18 Hole Policies and Procedure Manuals

2

5. Document details of the event with a report, pictures, and any additional information for the House Chairman’s notebook. 6. Submit expenses for the event, as soon as possible, utilizing the expense report and submit to the Treasurer for reimbursement. February/March-Christmas Party 1. Meet with AAC Members & Events Service Manager to confirm the date, location, and any preliminary details on the club calendar. 2. Continue preliminary planning with your committee. 3. Secure Entertainment if applicable. C. September-October – Closing Meeting Brunch and continue planning Christmas Party. September-October Closing Day Tournament and Closing Meeting Brunch 1. Check with the President for any details she might like included in the event. 2. Start planning and meet with your committee and the AAC Members & Events Service Manager to plan the menu, venue, and other details for both the Closing Tournament and the Closing Meeting Brunch. Extra Tables will be needed for Trophy displays, and a podium and microphone will be needed, coordinate with the Awards Chairman and Second Vice President. Confirm the last day required for members to RSVP and include on posters and email communications and report back the final number for the final set up and food preparation. 3. Meet with the AAC Marketing Director to create the Poster Board and agenda, and display the Poster Board in the locker room, at least 4 weeks prior to the event. 4. Ask someone to give the invocation. 5. Coordinate with the Pro Shop Liaison to send an e-mail communication with a sign-up link, at least 3 weeks prior to the event, and send e-mail reminders from the Communications Chairman as the actual date approaches. September-October Christmas Party 1. Meet with the AAC Member Events Service Manager and your committee to review and finalize the menu and decorations. Confirm the last day required for members to RSVP and include on posters and email communications and report back the final number for the final set up and food preparation. 2. Meet with the AAC Marketing Director to create the Poster Board and invitations. 4. Finalize entertainment and possible photographer. 5. Announce Christmas Party and have poster ready to display at the Fall Tournament Day, and then display in locker room until the event date. Have invitations ready so members can take home (avoid mailing costs). 6. End of October/Beginning of November Coordinate with the Pro Shop Liaison to send an e-mail communication with a sign-up link and send e-mail reminders from the Communications Chairman as the actual date approaches. D. November – Closing Meeting Brunch 1. Print the final sign-up sheet from the sign-up portal for reference at the check in table. 2. Display the Christmas Party Poster and have additional fliers available promoting the event. 3. Document details of the event with a report, pictures, and any additional information for the House Chairman’s notebook. 4. Ensure Award Trophies are displayed on front tables near the speaker podium. 5. Submit expenses for the event, as soon as possible, utilizing the expense report and submit to the Treasurer for reimbursement. E. November – Finalize plans for Christmas Party 1. Confirm all details with AAC Member Events Service Manager and your committee. 2. Confirm entertainment and photographer.