Dinner Committee - Roadrunner Park Suggested
I. At previous month's dinner meeting & during that same week, the chairperson should 1. Make contact with your committee members and start scheduling a planning meeting. 2. Collect Dinner Committee tote bag of supplies from previous committee.
a. Pens f. 3 clipboards for check in lists b. Raffle tickets and mixing drum g. Binder clips for tablecloths c. Envelopes h. Dinner committee notebook. d. Extra cards for buffet 3. Get new call list from membership chairman and most recent "email copy and paste" list. 4. Review the dinner committee notebook Roadrunner Park section, and check the tote bag supplies, notify trail boss if supplies are missing or
running low.
II. During the fourth week prior to your dinner or week ending 1. Have planning meeting with the dinner committee 2. Make decisions about division of the following responsibilities and assignments: a. Caterer Contacts Melissa @Thomas Catering to establish menu and contract. Calls in final attendance count and gives them the name and number of the monthly dinner chairperson. Decide on menu from Thomas Catering menu list (in notebook) b. Design and email invite and reminder invitation Creates an invitation as integrated email or attachment, uses copy & paste address list to email to members. c. Coordinate RSVPs maintains responses on call list, divides list of "non-responders" by RSVP deadline for follow-up calls. d. Follow-up phone calls Makes phone calls to non-responders on 3 days before deadline for final caterer count at least 7days before event. e. Table Decorations Décor provides theme décor, buys plastic table covers, brings them to dinner; shares budget w/ snacks. f. 50/50 Raffle Two Committee members needed. Bring appropriate cash change for sales, sell tickets, collect and divide proceeds 50%/50% between winners & treasury, run raffle after dinner, notify trail boss if tickets are running low! g. Check-in table Three or more Committee members needed h. Table snacks Purchased from same budget as décor i. POA contact Contacts Carrie Pratt to order operations deliveries/security unlocking
III. During the fourth week prior to your dinner or week ending (Continued) 1. Determine price per person Use formula on "Guidelines for RR Park Committees" in this notebook. 2. Establish dates and timelines a. Invite mail date b. RSVP deadline c. Final attendance call. d. After committee meeting decision on menu, contact caterer to set up contract & check on what follow-up she needs from you.
IV. During the third week prior to your dinner. 1. Email invite designed, proofed, and sent to membership 2. RSVP coordinator or team member to record all responses and any special dietary requests for caterer. 3. Reply to acknowledge email responses.
V. During the second week prior to your dinner. 1. Mid-to late week call non-responders to invite them. 2. For two days before final deadline 3. Call caterer w/ final attendance # 4. At final deadline call the caterer, or they will be officially recorded as "no reservation."
VI. During the week prior to your dinner. 1. RSVP coordinator finalizes list and attendance count for caterer liaison and décor committee 2. Caterer liaison calls final # of reservations & special dietary requests into Thomas Catering, (951) 925-2391, and gives the name and number of this month's dinner chairperson. 3. Early in week, POA contact calls Carrie Pratt @244-6841 ext. 610 to order operations deliveries, security unlocking; and request extra tables if attendance exceeds 70. 4. Decor committee finalizes décor, now that they know # of tables (6-8 per table) 5. Snacks purchased, (budget coordinated with any décor expenses)
VII. Day of Dinner 1. Chairperson enters menu and invite in committee notebook, and readies tote for dinner 2. One committee member checks park delivery is as requested by 3-3:30 PM and that the driveway gate is unlocked and open, leaving lock on gate in unlocked position. 3. Committee arrives by four to decorate tables, set up delivered tables and chairs as shown in layout page in notebook, and be ready for arrivals as early as 4:45 (see detailed directions in "Guidelines for RR Park Committee" in notebook.) 4. Check-in and raffle sales until about 5:30, then finalize lists and payments for submission (see detailed directions in "Guidelines for RR Park Committee" in notebook) 5. Committee draws matched cards to call tables to buffet. Collect and pair up cards & return to dinner committee tote bag in rubber bands 6. Raffle group conducts raffle after dinner, delivers shares to winners and treasurer in envelopes. Any committee members with receipts to be reimbursed, submit to treasurer. 7. All committee helps with clean-up, returning folded tables & chairs as delivered, close awning and LEAVE SWITCH IN NEUTRAL POSITION (left rear post), turn off fans (left side post.) The lights are automatic, so require nothing. 8. Gather and repack committee tote to hand over to next month's committee (check inventory) 9. After last golf cart out, close and replace lock on the driveway gate.
II. During the fourth week prior to your dinner or week ending 1. Have planning meeting with the dinner committee 2. Make decisions about division of the following responsibilities and assignments: a. Caterer Contacts Melissa @Thomas Catering to establish menu and contract. Calls in final attendance count and gives them the name and number of the monthly dinner chairperson. Decide on menu from Thomas Catering menu list (in notebook) b. Design and email invite and reminder invitation Creates an invitation as integrated email or attachment, uses copy & paste address list to email to members. c. Coordinate RSVPs maintains responses on call list, divides list of "non-responders" by RSVP deadline for follow-up calls. d. Follow-up phone calls Makes phone calls to non-responders on 3 days before deadline for final caterer count at least 7days before event. e. Table Decorations Décor provides theme décor, buys plastic table covers, brings them to dinner; shares budget w/ snacks. f. 50/50 Raffle Two Committee members needed. Bring appropriate cash change for sales, sell tickets, collect and divide proceeds 50%/50% between winners & treasury, run raffle after dinner, notify trail boss if tickets are running low! g. Check-in table Three or more Committee members needed h. Table snacks Purchased from same budget as décor i. POA contact Contacts Carrie Pratt to order operations deliveries/security unlocking
III. During the fourth week prior to your dinner or week ending (Continued) 1. Determine price per person Use formula on "Guidelines for RR Park Committees" in this notebook. 2. Establish dates and timelines a. Invite mail date b. RSVP deadline c. Final attendance call. d. After committee meeting decision on menu, contact caterer to set up contract & check on what follow-up she needs from you.
IV. During the third week prior to your dinner. 1. Email invite designed, proofed, and sent to membership 2. RSVP coordinator or team member to record all responses and any special dietary requests for caterer. 3. Reply to acknowledge email responses.
V. During the second week prior to your dinner. 1. Mid-to late week call non-responders to invite them. 2. For two days before final deadline 3. Call caterer w/ final attendance # 4. At final deadline call the caterer, or they will be officially recorded as "no reservation."
VI. During the week prior to your dinner. 1. RSVP coordinator finalizes list and attendance count for caterer liaison and décor committee 2. Caterer liaison calls final # of reservations & special dietary requests into Thomas Catering, (951) 925-2391, and gives the name and number of this month's dinner chairperson. 3. Early in week, POA contact calls Carrie Pratt @244-6841 ext. 610 to order operations deliveries, security unlocking; and request extra tables if attendance exceeds 70. 4. Decor committee finalizes décor, now that they know # of tables (6-8 per table) 5. Snacks purchased, (budget coordinated with any décor expenses)
VII. Day of Dinner 1. Chairperson enters menu and invite in committee notebook, and readies tote for dinner 2. One committee member checks park delivery is as requested by 3-3:30 PM and that the driveway gate is unlocked and open, leaving lock on gate in unlocked position. 3. Committee arrives by four to decorate tables, set up delivered tables and chairs as shown in layout page in notebook, and be ready for arrivals as early as 4:45 (see detailed directions in "Guidelines for RR Park Committee" in notebook.) 4. Check-in and raffle sales until about 5:30, then finalize lists and payments for submission (see detailed directions in "Guidelines for RR Park Committee" in notebook) 5. Committee draws matched cards to call tables to buffet. Collect and pair up cards & return to dinner committee tote bag in rubber bands 6. Raffle group conducts raffle after dinner, delivers shares to winners and treasurer in envelopes. Any committee members with receipts to be reimbursed, submit to treasurer. 7. All committee helps with clean-up, returning folded tables & chairs as delivered, close awning and LEAVE SWITCH IN NEUTRAL POSITION (left rear post), turn off fans (left side post.) The lights are automatic, so require nothing. 8. Gather and repack committee tote to hand over to next month's committee (check inventory) 9. After last golf cart out, close and replace lock on the driveway gate.