Spring Luncheon Committee
What is the Purpose
The Spring Luncheon Committee is responsible for planning and supervising a spring social event to coincide with the Guild Annual Meeting.
Who is Involved
The Spring Luncheon Committee Chair is selected by the Guild President with assistance from the Coordinator of Guild Programs. The Chair, in turn, selects Co-Chairs for the Raffle & Silent Auction and recruits 3-4 volunteers to serve as committee members.
What are the Tasks
Secure a location and negotiate a contract between the site and the Guild to be signed by the Guild President or a designated representative.
Recruit and supervise committee members.
Select a menu (usually involves a tasting) and negotiate a per-person price for the event.
Plan theme, decorations, and table favors for the event.
Arrange entertainment (if any).
Verify that the Raffle & Auction Co-Chairs plan and carry out fund raising schemes, such as a raffle and a silent auction, to offset the ever increasing cost of the luncheon. Typically, this involves:
- soliciting raffle and silent auction donations from Guild members.
- soliciting raffle and silent auction donations from organizations, businesses, and other interested groups in the community.
Develop promotional flyers and RSVP invitations to be mailed with the March, April, and May issues of Artifacts.
Circulate reservation forms at the March and April Guild meetings.
Develop and print a program for the event.
Invite the Director of the Museum to fill a table with Trustees and/or others of his choice. Notify the Museum staff of the event. Determine who shall be non-paying guests. (The complimentary status usually applies to special dignitaries such as the Governor, Mayor, Senator, etc.)
Coordinate reservations and table assignments. Assign hosts or hostesses.
Submit all revenues to the Guild Treasurer within three to four days of their receipt.
Verify number of reservations with the luncheon location in accordance with the terms of the contract.
Submit all bills and vouchers, with receipts, for expenses to the Guild Treasurer for payment.
Acknowledge, by thank you note or other means, appreciation for the work done by the volunteers.
Attend the Notebook Turnover Meeting in early May and submit, in quadruplicate, the annual Spring Luncheon Committee Report using the Sample Committee Report Format as a guide. These reports will be distributed to the incoming Spring Luncheon Committee Chair; Guild Programs Coordinator; and President. One copy will be filed in the Museum’s Library and Archives.
What is the Suggested Time Line
October/November
Recruit volunteers at the Job Fair.
Seek and secure a location for the Spring Luncheon.
Initiate fund raising solicitations.
January
Plan theme, decorations, and table favors for the event.
Coordinate room set up and equipment needs for the luncheon, raffle, auction, and any entertainment with the location hosts.
Select menu and determine per-person price for the event.
Arrange entertainment (if any) for the event.
February
Develop printed material and RSVP invitations to be mailed with the March, April, and May issues of Artifacts.
March
Circulate reservation forms at the monthly Guild meeting.
Process reservations, making table assignments, and submitting monies received to the Guild Treasurer.
April
Circulate reservation forms at the monthly Guild meeting.
Have program designed and printed.
Obtain table favors.
Confirm room set up, menu, equipment needs, and entertainment (if any).
May
Oversee room and equipment set up.
Oversee table decorations and the distribution of programs and table favors.
Post hosts and/or hostesses.
Attend the Notebook Turnover Meeting.
Submit notebook and four copies of the Spring Luncheon Committee Annual Report for the turnover.