Best of Show Dinner/Reception Committee

The Best of Show Reception & Dinner Committee plans and contracts with a Museum-approved caterer for a buffet dinner on Best of Show evening and works with the caterer and the Museum’s Manager of Events Operations to plan the menu and the decorations. During the evening, this committee supervises the event and welcomes the guests.

The Best of Show Reception & Dinner Chair is appointed by the Fair Chair. Volunteers may be recruited to assist.

The Chair:

  • Reports progress and problems to Fair Chair.
  • Attends all Fair Committee Chair meetings.
  • Prepares and submits a line item budget to the Fair Chair.
  • Coordinates with Fair Chair and Staging Chair to understand and accommodate any changes for the upcoming Fair.
  • Invites the Fair Chair to strategic committee meetings including wrap-up and initial planning meetings.
  • Recruits, schedules and trains volunteers.
  • Submits the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Acknowledges by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • Submits vendor invoices to the Guild Treasurer for payment.
  • Submits vouchers with receipts to the Guild Treasurer for reimbursement of Committee expenses.
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Updates and sends it to the Fair Chair who will review and forward it to the President Elect and to webmaster@heardguild.org.
  • Attends the Wrap-Up Meeting after the Fair. At least a week prior to the meeting, emails the Committee Report to the Fair Chair. The sections of the report are: Committee Purpose, What Worked Well, What Needs Improvement, Recommendations for Improvement. Appropriate attachments would be sales spreadsheets, tallies, and other information that would be useful for decision making. One report is given to the Fair Chair and the duplicate is kept in the Committee Notebook. The report is the basis for the individual Committee planning meetings for the following year.

Tasks

  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, and signage needs. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Coordinate with the Cultural Performance Chair to secure live music during the dinner.
  • Select and contract with a caterer.
  • Work with the Guild Treasurer for any deposits needed.
  • Work with the caterer in preparing possible menus. Arrange a tasting and invite the Fair Chair to assist in the final selection of a menu.
  • Work with the Pre-Fair Ticket Sales Committee and Fair Chair to determine the number of people attending. In addition to the regular paid attendance, there will be a number of complimentary tickets issues by Marketing, Museum Director, and Fair Chair. Tickets are secured by the Museum for Circles members. Artists and their families receive free admission to this event and may total 500 or more.
  • Work with the caterer and the Staging Chair for the evening set up. About 55-65 round tables, each seating 10 people, will be needed. Linens for these tables, flatware, hurricane lamps, and “street” lights or other area lighting will also be needed. Given the typical size of the crowd, two buffet setups accessible from both sides are advised.
  • Obtain centerpieces conveying a chosen theme and place them on each table. These may be prepared, purchased, borrowed, or donated.
  • The Museum will arrange set up of two cash bars in the Central Courtyard.
  • Arrange for serving to begin at 5:30 p.m. and end at 8:00 p.m.

Time Line

March/April/May

  • Begin recruiting and continue through the beginning of February
  • Begin planning for the next Fair. Invite the Fair Chair. Continue through February with the tasks as lists above. Timeline is in part dependent upon the caterer.
  • Select and contract with a Museum approved caterer.

July

  • Prepare and submit a budget to the Fair Chair.

October/November

  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, booth location and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.

January

  • Confirm with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and signage needs. Confirm will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Confirm volunteers’ commitment and verify their schedules.

February

  • Attend Fair Committee Chair meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Request final count from Pre-Fair Ticket sales and Fair Chair and relay the numbers to the caterer.

Best of Show evening

  • Supervise set up for Best of Show dinner starting Friday afternoon.
  • Welcome guests and oversee the evening.

March/April

  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already done so.
  • Acknowledge the work done by the volunteers.
  • Meet with Committee to debrief. Invite the Fair Chair and next year’s Committee Chair if there is a new Chair.
  • Write the Committee report (see Chair section above)
  • Review the job description (see Chair section above).
  • Attend the Fair Committee Chair Wrap-Up Meeting.
  • If not continuing as Chair, ensure a smooth transition to the new Committee Chair.

7/20/14