| -- Collecting the details and planning your event -- Writing it up in the correct format and sending it to yacc_social@yahoo.com by the write-up due date (usually the 17th of the month before the event) so that it can be included in the membership schedule. -- Respond to inquiries for additional information and collect RSVPs (where applicable) -- Meet and greet people for the event. Of course be polite, prompt, considerate and courteous. It is highly recommended to be prepared too. Know where you are going how long it takes to get there, parking arrangements etc. |
| Hosting Responsibilities |
| Hosting An Event |
| Hosting Benefits |
| Members who host four or more events throughout the year will receive a 50% discount on their dues for the next year. At the Annual YACC Christmas Party there will be some Host Appreciate activities where the hosts are thanked for their volunteer efforts and some thank you gifts are presented. Additional benefits of hosting an event are related to making YACC better suit your needs. Some of the largest benefits of being a YACC host are that you shape the direction of the group and schedule events that you want to attend (you are only going to host events that you want to attend). Another is that you will get the opportunity to meet new people and expand your friendships. |
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| Write-up Template and Example |
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| Hints on Making Your Event More Successful - Be friendly and outgoing. - Know where you are going. Have a plan – for example, after many Share-A-Parish events the group goes out for a meal; as the host you should know what restaurants are in the area and how to get there. You don’t necessarily have to already have selected one – its perfectly acceptable to let that be a group decision at the time of the event. But make sure you’ve done enough research that the group is not left hanging with no place to go, or could get lost trying to get to the restaurant. - Avoid RSVPs if at all possible. If its something where you need to know how many people to buy tickets for the event, or make the dinner reservations then RSVPs are needed. But if it’s a dinner at a pizza joint and a Movie then this event does not need an RSVP. - If tickets are needed before hand contact your Treasurer to see what your options are for getting those tickets and write it up into the event. - Event Time Tips * Don't be vague like we'll meet between 6:30 and 7:30. Give then a time 7pm. * Be early. Don't show up at 7 pm if your meeting time is 7 pm be there at 6:45 pm. * Give people a 10-15 minutes beyond the meeting time. Traffic, not knowing the driving time and stuff happens to even the best of planners. - Write-Up Tips * Try to avoid a BIG write up with too much detail. * Capitlize the section titles (WHAT, WHEN, WHERE, COST, etc) * Do not use Bold or Italics. This causes us some problem with some of our member's email systems. * Do not capitalize phrases (for example: NEW MEMBERS ARE STRONGLY ENCOURAGED TO JOIN US) because it sounds like your yelling at people. Use standard email etiquette and you'll be fine. * The WHAT section should both describe what to expect and make it sound fun or interesting. Would you go to an event if it doesn't sound fun or interesting? * Some additional directions or hints on how to locate the meeting place are a big bonus. When writing directions think of yourself going to the event. Just an address can be hard to find. (Don't get too carried away, though.) Try to include the zip code, when available, since many of the internet mapping tools request it. * Try to always include web addresses for the event and venue; put this in the the additional information section. * You can mention a special article of clothing for them to watch for at the meeting place like a violet baseball hat. But don't forget to wear it the day of the event! * If there is a dress code mention it. |