Las Guias Education Exchange Committee

The Las Guias Education Exchange Committee plans and puts on the Fall Tune-Up for Guides. Traditionally this is a full day event held early in October. The Chair is appointed by the Coordinator of Education Services and  generally recruits other guides to assist with the tasks.

The Education Exchange Committee Chair

  • Is a voting member of the Education Council and makes progress reports at Council meetings.
  • Reports problems to the Education Services Coordinator and attends all meetings called 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 committee members.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • 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. Makes any necessary changes and sends to the President-Elect and to
  • Attends the Notebook Turnover Meeting and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Coordinator, Chair, and President and one copy is filed in the Library & Archives. Also, a copy of the report in MSWordis e-mailed to for posting on the Guild website.


  • Establish a date for the event in early October, avoiding Jewish Holidays. Convey this date to the Coordinator of Education Services so that it can be placed on the Master Calendar.
  • Inform Las Guias Training Facilitator of the date so the newly graduated class can be invited to provide refreshments.
  • Convene a committee meeting including the Coordinator of Museum Education and Museum Services Coordinator to plan topics, format, activities, handouts, etc.
  • Invite guest speakers including the Museum Director and Education Services Coordinator to give brief talks at the beginning of the day.
  • Create an agenda, evaluation forms, and packet of materials with handouts.
  • Confirm in writing the room arrangements with the Museum Event Sales Manager. Confirm arrangements with speakers and others.
  • Following the event, summarize the evaluations as a guide for planning the Tune-Up the following year. Send a copy of the evaluation summary to the Coordinator of Museum Education.
  • Send thank you notes to all speakers and to Las Guias committee members following the event.

Time Line


  • Submit a date for the Fall Tune-Up so that it is placed on the Master Calendar.
  • Inform Graduating Class Facilitators of event so the class is award that they are invited to provide refreshments for the event.


  • Submit a budget.

July – September

  • Plan the event including agenda, speakers, evaluation forms, hand-outs etc.
  • Invite speakers and confirm their participation.
  • Reserve room(s) with Museum Event Sales Manager.


  • Hold the event.
  • Thank speakers and guides that served on the committee
  • Summarize evaluations as a guide for the next year. Submit a summary of the evaluation to the Coordinator.


  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.

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 5/03/2011