Hostess Committee (Standing)
Purpose
Coordinates menus and room set up for meeting site, serves as the official hostess at all Chapter events and ensures monies collected are accounted for and given to the Treasurer.
Time Involvement
2-3 hours per month
Committee Structure (Optimal)
· Committee Chair
· 2-3 Committee Members
Budget
· Refer to the fiscal budget for committee planning purposes.
Skill Building
Attention to detail Communication (Written & verbal)
Coordination Decision making
Delegating Follow-through
Leadership Meeting & event planning
Networking Organization
People skills Personal interaction
Planning Responsibility
Setting & meeting deadlines Teamwork
Thinking outside the box
Guidelines
All efforts of the Hostess Committee should be guided by IAAP’s Vision, Mission, and Purpose statements (see Tab 1.).
Responsibilities
1. Recommendation: Meet the first part of the fiscal year to determine timelines and delegate responsibilities
2. Facility Setup
a. Coordinate with Chapter Board and hotel/restaurant to ensure facility is setup according to the Chapter’s needs.
b. Ensure all necessary equipment has been ordered.
3. Menu
a. Meet with the hotel to plan the menu for each meeting as far in advance as possible.
b. Notify the Newsletter and Website Chairs of the menu selections for each meeting.
4. Monthly RSVP’s
a. Notify Publicity and Program Chair how you wish to receive RSVPs so newspaper notices are correct.
b. Create a list of all member and guest RSVPs. Be sure to bring this list to the meeting so you can use it to check off attendees as they arrive at meeting.
c. Notify hotel and Vice President/Program Chair of each month’s headcount by designated deadline.
5. Monthly Meeting
a. Greet each person as they arrive.
b. Collect email addresses and phone numbers of guests and give to the Membership Committee for follow-up
c. Collect monies and check attendees off the RSVP list.
d. Ensure each guest has a name tag.
Note: The Membership/Mentoring Chair will provide each existing member a name tag. It will be the responsibility of each member to wear their name tag at each meeting.
e. Give the final RSVP list and the collected monies to the Treasurer.
6. Work in conjunction with the Membership Chair to determine the menu for the Membership Recruitment meeting.
7. Submit expenses to Chapter Treasurer
a. Form is located on our website (www.iaap-tulsa.org).
8. Update your Committee binders with pertinent information and bring your binder with you to all Chapter and Board meetings that you attend
9. Ensure all documentation is in your binder before forwarding the binder to the newly selected committee chair at the transition meeting in July.
10. Attend all Board meetings or provide a report to your Board representative prior to each Board meeting.
a. Dates and location are noted in Tab 1 of this binder.
Timelines
Monthly
· Tuesday before Monthly Meeting – Give meeting headcount to hotel/restaurant.
· Tenth of Month – Articles/updates due to the Newsletter, Publicity, and Website Committee Chairs, as needed.
· Fourth Monday of each month – Submit your committee Report to your Board representative, unless you plan to attend the Board meeting on that Tuesday.
October
· Ensure the dessert on the menu is birthday cake, because this is the month that we celebrate the organization’s birthday.
June
· 15th – Submit fiscal year-end report to Chapter President.
o Form is located on our website (www.iaap-tulsa.org).
· 30th – All expenses for the fiscal year should have been submitted to the Chapter Treasurer
July
Transfer updated binder to new committee chair at transition meeting.