Holiday Gathering Committee

The Holiday Gathering Committee plans and creates a social gathering to celebrate the holidays, including a potluck meal.  The Indian Fair & Market Chair and the Service Awards Chair organize the program. The Guild President is Master of Ceremonies.  The Chair of the Holiday Gathering Committee is appointed by the Guild President with the assistance of the Guild Programs Coordinator. The Chair, in turn, recruits several Guild volunteers to assist in planning and conducting the event.

If you would like to volunteer for this committee, please contact the Holiday Gathering Committee Chair.

The Chair

  • Reports progress and problems to the Guild Programs Coordinator by email the first Friday of each month.
  • Attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers.
  • Makes necessary set-up arrangements with the Museum Events Coordinator.
  • At the end of the year, reviews the committee job description on the Guild website for accuracy and consistency. Reports needed modifications to the Guild Programs Coordinator.
  • Submits the annual Committee Report using the Sample Committee Report as a guide. The reports should be emailed to the Guild Programs Coordinator in MS Word format.
  • All articles, announcements, or email blasts MUST go to the Guild Programs Coordinator who will forward them to Communication@heardguild.org.

Tasks

  • Prepare and submit a budget to the Guild Programs Coordinator.
  • Recruit and supervise a committee of volunteers who will help plan a theme and decorations for the event.
  • Obtain table centerpieces.
  • Consult with the Guild President who is the Master of Ceremonies for the event.
  • Consult with the Indian Fair & Market Chair who obtains the speaker and/or program. Traditionally the speaker is the Featured Artist for the upcoming Indian Fair & Market but another speaker or entertainment may be substituted.
  • Consult with the Service Awards Chair who invites and hosts long-time service award-winning Guild members.
  • Develop printed materials, including an invitation, to be mailed with the September, October, and November issues of Artifacts.
  • Invite the Museum Director, the President of the Board of Trustees, Heard Guild Liaison, and any other special guests.
  • Place an order for the room and equipment set-up with the Museum’s Events Coordinator.
  • Transmit all monies received to the Treasurer within a few days of their receipt. Record and forward to the Guild Programs Coordinator.
  • Submit vouchers for all expenses to the Guild Treasurer for payment. Copy expenses to the Guild Programs Coordinator.
  • Acknowledge, by thank you note or other means, appreciation for the speakers or entertainers.

Time Line

May

  • Verify that Steele Auditorium is reserved for the Holiday Gathering with the Guild President.

August

  • Submit a budget when asked by the Guild Programs Coordinator.

September

  • Write and submit an announcement and invitation to the Gathering for the October issue of Artifacts.

October

  • Consult with the Fair Chair and Service Awards Chair about the program.
  • Consult with the Guild President who will be MC.
  • Recruit volunteers to serve on the committee.
  • Plan theme, menu, and decorations for the event.
  • Write and submit a promotional insert for the Gathering to be included with the November issue of Artifacts.
  • Announce the Gathering at the monthly Guild meeting.

November

  • Send invitations to the Museum Director, the President of the Board of Trustees, and Heard Guild Liaison.
  • Announce the Gathering at the monthly Guild meeting.

December

  • Prepare, host, set up, serve and clean up using your volunteers at the Holiday Gathering.
  • Send necessary thank you notes.
  • Submit vouchers to Guild Treasurer.

 April

  • Review website description of committee work to verify job descriptions are accurate Send changes to the Guild Programs Coordinator.
  • Submit the Committee’s Annual Report by E-mail using 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