPI members and non-members interested in PTPI may attend this conference.

Each chapter may have one member on the European Representative Board. The European Representative Board elects the five members of the European Executive Committee during the European Conference. The European Executive Committee coordinates the activities of PTPI’s European Council.

PTPI’s European Office assists, the European Executive Committee as well as the chapters and members.

Chapter officers

The chapter members elect chapter officers. Each chapter shall have at least a president, vice president, secretary and treasurer. These officers should oversee the chapter activities and any committees within the chapter. A youth coordinator and an officer for resource development are also recommended.

The chapter officers make up the executive committee and/or board of the chapter. The board should meet no less than four times a year.

The officers shall be elected at least every other year. The president and vice president shall not serve more than two consecutive terms. At each change of officers, either permanent or interim, a list of the officers shall be sent to PTPI.

Meetings

A chapter shall have regular meetings with an agenda or order of business. There should be at least six chapter meetings or events per year. It is possible to combine the actual discussion of the agenda with social events. Failure to hold regular meetings may cause revocation of a chapter’s charter by PTPI World Headquarters.

Minutes shall be written for all regular meetings of the chapter and of all meetings of the executive committee/board. They shall be kept on permanent file. Copies shall be sent to PTPI.

Annual Report

Each chapter president is responsible for submitting an annual report to PTPI each year. If a new chapter president is elected, the report is the responsibility of the outgoing president and will be submitted at the time of the change of officers.

Payment

Each chapter collects the membership fees and pays five dollar/member and year. Please contact PTPI’s European Office for more information.

How to get started

Contact friends, community leaders and others you believe would be interested in forming a chapter. Seek out a core group of at least ten people.

Hold a planning/organizational meeting of your core group. Elect officers and decide on a name for the chapter. Set programs and membership goals for the first year.

Submit your application to PTPI European office. And then, enjoy the satisfaction and friendships which your new PTPI chapter will provide!!

Suggested PTPI Chapter Programs

Below is a list of possible programs that community chapters can do. They are only suggestions and chapters may decide to do other programs if they wish. We recommend to organize at least one activity of each category each year.

International & Cultural Program Ideas

• Host guests participating in the International Visitors Program (Homestay Program)
• Host an event or dinner for international visitors
• Intercultural Exchanges—a delegation from your chapter visits another chapter and they visit you in return
• Artistic Program—work with a local artist who shares the PTPI mission or recommend an artist to participate in the Worldwide Conference or Global Youth Forum
• Chapter presentations on international affairs, cultures and travel
• Host a participant in the Meet the Diplomats Program
• Host or participate in the annual European Conference
• Meet with groups and associations of local minorities or immigrants and organize joint events

Membership Program Ideas

• Create a Chapter Newsletter or Webpage
• Hold chapter meetings or dinners featuring a PTPI activity and planning future events
• Sponsor or co-sponsor local community events that increase international understanding
• Provide assistance and support to projects organized by other chapters
• Network with chapters worldwide (sister chapters) and with local organizations of similar purpose
• Send a delegation to the Worldwide Conference
• Sponsor a student participating in the Global Youth Forum
• Hold a membership drive to increase the number of chapter members
• Organize an information evening for non-members and inform on local and international PTPI programs

Humanitarian Program Ideas

• Participate in a Sister Chapter Project with a humanitarian theme
• Organize a visit to a local old people’s home / orphanage / hospital
• Host an Operation International Children Event or fundraiser
• Raise awareness of the PTPI Global Landmine Initiative
• Educational and Youth Program Ideas
• Create a student exchange project
• Organize a summer camp
• Offer an internship position or promote the internship program in PTPI’s European Office
• Introduce foreign students at local colleges/universities
• Participate in the Language Ambassador Program by hosting or sending a language teacher
• Organize or participate in seminars, training sessions and workshops with an international focus
• Promote the School and Classroom Program in local schools
• Contact local universities and schools to inform on PTPI student and university chapters