Guild Programs Committee

The Guild Programs Committee is responsible for providing interesting and educational speakers for the monthly Guild meetings. The Chair is appointed by the Guild President with assistance from the Guild Programs Coordinator. It helps to have Co-Chairs for this office to spell one another in case of absence.

If you are interested in volunteering for this committee, contact the Guild Meeting Programs Chair.

The Guild Programs Chair

  • Reports progress and problems to the Guild Programs Coordinator and attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Emails Programs Coordinator the first Friday of each month with updates.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers as well as invited speakers.
  • Sets up meetings and makes all necessary arrangements with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to the Guild Programs Coordinator.
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. Sens necessary changes to the Guild Programs Coordinator.
  • Submits the annual Committee report using the Sample Committee Report as a guide. Emails report in MS Word format to the Guild Programs Coordinator.
  • Attends the Note Turnover Meeting in the spring.

Tasks

  • Submit a proposed budget to the Guild Programs Coordinator.
  • 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 generally the Chair of that event arranges the program with the Indian Fair and Market Chair.)
  • Consult sources for program suggestions.
  • Review reports from previous years for program/speaker possibilities;
  • Solicit suggestions from: the Guild President, President-Elect, Guild Programs Coordinator; the Educational Services Manager, Director of American Indian Relations, the Director of Interpretation, and the Curatorial staff; and 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 for people living in Maricopa County. 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. and communicate equipment and set up needs to the Museum’s Event Sales Manager.
  • Prepare an article for Artifacts the month before each meeting announcing the topic, a little about the speaker and include the day, date, and timing.
  • Introduce speaker at each Guild meeting, serve as moderator for questions, if appropriate, and wind up the session by thanking the speaker and announcing the speaker for the next 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.
  • Have a check for the honorarium and travel, if appropriate, ready to give to the speaker the day of the meeting. Send vouchers for all expenses to the Guild Treasurer.
  • Email monthly to the Guild Programs Coordinator on the first Friday of every month for inclusion in the monthly report to the Board.

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 Programs Coordinator.

July/August

  • Submit budget to the Guild Programs Coordinator upon request.
  • See that Steele Auditorium is reserved for the monthly meetings.
  • Inform communication@heardguild.org about any upcoming programs that can be included in Earthsong. Email copy to the Guild Programs Coordinator.

September – April

  • Prepare an article for Artifacts about next month’s speaker and encouraging members (and their guests) to attend. Send article to communication@heardguild.org with copy to the Guild Programs Coordinator.
  • Send speaker’s equipment needs to the Museum’s Events Coordinator.
  • 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. Obtain honorarium and travel reimbursement checks from the Treasurer prior to the meeting.
  • Write a thank you note to the speaker for their presentation.

April

  • Review the Guild website description of job and Committee work for accuracy and consistency. Report any needed modifications to the Guild Programs Coordinator.

May

  • Submit the Annual Report and email in MS Word format to the Guild Programs Coordinator.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

 

rev 7/24/2014