Hollywood Women’s Club
Guidelines for Hosting a Meeting
Thank you for hosting our monthly meeting! These guidelines are here to assist the team hosting and will serve as an outline of responsibilities as well as a general timeline to keep you on track.
The hosting team’s general responsibilities include arranging the program speaker or activity, decoration and cleanup. Expenses, if any, should be kept to a minimum and equally be split among the hosting members.
**Please note that if for any reason you are unable to host with your assigned team, it will be your responsibility to find a replacement. Please keep your teammates in mind and have a replacement ready to go prior to the first team get-together for planning.
Themes
Teams are encouraged to be as creative as they would like in deciding on a theme for their assigned meeting.
The meeting topics must in some way fall under the guidelines of the Federated Departments:
• Arts
Arts and Crafts
Music and Dance
Literature
Scrapbooking
• Conservation
Natural Resources
Environmental Education
Community Environment Issues
• Education
Continuing Education
School Issues
Leadership
Library
• Home Life
Today’s Living
Economics
Health
• International Affairs
International Cultural Exchange
Trade and Aid
International Understanding
• Public Affairs
Citizenship
Crime Prevention
Safety
Six Weeks Prior
Meet with your hosting team.
Decide on a guest speaker and a decoration theme.
There are wine glasses, serving platters and bowls as well as table linens available for use at the club. Centerpieces, if they are used, are the responsibility of the hosting team. Many ladies have gotten very creative with themed items, fresh cut flowers from their gardens or even appetizers that go with the theme of the night. The team also may want to consider inviting a restaurant/caterer to sponsor the meeting, which allows a local business to showcase their food.
3 Weeks Prior
Contact the Program Chairman and provide her with all the content to be included in the EVITE.
Info required for Evite:
· Date, time and location of event
· Event theme
· What members should bring i.e. drinks, appetizers and desert to share
· Names of team members
· Contact name, email address or telephone number where members can RSVP
Select a team member to assist with membership sign-in on the night of the meeting.
Contact the *Membership Chair to let her know who that will be and to discuss sign-in responsibilities.
Day Before Event
Make arrangements to pick up a key to open the Clubhouse from the *House Chairman.
Day of Event
The team can set up at any point during the day. Set up must be completed by 6:30 p.m.
Don’t forget - one team member must assist with membership sign-in.
One of the board members will open the meeting at 7:00 p.m.
The team will be introduced and should plan to direct the meeting for about one hour, leaving at least 30 minutes for socializing at the end of the meeting.
It is the team’s responsibility to completely clean up after the event and lock up the building.
The team will be responsible for washing all table linens and returning them to the clubhouse.
When all duties have been completed return the key to the *House Chairman.
After the Event
Designate a team member to submit a short summary of your meeting to the Program Chairman for newsletters and historical purposes.
Please contact the *Program Chairman with any questions you may have regarding hosting your meeting.
*Board member names and contact information can be found on the website at hollywoodwomensclub.org, click on membership then officers. Board members may also be found in the yearbook.
Remember this is a great way to build friendships within the community so please have FUN!!!!!
With appreciation and gratitude….
The Hollywood Women’s Club
Hollywood Women’s Club
Guidelines for Hosting a Meeting
Thank you for hosting our monthly meeting! These guidelines are here to assist the team hosting and will serve as an outline of responsibilities as well as a general timeline to keep you on track.
The hosting team’s general responsibilities include arranging the program speaker or activity, decoration and cleanup. Expenses, if any, should be kept to a minimum and equally be split among the hosting members.
**Please note that if for any reason you are unable to host with your assigned team, it will be your responsibility to find a replacement. Please keep your teammates in mind and have a replacement ready to go prior to the first team get-together for planning.
Themes
Teams are encouraged to be as creative as they would like in deciding on a theme for their assigned meeting.
The meeting topics must in some way fall under the guidelines of the Federated Departments:
• Arts
Arts and Crafts
Music and Dance
Literature
Scrapbooking
• Conservation
Natural Resources
Environmental Education
Community Environment Issues
• Education
Continuing Education
School Issues
Leadership
Library
• Home Life
Today’s Living
Economics
Health
• International Affairs
International Cultural Exchange
Trade and Aid
International Understanding
• Public Affairs
Citizenship
Crime Prevention
Safety
Six Weeks Prior
Meet with your hosting team.
Decide on a guest speaker and a decoration theme.
There are wine glasses, serving platters and bowls as well as table linens available for use at the club. Centerpieces, if they are used, are the responsibility of the hosting team. Many ladies have gotten very creative with themed items, fresh cut flowers from their gardens or even appetizers that go with the theme of the night. The team also may want to consider inviting a restaurant/caterer to sponsor the meeting, which allows a local business to showcase their food.
3 Weeks Prior
Contact the Program Chairman and provide her with all the content to be included in the EVITE.
Info required for Evite:
· Date, time and location of event
· Event theme
· What members should bring i.e. drinks, appetizers and desert to share
· Names of team members
· Contact name, email address or telephone number where members can RSVP
Select a team member to assist with membership sign-in on the night of the meeting.
Contact the *Membership Chair to let her know who that will be and to discuss sign-in responsibilities.
Day Before Event
Make arrangements to pick up a key to open the Clubhouse from the *House Chairman.
Day of Event
The team can set up at any point during the day. Set up must be completed by 6:30 p.m.
Don’t forget - one team member must assist with membership sign-in.
One of the board members will open the meeting at 7:00 p.m.
The team will be introduced and should plan to direct the meeting for about one hour, leaving at least 30 minutes for socializing at the end of the meeting.
It is the team’s responsibility to completely clean up after the event and lock up the building.
The team will be responsible for washing all table linens and returning them to the clubhouse.
When all duties have been completed return the key to the *House Chairman.
After the Event
Designate a team member to submit a short summary of your meeting to the Program Chairman for newsletters and historical purposes.
Please contact the *Program Chairman with any questions you may have regarding hosting your meeting.
*Board member names and contact information can be found on the website at hollywoodwomensclub.org, click on membership then officers. Board members may also be found in the yearbook.
Remember this is a great way to build friendships within the community so please have FUN!!!!!
With appreciation and gratitude….
The Hollywood Women’s Club