For each meeting there are 3-5 members on a host team. Each host team member should contact the Host Team Coordinator (underlined in your yearbook). If you can’t serve at the meeting, you are responsible for finding a substitute. Please let the Host Team Coordinator and Hospitality Chair know the choice of your confirmed substitution.
The Hospitality Chair will bring the paper, plastic and coffee items to the meeting the month before you are to serve. The Host Team Coordinator will take home those supplies in preparation for the coming month.
The host team is responsible for providing the following: drinks, ice, fresh cream for coffee and pre-meeting finger food. Juice is optional. Coffee will be made for pre-meeting and it is your choice of making decaf and regular or just the regular coffee. Lunch usually involves serving tea and water, and you will refill ice in cups, coffee and tea containers as they get low.
Hosting duties include opening up the areas, setting up the meeting and eating areas, removing empty dishes from buffet line, cleaning up and then closing the meeting room. Head hosts are also responsible for organizing the luncheon and the table decorations. The variety of room/table decorating makes our meetings unique, but decorations need not be elaborate. Drinks, finger foods and decorations are at the discretion of the Host Team Coordinator. While the members are serving themselves in the buffet line, the host team will monitor the serving area for presentability and keep the drinks replenished. The host team should be the last members to serve themselves. The meeting and food areas should be left as closely as possible to the manner in which they were found. Using before set up phone camera photos may help in doing so.
Please make sure to record all your volunteer hours spent in serving as a host.
The Presenter Angel assists the Programs Chair and provides the presenter with welcome and support. You should contact the Programs Chair at least a month before the presenter is scheduled to enquire about specific needs and support.
Support for the presenter will include but may not be limited to the following: determine if lectern, power point equipment, tabletop areas, and possibly kitchen area activities will be necessary. If additional sound or projection equipment is needed, again coordinate with the Programs Chair. Determine also if help will be needed for possible signing/selling of books, products, etc.
If programs include food, there may be recipes to help with and additional items which the Host Team Coordinator or Programs Chair may be able to procure. Special table needs may be communicated to the Host Team Coordinator. If purchases are necessary, the Unit has a tax exemption form available for use. Be sure to maintain any expense receipts in order to be reimbursed.
On the day of the meeting, plan to arrive early enough to greet the presenter, assist him or her with finding a place to sit, enjoy pre-meeting snacks, coffee etc. and finalize anything they may need for the presentation. After speaking, please guide the presenter to the luncheon line.
At end of the program, help the presenter, if needed, in ‘packing up’. As a final note, verbally thank the presenter for coming to the meeting. (The Programs Chair provides the “formal” thank you note and the presenter’s honorarium). If any questions or problems, please contact the Programs Chair. Most of all, enjoy becoming acquainted with the presenter and receiving the in-depth look and experience of the subject being presented. Thank you again for your participation and be sure to report your volunteer hours and non-reimbursed donations in preparing for the meeting.