Registration
Vendors Speakers Hostesses Table Centerpieces Other Decorations |
Graphic Design
Printing Name Tags Table Favors (not necessary but nice) Venue Liaison Silent Auction (not necessary but it can help cover event costs and/or contribute to a surplus) |
Hosting A District Meeting with Speakers/Vendors
District Director Guidelines & Host Club Checklist Click here for link to Word document The purpose of this checklist is to help the District Director and the Host Club plan a successful MGC District Meeting. As District Meetings are different across the state, this checklist is all encompassing. It does not mean that everything on this checklist must be done; the required items are bolded; the rest are to be used as needed to help in planning the event.
12 months prior to District Meeting District Director
Host Club Identify Host Club Chair (Co-Chairs) and Committee and meet with District Director for first planning meeting Discuss theme ideas and general budgeting estimates (speakers, food, favors, decorations etc.). Form Host Club subcommittees/assignments as needed from the following suggested list:
District Director and Host Club Committee Finalize meeting location, food Agree on theme Finalize speakers (2-3 is recommended) Finalize vendor/sponsor list Identify hybrid components (if any) and requirements Finalize budget
Prepare site contract and/or review contract provided by site (Contract available on MGC Website) District Director is the authorized MGC representative and should sign all contract Review Speaker Contract (Available on MGC Website) and send to Speakers for signature District Director is the authorized MGC representative and should sign all contracts Finalize vendors
Send out communication to clubs -Save The Date and Theme Send notice to “Through the Garden Gate” to Publicize Event/Post Event on District Facebook page/Website Reach out to non MGC Member clubs and provide invitation/information on upcoming meeting 2-4 Months Prior District Director and Host Club Committee Create Event Agenda
Finalize AV Equipment/hybrid portion technical requirements Verify with MGC President on selling MGC items -space & resource to support Follow up as needed to get all contracts returned.
Order any materials required for table centerpieces Send out follow up reminder to clubs to register Request host club members to:
Finalize program and get printed
Meet with venue -assigned Host Club point person and committee member
Communicate with speakers to re-confirm and identify who will meet them the day of the event Run test of hybrid speaker using Zoom or Zoom being used for remote participants Finalize host club members for tables/entrances; vendor/table set up Finalize Silent Auction process
Week Of Event Prepare name tags and participant event registration sign in sheets Communicate to host club members who will sit at tables and entrance and assist with vendor/table set up-table assignment and time to arrive/check in as needed Communicate to host club members main point person for the event (District Director/Chair/Co-Chairs) to contact if issue arises Communicate with MGC President and 1st VP welcoming them, providing agenda/program and speaking time reminder Prepare table centerpieces Set Up Venue in advance, if possible, especially important for Flower Show Test/Set Up AV Equipment Day of Event Arrive when venue opens to greet vendors and provide direction to host club volunteers Provide assistance as required for vendors Set up main room tables (may be able to bring in material the night before) Set up any other break out/display tables Set up event registration sign in process (Name tags, programs, any other materials to be handed out) Speaker hosts ready to greet speaker After The Event Host Club Work with the venue as needed to clean up/clear out the area Collect meeting evaluation forms and give to District Director Determine if any remaining items are personal items of value; may need a communication from the DD to the clubs to locate owner Send thank you notes/emails to the speakers/sponsors/vendors Work with Club Treasurer to collect receipts requiring reimbursement. Club Treasurer should collect all receipts (usually under $100). Club Treasurer will complete & submit one MGC Member Expense Reimbursement Form (with copies of receipts) and provide copies of all to the District Treasurer. (On MGC Website Member Side under Forms). A check will be sent, using Bill.com, payable to the host club at the Club President’s address. For speakers’ fees, complete & submit an MGC Non-Member Expense Reimbursement Form. (also, on MGC Website Member Side under Forms). Payment will be sent directly, using Bill.com. This payment request can be made on or shortly after the event day. District Director Work with District Treasurer to complete District Event Budget and Final Report Form; sign and send to Finance Committee Chair in time for the January finance committee meeting Work with MGC Treasurer to finalize event profits distribution to the Host Club and District following MGC District Event Policy. Submit article to “Through the Garden Gate” summarizing the District Meeting and recognizing Host Club efforts. |
Hosting a District Meeting without Speakers/Vendors
District Director & Guidelines & Club Checklist The purpose of this checklist is to help the District Director and the Host Club plan a successful MGC District Meeting. As District Meetings are different across the state, this checklist is all encompassing. It does not mean that everything on this checklist must be done; the required items are bolded; the rest are to be used as needed to help in planning the event.
8 months prior to District Meeting District Director
Host Club Identify Host Club Chair (Co-Chairs) and Committee and meet with District Director for first planning meeting Discuss theme ideas and general budgeting estimates (speakers, food, favors, decorations etc.). Form Host Club subcommittees/assignments as needed from the following suggested list:
Evaluate meeting locations
District Director and Host Club Committee Finalize meeting location, food Agree on theme Identify hybrid components (if any) and requirements Finalize budget
District Director is the authorized MGC representative and should sign all contracts Send out communication to clubs -Save The Date and Theme via Constant Contact Send notice to “Through the Garden Gate” to Publicize Event/Post Event on District Facebook page/Website 2-4 Months Prior District Director and Host Club Committee Create Event Agenda
Finalize event registration form/process
Send registration to MGC President and 1st VP Finalize AV Equipment/hybrid portion technical requirements Follow up as needed to get any contracts returned.
Order any materials required for table centerpieces Optional Send out follow up reminder to clubs to register Request host club members to:
Finalize program and get printed
Meet with venue -assigned Host Club point person and committee member
Run test of hybrid speaker using Zoom or Zoom being used for remote participants Finalize host club members for tables/entrances Week of Event Prepare name tags and participant event registration sign in sheets or invite members to use own tags Communicate to host club members who will sit at tables and entrance and assist with table set up-table assignment and time to arrive/check in as needed Communicate to host club members main point person for the event (District Director/Chair/Co-Chairs) to contact if issue arises Communicate with MGC President and 1st VP welcoming them, providing agenda/program and speaking time reminder Prepare table centerpieces Optional Set Up Venue in advance, if possible Test/Set Up AV Equipment Day of Event Arrive when venue opens and provide direction to host club volunteers Set up main room tables (may be able to bring in material the night before) Set up any other break out/display tables Set up event registration sign in process (Name tags, programs, any other materials to be handed out) Speaker hosts ready to greet speaker if using guest speaker After The Event Host Club Work with the venue as needed to clean up/clear out the area Collect meeting evaluation forms and give to District Director Determine if any remaining items are personal items of value; may need a communication from the DD to the clubs to locate owner Send thank you notes/emails to the speakers/sponsors Work with Club Treasurer to collect receipts requiring reimbursement. Club Treasurer should collect all receipts (usually under $100). Club Treasurer will complete & submit one MGC Member Expense Reimbursement Form (with copies of receipts) and provide copies of all to the District Treasurer. (On MGC Website Member Side under Forms). A check will be sent, using Bill.com, payable to the host club at the Club President’s address. For speakers’ fees, complete & submit an MGC Non-Member Expense Reimbursement Form. (also, on MGC Website Member Side under Forms). Payment will be sent directly, using Bill.com. This payment request can be made on or shortly after the event day. District Director Work with District Treasurer to complete District Event Budget and Final Report Form; sign and send to Finance Committee Chair in time for June finance committee meeting. Work with MGC Treasurer to finalize event profits distribution to the Host Club and District following MGC District Event Policy. Submit article to “Through the Garden Gate” summarizing the District Meeting and recognizing Host Club efforts |
Constant Contact Required Content
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District Meeting Communications Via Constant Contact
Required Content SAVE THE DATE EMAIL Timing: 3-4 months ahead of event
SPRING OR FALL DISTRICT MEETING REGISTRATION EMAIL Timing: 8-10 weeks ahead of event
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