Staff Appreciation Luncheon Committee

The Staff Appreciation Luncheon Committee is responsible for organizing and serving a potluck luncheon for members of the Heard Museum staff. Typically this event has occurred in late fall. The Chair of the Staff Appreciation Lunch Committee is appointed by the Guild President with assistance from the Guild Programs Coordinator. The Chair, in turn, recruits committee members to help set-up, serve, and clean up after the luncheon.

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

The Chair

  • Reports progress and problems to the Guild Programs Coordinator the first Friday of each month 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.
  • Sets up meetings and makes all arrangements necessary 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 necessary modifications to the Guild Programs Coordinator.
  • In the late Spring submits the annual Committee Report in MS Word format to the Guild Programs Coordinator, using the Sample Committee Report as a guide.


  • Prepare and submit a budget to the Guild Programs Coordinator.
  • Reserve the room and set-up for the event. Typically, the lunch is held in Monte Vista around Halloween. The set-up includes covered tables for a serving line and 8-10 covered rounds with chairs for guests.
  • Recruit committee members to help set up, serve, and clean up after the event.
  • Secure food supplies sufficient to serve 85-90 people by:
    –Soliciting food donations from the Guild membership;
    –Purchasing food items needed to supplement the donated food items.
  • Obtain the cold beverages from the Museum Café and ask the Chair of Hospitality to prepare and serve the hot beverages.
  • Purchase paper and plastic serving utensils.
  • Purchase or create decorations for the serving and dining tables.
  • Assign committee members (12-16) to two shifts between 10 a.m. and 2:30 p.m. to:
    –Set up tables and decorations
    –Receive and transport food
    –2 volunteers to work in kitchen
    –2 volunteers to greet guests
    –4 volunteers to serve food and supply buffet tables – 2 for beverages and 2 for tables
    –Clean up, wash dishes, and distribute leftovers
  • Cold dishes may be stored in the refrigerators in the Monte Vista kitchen and/or the staff lounge.
  • Hot dishes may be reheated in the staff lounge microwave . (Note: Hot dishes received in metal containers cannot be reheated in the microwave.)
  • Committee members should bring the extra bowls and utensils needed for serving.

Time Line

July – August

  • Reserve room early May for the event. Usually the President arranges the calendar as early as July. Be sure it is on the master calendar.
  • Submit a budget to the Guild Programs Coordinator upon request in August.


  • Begin recruiting volunteers through Artifacts and at September and October Guild Meetings. All Artifacts articles and email blasts go directly to Copy to Programs Coordinator.
  • Solicit food and money donations at September and October Guild Meetings.
  • Send monthly email to Guild Programs Coordinator the first Friday of each month until the event has happened.


  • Confirm donor and volunteer commitments. Make calls for additional food or money if needed.
  • Create and copy staff invitations (approximately 110) and deliver to each staff mailbox two weeks before the event.
  • Ask the President to invite Board members to attend the luncheon.
  • Verify room set up with the Event Sales Manager to include 8–10 round or rectangular tables with chairs for guests and 5 rectangular tables with tablecloth for serving.
  • Purchase necessary food and supplies including potholders, dish towels, cleaning supplies, detergent, paper goods.
  • Remind food donors and volunteers of their commitment 1 week prior to the event.
  • On the day of the lunch, arrive early to set up tables, place decorations, refrigerate drinks, check ovens etc. Supervise the receiving, storing, and serving of food at the event. Food donations should arrive one hour before the luncheon.
  • Supervise clean up after the event.


  • Review website description of committee work for accuracy and consistency. Report necessary modifications to the Guild Programs Coordinator.
  • Submit the annual report in MSWord 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