**Type of report being submitted: Committee Final Report
**Date:
**Committee Name: Midwinter Social Committee
**Supervising Board Member: Michelle Millet
**Chair, Co-Chairs, Assistant Chairs: Chrissie Anderson Peters
**Committee members: Maureen Barry, Amy Harmon, Violet Le, Katherine O'Clair, & Cristina Minter
**Goals, Objectives, Projects completed (including, but
not limited to, any procedures, tip sheets, checklists, etc. created during the
reporting year):
1)
Secure
space (preferably free) in which to hold the Midwinter Social (Hard Rock Café);
2)
Work
with staff at venue ahead of time to arrange setting, staff, menu, etc.;
3)
With
Committee members, decide on menu items for event with $200 budget;
4)
Secure
some door prizes to be drawn for at the event;
5)
Create a
flyer to help publicize the event;
6)
Send
event information to Web Committee to make available via Midwinter Events page;
7)
Send
event information to NMRT-L and other pertinent lists (including, but not limited
to state associations, SIS lists, etc.);
8)
Create
entry forms for door prizes – serves dual purpose (maintaining a list with
certain information on it to be used for statistical purposes after the event);
9)
Arrive
at event early to talk over last-minute items with staff and committee members;
10)
Make
sure that people feel welcome and mingle!
**Action Items/Issues To Be
Resolved – What plans/projects remain which will be carried over or postponed
until next year? Have there been any substantial changes in plans requiring a
reconsideration or cancellation of projects? Information regarding such will be
helpful for future chairs and planners.
It is very difficult to secure space for an event like this when all we can “guarantee” the restaurant/facility is $200 worth of food being ordered. Granted, a number of attendees will likely purchase drinks and/or additional appetizers, but the number of people who may be present, as well as how much money they may spend cannot even begin to be gauged. We tried more than a half-dozen “local flavor” restaurants and all turned us down because we would be taking up “real estate” during “prime time” on a “big business” night. Nadine suggested that we try the Hard Rock Café and things worked out beautifully!
Given the fact that we had more attendees at this event than in the recollected history of this event, and given the fact that at least 28 attendees out of 83+ were not current NMRT members, I think that this Social has the potential to become a great marketing tool for NMRT. It gives us a great opportunity to get to know potential members on a more personal (and professional) scale.
In light of this, and in light of how little food you can buy at any restaurant for $200, our Committee submitted a proposal to the Board in time for its E-Board Meeting taking place prior to the Conference, requesting that the budget be increased by $50 to $250. Due to technological issues, etc., it was not taken up at the E-board Meeting. I have learned since coming home from the Conference that it never made it to the discussion stage at the Conference Board Meeting, either, so I do want to note herein how strongly this committee feels about the $200 budget being raised to AT LEAST $250 for next year's Midwinter Conference. Not only is it difficult to buy any substantial amount of appetizers for $200, but it is impossible to do so without looking like a real cheapskate (which is probably not the image that NMRT is trying to project to members and potential members). Add to that the taxes and gratuities of an evening like this, and I think that you can better understand our feelings about the amount being raised at least $50.
This year's committee selected 10 Jumbo Combos, consisting
of a variety of items from the Hard Rock's appetizer menu, as well as three or
four orders of Homemade Nachos for the vegetarians in attendance. Our event
officially kicked off at
Of the 28-30 non-members in attendance (two were not certain as to whether or not they were current members), four were former members; two of those indicated interest in becoming active members again. Another 18 who had not been former members were interested in learning more about membership/joining NMRT; additionally, there were three who indicated at the beginning of the event that they “might be” interested in such. So, that's 25 out 0f 28-30 non-members who came to the event telling us that they're interested in joining NMRT. If each of them joined NMRT, that would be $280-$300 in regular membership dues. And that does not include the members who were there who had a great time and went home feeling that they had gotten just a little bit more from their $10 annual membership dues. Taking all of that into consideration, I do not think that $250-$275 is an unreasonable amount to spend at an event like this.
Another option could be asking those in attendance to donate
a dollar when they come in, to help offset the cost to some extent. Very
honestly, I would use this as a last-ditch measure. By
The only other thing that I think should be clearer is the submission of a request for payment. At no point did I realize that the paperwork needed to be in at least two weeks prior to the event in order to have a check ready at the event. Luckily, I had enough on a credit card to pay and knew that going into the Conference, but next year's Committee will want to bear this in mind. Overall, I think that the event was a great success and that everyone enjoyed themselves! Hopefully next year's committee will have even more to work with and more to look forward to – and our members will continue to tell their friends what a great organization we are so they will come to events like this and get to know more about us!
Financial Report Section:
|
Your budget appropriation (see budget) |
a. $200 |
Amount which you have spent this year |
b. $268.85 |
|
Difference between budgeted amount and amount spent
(a-b) |
c. -$68.85 |
**Report submitted by: Chrissie Anderson Peters
**Email address: ChrissieNMRT@yahoo.com