FALL COUNCIL

Host Club(s) Responsibilities:

  1. Work closely with the Governor to fulfill the necessary duties to ensure a successful meeting and workshop. Please note that all of the expenses should be kept to a minimum to encourage and ensure greater attendance.
  1. Work closely together with the Governor to set a date for the Fall Council.
  1. Select and contract an adequate meeting facility for the Fall Council. The facility needs to include a large meeting room along with at least four (4) breakout rooms for small group sessions as well as a meeting space for the Anchors. Send the name, location, and address information to the Governor and provide a map and directions to the facility.
  1. Contract a hotel and book a block of at least eight (8) rooms at a group rate while negotiating at the lowest rate or cost possible. Send the name, location, and address information of the hotel to the Governor and provide a map and directions as well as the telephone number or website to make reservations.
  1. Organize a Friday night get together/social (meal)—Dutch treat Send the name,location, and address to the Governor and provide a map and directions to the site.
  1. Set up, in advance,the registration area by entryway for Registration Chair and Treasurer and tables for a marketplace.
  1. Prepare goody bags, if desired, to be given out with registrations. Community promotional or local items can be included. Many of the items and bags can possibly come from the local convention and visitors bureau, Chamber of Commerce, or from local businesses.
  1. Make luncheon arrangements for Saturday while negotiating at the lowest cost possible. Note that the total reimbursement to the club will not exceed $15 per person. Pizza is usually ordered for the Anchors on the morning of the council by the Anchor Coordinator or his or her designee. Anchors in attendance will be asked shortly after arrival how many slices they desire for lunch and the total is added up to calculate the exactnumber of pizzas needed to order. Also note that a good pizza restaurant in the area needs to be contacted in advance to ask the price and how many slices are included per a large sized pizza and the earliest time that pizzas can be ordered on the day of the Fall Council. Pizza delivery v pick-up will need to be decided.
  1. Set up the meeting room with four(4) break-out rooms, or separate areas, for presidents & president-elects, secretaries, treasurers, and others (with lt. governors). Also provide signs to help with the flow of people (i.e. on front doors, Anchor space, Breakout Rooms, Main Meeting Room, etc.).
  1. Set up, in advance, the meeting room with a head table, flags (US and TX), banners, tables, podium, microphones, audio-visual screen, and sound system. Decorations are optional!
  1. Provide Door prizes and a drawing system for the winners, if desired.
  1. Perform the Welcome, Invocation (in the absence of the district chaplain), and the Pledge to the Flags (usually by the Host Club Officers).
  1. Organize a continental breakfast for both Pilots and Anchors.
  1. Set the example for fellowship and friendliness. Each member of the host club(s) should be in attendance, circulating as much as possible, and assisting with the needs of the visiting Pilots.

District Officer Responsibilities:

  • Word for Word (W4W).
  • Registrations (Treasurer and Registration Chair) – name tags are created and holders are acquired by the Registration Chair – holders may possibly be provided by the CVB.
  • Schedule Agenda (2) – one with times and one without the times. The timed schedule goes to the DAC and presenters

and the one without times goes in the registration packets.

  • Schedules are emailed prior to Fall Council to the DAC, all presenters, and to the president of the Host Club(s).
  • Presenters—(DAC, Coordinators, and/or Appointees) prepare the information to be presented.
  • Creates, distributes, and collects evaluation forms for the Fall Council workshop.