Fairbanks Garden Club Hospitality Guidelines

Transcription

1 Responsibilities Fairbanks Garden Club Hospitality Guidelines Hospitality Committee: Monthly Committee Members Sandwiches Desserts Centerpiece required provided* provided** provided*** Monthly Hostess Committee Members 4 15 each (60) 15 each (60) - Centerpiece Provider Total * One sandwich consists of either two slices of regular sized bread cut in quarters, a small roll or mini croissant, or a rollup cut into smaller pieces. ** Desserts should be finger food size. *** One centerpiece for the food table is all that is needed, but budvases are available for the individual tables if desired. Sandwich & Bread Suggestions: egg salad tuna salad chicken salad crabmeat salad seafood salad ham & cheese turkey roast beef date nut bread w/cream cheese cream cheese & olive asparagus rollup pizza Irish bread cranberry bread Hospitality Chairperson: 1. Establishes the monthly Hospitality Committees, each consisting of (6) six members for the September, October, November, February, March, and April meetings. 2. Checks with the Program Chairperson as to any special requirements, based on the Speaker's needs, which might impact the luncheon setup. 3. Checks each month that the Monthly Hostess has contacted her committee members, and answers any questions she may have. 4. Arrives 2 hours before the meeting time (9:30 am setup for 11:30 am meeting.) 5. Provides: (reimbursed by the Treasurer)! half & half creamer (1 qt)! milk 2% (1 qt)! decaf ground coffee (1 lb)! decaf tea bags (12)! lemon (1)! sugar & artificial sweetener (in dining room supply cupboard)! dish detergent! dish towels (3-4) Fairbanks Garden Club Hospitality Guidelines July

2 Monthly Hostess: 1. If she cannot serve when assigned, she finds a replacement and notifies the Hospitality Chairperson of the change. 2. Contacts Committee Members for that month to determine what type of sandwiches and desserts they will provide, to prevent duplications. 3. Reminds Committee Members what time to arrive to begin setup. 4. Arrives 2 hours before the meeting time (9:30 am setup for 11:30 am meeting.) 5. Assigns setup tasks to individual Committee Members. 6. Helps set up refreshment tables and beverages stations. 7. Provides:! 15 sandwiches! 15 desserts 8. Helps clean up after the Speaker's program is ended. Hospitality Committee Members: 1. If she cannot serve when assigned, she finds a replacement and notifies the Monthly Hostess of the change. 2. Arrives 2 hours before the meeting time (9:30 am setup for 11:30 am meeting.) 3. Helps set up refreshment tables and beverages stations. 4. Provides:! 15 sandwiches each! 15 desserts each 5. Helps clean up after the Speaker's program is ended. Centerpiece Provider: 1. If she cannot serve when assigned, she finds a replacement and notifies the Monthly Hostess of the change. 2. Arrives 2 hours before the meeting time (9:30 am setup for 11:30 am meeting.) 3. Helps set up refreshment tables and beverages stations. 4. Provides:! 1 centerpiece for the refreshment table 5. Helps clean up after the Speaker's program is ended. Fairbanks Garden Club Hospitality Guidelines July

3 Luncheon Set Up Average attendance is around 40 people. Tables and chairs: The Endicott Estate staff sets up tables and chairs according to attached layout. Ballroom:! 5 or 6 round tables with 8 chairs at each table! 1 rectangular table for beverages! 1 rectangular table for the Speaker! podium if needed Library:! 3 rectangular tables in an L-shape Hallway:! 1 rectangular table for nametag distribution, guest fee collection, and volunteer signup sheets! 1 rectangular table for Drawing Opportunities (formerly known as raffles) Supplies: All supplies are located in the Endicott Estate Dining Room lower cabinets and drawers that flank both sides of the fireplace. (Please note that the large floral totebag in the lower cabinet to the left of the fireplace belongs to the Women's Senior Social Club, and its contents should not be used.)! plastic tablecloths! fabric tablecloths! white paper napkins! white paper plates! serving platters! decorative tea cups & saucers! white coffee cups & saucers! teaspoons stainless & plastic! silver sugar bowls (2) & creamers (2)! 2 insulated carafes for coffee! 2 insulated carafes for tea! 30-cup green electric tea pot! 42-cup silver electric coffee pot (stored at Hospitality Chairperson's home) Fairbanks Garden Club Hospitality Guidelines July

4 Beverage Setup IMPORTANT: Coffee and tea setup should be started immediately upon arrival to ensure it will be ready at the beginning of the luncheon. Coffee: (turn on 1 hour before luncheon) 42-cup electric coffee pot (stored at the Hospitality Chairperson's home) 1. Fill the pot with tap water to the 42-cup line 2. Add 2 cups ground coffee to the basket 3. Plug into an extension cord in the Library 4. Flip the ON switch 5. Just before luncheon, fill the insulated carafes and place on the beverage station in the Ballroom 6. After cleanup, store the cord inside the electric pot Tea: (turn on 1 hour before luncheon) 30-cup green electric coffee pot stem & basket unnecessary (dining room storage) 1. Fill pot with tap water to the 30-cup line 2. Plug into extension cord in the Library 3. Flip the ON switch 4. When the water is hot, place 12 tea bags in the electric pot 5. Leave the tea bags to steep in the electric pot, and remove before serving 6. Just before luncheon, fill the insulated carafes and place on the beverage station in the Ballroom 7. After cleanup, store the cord inside the electric pot Additions for the Beverage Stations: 1. Fill 2 silver creamers with half & half 2. Fill 2 silver creamers with milk 3. Fill 2 silver sugar bowls with sugar 4. Cut 1 lemon into slices and arrange on a small plate 5. Place teaspoons near the cups Fairbanks Garden Club Hospitality Guidelines July

5 Cleanup: Before the Business Meeting & Speaker's Program 1. All round tables should be cleared off before the Business Meeting. 2. Leave plastic tablecloths on the round tables to be wiped down after the Speaker's Program. 3. Only perishable food need be put away after the luncheon, allowing the Committee Members the opportunity to attend the entire Business Meeting and Speaker's Program. After the Business Meeting & Speaker Program 1. Wipe down the plastic tablecloths and let dry before folding. 2. Wrap leftover food and encourage members to take home. 3. Wash and dry tea and coffee cups and sauces and place back in their bins. 4. Wash and dry thoroughly four carafes. Do not store damp. 5. Empty and wash electric coffee and tea pots. Let dry and store "guts" and cord inside. 6. Sweep the ballroom floor with the broom available in the kitchen. 7. Endicott Estate staff puts away tables and chairs. Miscellaneous Notes: 1. The Fairbanks Garden Club provides white paper plates and white napkins. However, if a Monthly Hostess wishes to use decorative plates and napkins for a particular theme (i.e. Valentine's Day, St. Patrick s Day, etc.,) it will be at the Monthly Hostess's expense. 2. Active Board Members will not be included on Hospitality Committees unless they request to be. 3. The Nametag Coordinator needs assistance collecting nametags at the end of the meeting, so a volunteer should be assigned. Fairbanks Garden Club Hospitality Guidelines July

6 Endicott Estate Floorplan Ballroom Speaker Tables: 5 round 7 rectangular Hall Library Fairbanks Garden Club Hospitality Guidelines July