Party-Event Guidelines for Committee Chairperson
Background: One of the big advantages of belonging to the Danville Boat Club is to be able to attend the regular social events. The Danville Boat Club has operated for many years using dedicated Event Committees to organize outstanding social activities for the membership and the community. Each Single, Married and Associate member is expected to serve on at least one committee each year. If you are unable to serve on the committee assigned or requested, please contact the Commodore or Events Chair to serve on a different committee.
Events Chairman: The Events Chairman and Club Manager will work with each of the committees as needed and should be invited to committee meetings and included in committee emails to provide suggestions and assist in any way. Parties are typically scheduled two weeks apart to increase attendance.
Committee Chairpersons: People who are recruited to chair these events are responsible for making the event a success. An annual dinner meeting is held in January for Committee Chairpersons to review party requirements, checklists etc. Set up your committee members in a group email so you can easily send out emails and encourage members to “Reply All”. Most DBC members have an email address, but you might need to call and verify they received it if you don’t get a response to your first email. Start contacting committee members at least 30 days in advance. A quick initial meeting to make decisions and allocate tasks will make it easy for all. Include the club manager for menu selection, times, as well as setting prices to make sure we have a profit margin to cover staff costs and unforeseen expenses. A wrap up committee meeting one week before may also be needed. If reservations or reserved seating is required, work with the Club Manager.
Attendance: With over 300 members, an event with less than 50 people makes it difficult to financially break even. We have several ways to promote attendance at these events:
Facebook: Go to www.facebook.com/danvilleboatclub and type complete information about the event. Mention if it is for the public, prices, hours etc. Be sure to LIKE and SHARE the event.
Email Newsletter: Submit information to events@danvilleboatclub.com) by the weekend. Make up a flyer in Microsoft Word or other word processing program and send a file in .doc, docx or .pdf or just email general information.
Tattler Newsletter: (submit information to the editor by the 20th of the month.). Send a document or just write an email.
Web Site: Email information to webmaster@danvilleboatclub.com.
Menu sheets. Print 25 copies and provide to the club manager 3 weeks before the event. Staff will stuff these in the menus for Tuesday night. Print 15 copies and have someone put them on the tables on two Thursday nights before your event and pick them up for using the next Thursday.
Tuesday/Thursday announcements. The chairperson or a designee should be prepared to talk about the event starting two weeks in advance on both Tuesday and Thursday. If you are unable to attend, please inform the Events Chair and/or the Commodore to do this for you.
Final Report. Provide a report on the activity at the next Board meeting. An estimate of attendance is vital for future planning. Email your committee for suggestions for future events or have a wrap up meeting. Write down suggestions for next year and include in your report.
Background: One of the big advantages of belonging to the Danville Boat Club is to be able to attend the regular social events. The Danville Boat Club has operated for many years using dedicated Event Committees to organize outstanding social activities for the membership and the community. Each Single, Married and Associate member is expected to serve on at least one committee each year. If you are unable to serve on the committee assigned or requested, please contact the Commodore or Events Chair to serve on a different committee.
Events Chairman: The Events Chairman and Club Manager will work with each of the committees as needed and should be invited to committee meetings and included in committee emails to provide suggestions and assist in any way. Parties are typically scheduled two weeks apart to increase attendance.
Committee Chairpersons: People who are recruited to chair these events are responsible for making the event a success. An annual dinner meeting is held in January for Committee Chairpersons to review party requirements, checklists etc. Set up your committee members in a group email so you can easily send out emails and encourage members to “Reply All”. Most DBC members have an email address, but you might need to call and verify they received it if you don’t get a response to your first email. Start contacting committee members at least 30 days in advance. A quick initial meeting to make decisions and allocate tasks will make it easy for all. Include the club manager for menu selection, times, as well as setting prices to make sure we have a profit margin to cover staff costs and unforeseen expenses. A wrap up committee meeting one week before may also be needed. If reservations or reserved seating is required, work with the Club Manager.
Attendance: With over 300 members, an event with less than 50 people makes it difficult to financially break even. We have several ways to promote attendance at these events:
Facebook: Go to www.facebook.com/danvilleboatclub and type complete information about the event. Mention if it is for the public, prices, hours etc. Be sure to LIKE and SHARE the event.
Email Newsletter: Submit information to events@danvilleboatclub.com) by the weekend. Make up a flyer in Microsoft Word or other word processing program and send a file in .doc, docx or .pdf or just email general information.
Tattler Newsletter: (submit information to the editor by the 20th of the month.). Send a document or just write an email.
Web Site: Email information to webmaster@danvilleboatclub.com.
Menu sheets. Print 25 copies and provide to the club manager 3 weeks before the event. Staff will stuff these in the menus for Tuesday night. Print 15 copies and have someone put them on the tables on two Thursday nights before your event and pick them up for using the next Thursday.
Tuesday/Thursday announcements. The chairperson or a designee should be prepared to talk about the event starting two weeks in advance on both Tuesday and Thursday. If you are unable to attend, please inform the Events Chair and/or the Commodore to do this for you.
Final Report. Provide a report on the activity at the next Board meeting. An estimate of attendance is vital for future planning. Email your committee for suggestions for future events or have a wrap up meeting. Write down suggestions for next year and include in your report.