Guild Program Chair
What is the Purpose
The Guild Program Chair is responsible for providing interesting and educational speakers for the monthly Guild meetings.
Who is Involved
The one person is appointed by the Guild President with assistance from the Guild Programs Coordinator.
What are the Tasks
Arrange a 30-45 minute program followed by a 15 minute question and answer period for each monthly Guild meeting. (Note: The December meeting is the Holiday Gathering and the Chair of that event arranges the program.)
Submit a proposed budget to the Guild Treasurer.
Ask the Guild President to reserve Steele Auditorium with the Customer Relations Manager for the monthly Guild meetings.
Consult sources for program suggestions.
- review reports from previous years for program/speaker possibilities;
- solicit suggestions from the Guild President, President-Elect, and Community Programs Coordinator;
- solicit suggestions from the Educational Services Manager, Director of American Indian Relations, the Director of Interpretation, and the Curatorial staff; and
- solicit suggestions from Guild members.
Contact possible speakers to discuss dates, topics, honorarium, and travel reimbursement (if out of the city). Honoraria are up to $150 and the typical travel reimbursement is $50. Museum staff members who are invited to speak do not receive an honorarium.
Confirm arrangements, in writing, with those speakers who accept.
- confirm the date, topic, honorarium, and travel reimbursement (if any).
- ask for biographical information to be used for promotions and introductions.
Determine the type of presentation, i.e., slides, DVD, Power Point, and determine the speaker’s equipment needs, i.e., microphone, projector, screen, display tables, etc.
Communicate equipment and set up needs to the Museum’s Customer Relations Manager.
Advertise upcoming programs in the Artifacts and at the Guild meetings.
Introduce speaker at each Guild meeting.
Arrange to meet with speaker after the presentation. Luncheon arrangements are optional but, if the speaker is taken to lunch, the Guild pays for the speaker and the Chair.
Write a thank you note or send an e-mail thanking each speaker for their presentation.
Send vouchers for all expenses to the Guild Treasurer for payment.
What is the Suggested Time Line
June/July
Review sources for possible speakers. Meet with key staff and Guild members for suggestions. Some speakers may be coordinated with upcoming events and/or exhibits.
Begin contacting possible speakers about topics, dates, and arrangements. The “Featured Artist” for the Indian Fair & Market has traditionally been the speaker for the December Guild meeting.
Submit a budget to the Guild Treasurer.
July/August
See that Steele Auditorium is reserved for the monthly meetings.
Inform the Director of Marketing about any up-coming programs which can be included in Earthsong.
September through April
Submit an article to Artifacts talking about next month’s speaker and encouraging members (and their guests) to attend.
Send speaker’s equipment needs to the Museum’s Customer Relations Manager.
Make out a payment voucher by the Friday before each Guild meeting. The Treasurer will give the Chair the check to be presented to the speaker at the end of each presentation.
Submit a payment voucher for the lunch expense (with receipt attached) to the Treasurer for reimbursement.
Write a thank you note to the speaker for their presentation.