ASSEMBLY
HOST
Draft
Guidelines of Job Description of March 2002
Edited
2007-08-09
Position: Fall - ASSEMBLY
Information for Host District
-
Book
the location – is a deposit needed?
-
Supply
a list of three motels/hotels, along with rates for single, double and quad
occupancy to the Chair of Assembly as soon as possible after confirming
details.
-
Give
contact person/s name and number to Chair, along with transportation costs
– ferry, bus, train, car, air, etc…
-
Provide
a map at all hotels/motels to the meeting place for members, along with a
contact name and phone number.
-
Provide
the name of the meeting facility, the address and directions (a map if
possible) to the Chair, for inclusion into the Bulletin.
-
Provide
pickup from airport, bus, ferry, if necessary.
-
Arrange
a separate room prior to the start of Assembly for the Officers’ Meeting.
-
Provide
a list of costs for a meal if that is being provided at the facility, and also
a list of eating establishments within walking distance, or driving distance,
for those who prefer to eat elsewhere.
-
Arrange
for a box for the Evaluation and Ask-It-Basket.
-
Arrange
for set-up, registration, hospitality, coffee, clean up and the Sunday morning
Spiritual Meeting.
-
Large
tables will be needed in the Main Meeting Room for:
o
Delegate
–1
o
Literature
– 2
o
Public
Information – 1
o
Archives
–1
o
Treasurer
–1
o
Bulletin/AIS
–1
o
Group
Records – 1
o
Registration
–1 for Voting Members and 1 for Non-Voting Members for sign-in, pick up
packages, etc…
o
Provide
volunteer members for the Registration tables on Friday night and Saturday
morning.
Assembly
Host Committee
-
Provide,
if needed, extension cords, coffee, tea, hot water, cups, cream, sugar,
stir-sticks or spoons, napkins, water (for Main Meeting Room and
Officers’ Meeting Room.)
-
Microphone
System – one for head table, two for floor
-
Flip
Charts – up to 4, if necessary
-
Supplies
– felt pens, masking tape, pencils, etc…will be supplied by the
Secretary of BC/Yukon Area, but you should check with the Secretary about name
tags and pins or stickers, to make sure she has them, something for
announcements (could be a chalk board cork or white board or large piece of
paper on the wall.)
-
Provide
a box for evaluation forms and a basket or bucket for
“Ask-It-Basket.”
-
Goodies
for weekend – donated by Groups in the Host District if possible
-
Contact
Treasurer if funds are needed for a float for meal tickets
-
Keep
all receipts for expenses so that BC/Yukon can reimburse you
-
After
it is over write a report for the Chair, with information on how you did things
and any recommendations you may have for the next Host Committee.
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