Hospitality Committee

The Hospitality Committee is responsible for providing refreshments as requested by the Board of Directors and maintaining hospitality equipment and supplies. The Hospitality Chair is appointed by the Guild President with assistance from the Guild Programs Coordinator. The Chair may recruit others to assist as necessary.

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

The 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.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers.
  • Emails update to the Guild Programs Coordinator the first Friday of each month.
  • At the end of the year, reviews the committee job description posted on the Guild website for accuracy and consistency. Sends any necessary changes to the Guild Programs Coordinator.
  • In late spring submits the Annual Report to the Guild Programs Coordinator in MSWord format.

Tasks

  • Submit a proposed budget to the Guild Programs Coordinator.
  • Provide  refreshments  and/or  beverages  for  Guild  meetings  and  the  Staff  Appreciation Luncheon.
  • Permit use of coffee urns for functions run by Guild Committees who have a separate budget.
  • Contact the group assigned each month by the President to remind them of their commitment for Guild Meeting hospitality that month. These groups will include–but are not limited to– the graduating Las Guias class, Student Art Committee, Heard Shop Committee, Information Desk Committee, the Library Committee, and the Education Committee.
  • Prepare, serve, and clean up the beverage service for the monthly Guild meetings.
  • Recruit and assign volunteers to help set up, serve, clean up and leave the kitchen in good order following other assigned gatherings.
  • Maintain a supply of coffee, tea, sugar, creamers, cups, napkins, paper plates, plastic utensils, dish soap, dish towels, etc. for use at Guild functions.
  • Maintain functioning coffee urns for use at Guild functions.
  • Maintain the Guild kitchen storage area in good order.
  • Submit expense vouchers (with receipts) for all purchased supplies, equipment, and repairs to the Guild Treasurer for payment.
  • Send a monthly update the last Friday of each month to the Guild Programs Coordinator.

Time Line

August

  • Prepare and submit an operating budget to the Guild Programs Coordinator.
  • Notify all monthly Chairs of the Hospitality Schedule and when they are due.
  • Give early notice to the September Chair so the non-resident volunteers can be reached in sufficient time.

September through April

  • Contact the group responsible for the hospitality at the monthly Guild meeting.
  • Prepare, serve, and clean up the beverage service at the monthly Guild meeting.
  • Maintain equipment and replenish supplies as necessary.

April

  • Recruit volunteers to help with an annual clean up of the Guild kitchen storage area.
  • Make sure the job description of committee work on the Guild website is accurate and send modifications to the Guild Programs Coordinator.
  • Submit the Annual Report by email in MS Word format to the Guild Programs Coordinator.

 

Rev 7/24/2014