Heard Guild Explores Committee

This committee plans and provides interesting and educational speakers and day trips for Guild members and their guests monthly, escept for February, March, and December.

If you would like to volunteer for this committee, please contact the Heard Guild Explores Chair.

The Heard Guild Explores Chair is appointed by the Guild President with assistance from the Guild Programs Coordinator. The Chair may recruit others to assist as necessary.

The Heard Guild Explores Chair

  • Reports progress and problems to the Guild Programs Coordinator the first Friday of each month by email.
  • Attends meetings scheduled by the Coordinator.
  • Invites the Coordinator to all meetings. The Coordinator will attend when possible.
  • Schedules needed rooms for presentations with the Museum Events Coordinator. Arranges for set up and equipment required with Michael St. Peters.
  • Acknowledges in writing or by other means thanks for the work done by the volunteers.
  • At the end of the year, reviews the committee job description on the Guild website for accuracy and consistency. Reports necessary modifications to the Guild Programs Coordinator.
  • In late spring, submits the Annual Report to the Guild Programs Coordinator in MS Word format via email.

Tasks

  • Submit a proposed budget to the Guild Programs Coordinator.
  • Arrange a program or a day trip for Guild members each month except February, March, and December.
  • Check the Museum Master Calendar to avoid conflicts with already scheduled events.
  • Work with the Committee members for program selections and a tentative schedule. Consult with Museum staff and Guild Board members for ideas.
  • Contact possible speakers to discuss dates, topics, and honoraria, which is up to $150. Museum staff members may not receive honoraria.
  • Confirm in writing with those speakers who accept.
  • Request biographical information to be used for promotion and introductions.
  • Day trips may be by car pool from the Museum or bus company.
  • Contracts with a bus company/operator require Board Treasurer signature.
  • Confirm in writing any bus arrangements made for day trip.
  • Prepare promotion articles for Artifacts. Send articles to Guild Programs Coordinator who will check for content and forward to communications@heardguild.org. Follow the same procedure for Words at the Heard and email blasts to the Guild.
  • Introduce speakers and serve as moderator for questions. Wind up presentations by thanking speaker and announcing next event.
  • Have a check prepared for the honorarium. Any expense should go by Voucher to Guild Treasurer.
  • Write a thank you note to each speaker.
  • Send monthly email to Guild Programs Coordinator on the first Friday of each month for inclusion in monthly Board report.

Time Line

August

  • Submit proposed budget to Guild Programs Coordinator.
  • Organize committee for fall.
  • Prepare Artifacts article to promote September activity.

September-August

  • Plan, promote, and present programs on Central Campus at the Heard or day trips throughout the area.
  • Note: No programs for February, March, and December.

May

  • Submit the Annual Report to the Guild Programs Coordinator by email in MS Word format.
  • Review the job description on the Guild website for accuracy and consistency. Report needed modifications to the Guild Programs Coordinator.
  • Planned events for the year are submitted for the Museum Master Calendar in early May.

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 7/24/14