Staff Appreciation Lunch Committee

What is the Purpose

The Staff Appreciation Lunch Committee is responsible for organizing and serving a pot-luck luncheon for members of the Heard Museum staff.

Who is Involved

The Chair of the Staff Appreciation Lunch Committee is appointed by the Guild President with assistance from the Guild Programs Coordinator.  The Chair, in turn, recruits a committee of 6-8 volunteers to help set-up, serve, and clean-up after the luncheon.

What are the Tasks

Prepare and submit a budget to the Guild Treasurer.

Reserve the room and set-up for the event.  Typically, the lunch is held in Monte Vista.  The set-up includes covered tables for a serving line and 8-10 covered rounds with chairs for guests.

Recruit committee members to help set up, serve, and clean up after the event.

Secure food supplies sufficient to serve 75-85 people by;

• soliciting food donations from the Guild membership;
• purchasing food items needed to supplement the donated food items.

Obtain the cold beverages from Arcadia Farms and ask the Chair of Hospitality to prepare and serve the hot beverages.

Purchase paper and plastic serving utensils or use the supply in the Guild’s kitchen storage.

Purchase or create decorations for the serving and dining tables.

Supervise the receiving, storing, and serving of food as well as the clean up after the event.

• Cold dishes may be stored in the refrigerators in the Monte Vista kitchen and/or the staff lounge.
• Hot dishes may be reheated in the staff lounge Microwave oven.  (Note: Hot dishes received in metal containers cannot be reheated in the microwave.)
• Committee members should bring the extra bowls and utensils needed for serving.

Assign committee members.

• Two members to greet the staff and count the number attending.
• Two members to work at the beverage table.
• Two members to work in the kitchen, heating food, etc.
• Two members to work at the serving tables.

Acknowledge, by thank you note or other means, appreciation for the work done by the volunteers and the donations made by Guild members.     

Attend the Notebook Turnover Meeting in early May and submit, in quadruplicate, the annual Staff Appreciation Lunch Committee Report using the Sample Committee Report Format as a guide.  These reports will be distributed to the incoming Staff Appreciation Lunch 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

August

Submit a budget to the Guild Treasurer.

October

Begin recruiting volunteers.
Solicit food donations.
Reserve room and set up for the event.

November

Confirm donor and volunteer commitments. 
Purchase necessary food and supplies.
Supervise the receiving, storing, and serving of food at the event.
Supervise clean up after the event.

May

Attend the Notebook Turnover Meeting.
Submit notebook and four copies of the Staff Appreciation Lunch Committee Report at the Turnover Meeting.