General Responsibilities of an Event Chairperson
Chairperson is to enlist volunteers to handle the following:
1. Prepare Activities Budget worksheet to review with the Activities Chairperson.
Work with the Activities Chairperson to finalize ticket prices to make certain he
Event is not planned for a loss. Once ticket prices have been finalized, the
Activities Chairperson will pass it on to the H.O.A. Treasurer for Board
Approval.
2. Verify that date has been reserved for ballroom and verify whether
entertainment has been booked. If not, book needed entertainment.
3. PUBLICITY – should include the name of the event, food, entertainment,
HOA and non-HOA ticket cost, date and hours of the event, time the
doors will open, and contact person with his or her phone number.
All publicity and flyers, must include: All dates and times of ticket sales; and notice that “no tickets will be sold to, or for anyone under the age of 18 years old when alcoholic beverages are going to be present.
Committee chairs should be aware that when alcoholic beverages are included in the price of a ticket or admission charge that a temporary permit must be obtained from Volusia County Bureau of Alcohol. (See ticket highlights) (currently it has been determined that no event will include alcohol - 2016)
a) Prepare an article for the Crane Courier, have approved by the Activities Chair or the HOA president, if there is no chair, then deliver to Crane Courier typist in accordance with the event timeline.
b) Prepare a notice for the official Crane Lakes HOA website www.cranelakeshomeowners.com and deliver to author/webmaster.
c) Post flyer on Happening Place board and on the Blue Bulletin board in the Ballroom.
4. EVENT CANCELLATION
Event chairs should contact the Activities Chair or the HOA Board for approval before cancelling or changing any event.
5. OUTSIDE VENDORS
There will be no raffles or “give-aways” by any outside vendors at any HOA
Event except those sponsored by the vendor such as the “ice cream social.” Any other exceptions must be approved by the HOA Board.
6. TICKETS
a) Tickets should include door open time, hours of event, and HOA/non-HOA prices. Tickets should state “HOA Sponsored” and “Tax Included.”
Items b-h will be handled by the designated ticket committee members
b) Tickets are sold from 5:30 p.m. to 6:45 p.m. on Wednesdays before bingo. Other times may be added at the discretion of the event Chairperson and the ticket committee. These changes must be included in the publicity announcements.
c) An updated membership list is to be obtained from the Membership Committee Chairperson. Ticket and table numbers are recorded next to the HOA members’ name on this list. A cash box and money to make change is available from the treasurer or activity chair.
d) Tickets go on sale no earlier than five (5) weeks prior to the event for HOA members; two (2) weeks prior to event for non-HOA members and guests.
EXCEPTION: An HOA member who is single may purchase one companion ticket at the same ticket price as an HOA member.
e) There will be no pre-sales of tickets. No reservations or in person sales will begin before the posted starting times. Due to their service to the community only Committee Chairs (8) and ticket sellers (4) may pre-purchase tickets with a limit of 2 per household, not to exceed 12 tickets.
f) No more than eight (8) tickets may be purchased per household at time of ticket sales. These must be paid for at the time of purchase. No seats will be saved to be paid for later.
g) Three “wait lists” are maintained: one for HOA members, one for resident non-HOA members, and one for non-resident guests.
h) Full names and table number where appropriate are to be included on the back of each ticket
i) Collect tickets on the day/evening of the event as guests arrive, unless the ticket is needed to show a food selection.
j) Refunds for tickets that have been sold will be made at the sole discretion of the event Chairperson.
7. PANTRY – If applicable, advise Pantry Chairperson approximate number of
supplies that will be need for an event.
8. KEYS – Keys for the kitchen pantry, front doors and air conditioner may be
obtained before the event from the Activities Chairperson or kitchen chair as directed. They are to be returned promptly after the event.
9. BANQUET HALL
a) Decorate as desired, being certain to check the decoration boxes in the storage area to see what is available. A computerized list is available. Any items used from the storage boxes should be returned at the completion of the event.
b) It is suggested that if an event is not sold out, four (4) to six (6) extra tables be set with complete settings and decorations.
c) Say the Pledge of Allegiance to the Flag of the United States at the start of the event. Also, be certain to thank volunteers at this time or another appropriate time during the event.
d) Lights – turn on as needed and be sure all are turned off at the end of the event. The light switches are in the center storage room behind the curtains and the switch plates are marked. Be sure to check to see that the lights in the restrooms are also turned off. Light switch for chandelier is located outside Conference Room on left side of door.
e) Arrange for food servers if your function will have a meal served. Make sure all food handlers and servers wear gloves.
f) Clean off all tables and put chairs back in proper place around tables. If tables have been rearranged, they must be replaced to their proper places according to the floor plan included in your Function Guidance Packet. Tables should not be cleared of decorations, tablecloths, etc. until the event is over. Used dishes and utensils can be discarded, but the balance of the table settings should remain intact until the event is over out of consideration for those who wish to stay until the end.
g) Vacuum the ballroom floor after completion of the function; clean the oven and stove thoroughly if used; and sweep and mop the kitchen floor.
h) Towels, potholders, aprons, etc. that have been used are to be taken home and washed and then returned to the kitchen drawers.
i) Empty all trash barrels. Use the rolling cart to take the trash to the Dumpster near the tennis courts. Put new liners in the trash barrels.
j) OPTIONS: It is optional to finish the clean-up before noon on the morning following an event providing there is no other event scheduled for the ballroom. A further option is to arrange for a cleaning service; however, this charge must be included in the original budget for the event.
10. PHOTOGRAPHS - There is a digital camera available for your use in taking
pictures during your function. These can then be transferred to a CD and/or posted on the picture boards in the ballroom (Note that you will have to include the estimated cost of printing the pictures in your budget) CD pictures may be posted on the website. Contact the Activities Chairperson if you wish to use this camera. A CD or flash drive of the pictures may be given to the website representativefor posting to the Cranelakes website.
11.SERVICE RECEIPTS - All service receipts are to be signed – band, DJ,
caterer, etc. Receipts should show sales tax that was paid.They are to be
handed in with your other paperwork.
12. REQUIRED PAPERWORK – Chair persons are encouraged to write brief
comments, which should include what worked well, what went wrong, etc.
A financial report (samples are included with the Activities Guidance Packet) is
required to be turned in to the Activities Chairperson and the Treasurer. All
receipts for expenditures incurred are required. All monies are to be turned in
to the HOA Treasurer.
13. We suggest that thank you notes be sent to all of your volunteer committee
members. Prepare a thank you/ event summary for the Crane Lakes Courier.