The Programs Committee Chairperson works with the committee members to arrange and schedule the monthly events and/or speakers for the coming year while staying within the budget provided by the Board. The chairperson informs the editor of the yearbook of the program schedule by August 1. It is the chairperson’s responsibility to gather information for the Communications and PR chairpersons in a timely manner. The chairperson is expected to attend the annual Budget meeting, per our by-laws. The chairperson, or designee, is expected to attend as many Board meetings as possible during the club year.
The chairperson, or designee, collects an Information Form for each speaker. This form includes their contact info, fees, needs for the day, description of the program and a short Bio (for our publications team). This form is submitted to the treasurer for a check prior to the meeting. A short thank you note should be prepared to contain the check for delivery after the meeting. The chairperson, or designee, assures that arrangements for the speakers ’ needs are performed based on this form. Examples are display tables, audio aids, borrowed projector equipment, and room preparations. It is the duty of the chairperson or designee to confirm the speaker’s attendance. In case of a cancellation, this committee will arrange for a substitute event for the meeting.
At the general meeting, the chairperson or designee will save a close parking spot with the orange cone, create a speaker name tag, welcome the speaker on arrival, help with any setup needs, assure they get a snack plate, and introduces him/her to the membership prior to their presentation or event. A committee member could take pictures for inclusion on our website and facebook.
Additional tasks are to send a written note via mail or email thanking each speaker and to keep a speaker history.
Any committee member, or club member, could attend other club programs and provide a review. The committee should gather recommendations from the membership and keep a list. The committee should strive for program diversity to ensure we have entertaining, informative and unique presentations. Great Programs will serve to inspire, educate, and entertain the audience; and enhance the clubs’ public image.
Updated 3/25
