Spring Luncheon Committee

The Spring Luncheon Committee is responsible for planning and supervising a spring social event to coincide with the Guild Annual meeting held the first Wednesday in May. The Spring Luncheon Committee Chair is selected by the Guild President with assistance from the Guild Programs Coordinator. The Chair, in turn, selects Co-Chairs for the Raffle and Silent Auction and recruits several volunteers to serve as committee members.

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

The Chair

  • Reports progress and problems to the Guild Programs Coordinator by email on the first Friday of each month.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Attends all meetings scheduled by the Coordinator.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers.
  • 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.
  • Submits the annual Committee Report using the Sample Committee Report as a guide by email in MS Word format to the Guild Programs Coordinator.

Tasks

  • Submit a budget to the Guild Programs Coordinator.
  • Secure a location and negotiate a contract between the site and the Guild to be signed by the Guild President or a designated representative.
  • Verify number of reservations with the luncheon location in accordance with the terms of the contract.
  • Select a menu (usually involves a tasting) and negotiate a per-person price for the event.
  • Consult with the Guild President who determines and personally invites who should have their meal purchased by the Guild. Comps include at least: the Guild President, the Director of the Museum, the President of the Board of Trustees, and the Heard Guild Liaison, as well as the person asked to give the blessing before the meal.
  • Recruit and supervise committee members.
  • Plan theme, menu, decorations, and table favors for the event.
  • Plan and carry out fund-raising schemes, such as a raffle and a silent auction, to offset the cost of the luncheon. Typically, this involves:
    — Soliciting raffle and silent auction donations from Guild members.
    — Soliciting raffle and silent auction donations from organizations, businesses, and other interested groups in the community.
  • Develop promotional flyers and RSVP invitations to be mailed with the March, April, and May issues of Artifacts. Circulate reservation forms at the March and April Guild meetings. Send Artifacts articles to: communication@heardguild.org and copy to the Guild Programs Coordinator.
  • Develop and print a program for the event. For contents of the program, consult with the Service Awards Committee Chair and the Las Guias Class Facilitator to be sure all awardees are listed. Also, get names of new Guild members who have volunteered in the Shop, Library and Information Desk during the year to list in the program. Presenters of special awards given by the Shop, Library and Las Guias are to be listed.
    — Consult with the Guild President who is MC for the event.
    — Presenters of special awards given by the Shop, Library, and Las Guias are to be listed.
    — Send program to the President and President-elect in advance of the event.
  • Coordinate reservations and table assignments. Assign hosts or hostesses.
  • Submit all revenues to the Guild Treasurer within three to four days of their receipt.
  • Submit all bills and vouchers, with receipts, for expenses to the Guild Treasurer for payment.

Time Line

June – August

  • Submit a budget upon request by the Guild Programs Coordinator in August.
  • Secure a location for the Spring Luncheon. If it is to be at the Museum, be sure the reservation is made by the Event Sales Manager. The President sets the calendar in early May.
  • Seek and secure a location for the Spring Luncheon. The contract should be in place by mid-August

October/November

  • Recruit volunteers at the Job Fair in October.
  • Initiate fund raising solicitations for the silent auction and raffle.

January

  • Plan theme, decorations, and table favors for the event.
  • Coordinate room set-up and equipment needs for the luncheon, raffle, auction, and presentations.
  • Select menu and determine per-person price for the event.

February

  • Develop printed material and RSVP invitations to be mailed with the March, April, and May issues of Artifacts.

March

  • Circulate reservation forms at the monthly Guild meeting.
  • Process reservations, making table assignments, and submitting monies received to the Guild Treasurer.

April

  • Circulate reservation forms at the monthly Guild meeting.
  • Design and print the program,
  • Give advance copies to the President and President Elect.
  • Obtain table favors.
  • Confirm room set up, menu, equipment needs.

May

  • Oversee room and equipment set -p.
  • Oversee table decorations and the distribution of programs and table favors.
  • Oversee luncheon.
  • Submit the Annual Report to the Guild Programs Coordinator in MS Word format.

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