A baker’s dozen FAQ about hosting a MI Division Council meeting
So your branch has been asked to host a Michigan Division meeting -- here's what you need to know. Contact Mary Schwark, First Vice President, for more information.
1. What’s in it for us?
Your members will benefit from a valuable learning and team-building experience. They’ll meet and network with many like-minded gardeners. You will be a positive role model for other branches and a fine example of service to others through volunteering at its best.
2. Where and how do we begin?
Request your members’ approval. Anticipate their questions.
3. If they agree, what’s next?
Develop a vision. Along with a Vision Committee of two or three creative members of your branch, meet with Michigan Division’s 1st VP. It is her responsibility to secure all meeting hosts and to help them through the hosting process.
4. How do we choose a date?
Select carefully. No date will please everyone, but some dates will accommodate Michigan Division members better than others. Instead of only one date, begin with two or three possibilities if you can. That may help you to secure your preferred venue.
5. How do we choose a venue?
Find a compatible and affordable facility – one which (1) is available on the selected date(s); (2) will comfortably accommodate the anticipated number of attendees; (3) will offer a sufficiently reasonable cost that will, in turn, help your branch establish an appealing registration fee.
6. How do we establish a registration fee?
Recognize that a reasonable registration fee will definitely encourage higher attendance. The fee must cover all expenses except the speaker. (See speaker information, #8 below.) Calculate conservatively. Don’t plan on 200 attendees if recent similar meetings have drawn 100 – 125. Members may invite guests.
7. How will attendees submit their fees?
Designate a registrar – someone in your branch who is willing to (1) receive registrations by regular mail; (2) answer questions by phone or email; (3) confirm receipt of registrations by email or SASE (self-addressed stamped envelope). All checks must be made payable to Michigan Division-WNF&GA and should be submitted periodically to Michigan Division’s treasurer.
8. How should we calculate expenses?
Structure costs wisely. Spend only for necessities: appropriate venue, good food, speaker. Be brave. Don’t fear negotiation. Think creatively regarding other expenses. For example, instead of purchasing centerpieces, borrow flowering plants from a greenhouse or ask members to create arrangements and then lend them to the event. If sound equipment will be required, determine if your branch or a branch member may have what you need. Whenever possible, avoid printing costs. Invitations, tickets, programs and favors are unnecessary and are discouraged. Certain amenities for host members – corsages, for example – are optional and should not be included among event expenses.
9. Is a speaker required?
At council meetings (but not at International Teas), yes, unless an exciting alternative would be as good or better. Choose creatively. Think outside the box. Find out if a prospective presenter connects well with listeners. He or she should be able to educate, entertain AND respect the allotted time. Professional educators (teachers, professors) or other experts in their fields can be good choices. NOTE REGARDING SPEAKER FEES: Michigan Division will fund up to $300 for a council meeting speaker. Any amount in excess of $300 should be factored into the meeting registration fee.
10. Is a market area for vendors of garden-related or garden-themed items required?
Required – no; encouraged - yes, because council meetings (but not International Teas) usually have vendors. Many attendees will expect to experience retail therapy. Invite past vendors to participate again. Invite new vendors, including your own members. But beware of scheduling too many. If there are 125 attendees, their purchasing power probably will not support more than three to five vendors. While no entry fee is requested of vendors, they must register for the event and they must contribute 10% of their gross sales to Michigan Division, preferably immediately following the event so that no follow-up is required.
11. Are there other responsibilities?
The Vision Committee should call upon its branch members for specific tasks including, but not limited to:table and seating arrangements, venue set-up, greeting vendors and interfacing with them, acquisition of door prize items (OPTIONAL), name tags (plastic sleeves are available and can be borrowed from Michigan Division), greeting guests, retrieving name tags after the event, etc. In addition, one host branch member should be designated to interface periodically, and/or as needed, throughout the planning process with the Michigan Division 1st VP.
12. Who publicizes the event?
The host branch supplies all required information to the editor of the appropriate Michigan Division newsletter (winter, spring or fall) by the issue’s deadline: narrative, photo(s), map, directions, registration form, etc. The host branch may also communicate event news to other branches via the presidents’ contact list.
13. Who creates the agenda?
The agenda has two parts. Part One is prepared by the host branch for the entire meeting, beginning with arrival time and ending after the speaker and final remarks. That agenda can be distributed in advance via email, or at the meeting via hard copies. The host branch will also contact Michigan Division’s president to determine beginning and ending times for the business meeting, whose Part Two agenda, prepared and copied by the president, will be distributed at the event. Any other copies needed for the business meeting will be prepared and distributed by Michigan Division’s officers.
So your branch has been asked to host a Michigan Division meeting -- here's what you need to know. Contact Mary Schwark, First Vice President, for more information.
1. What’s in it for us?
Your members will benefit from a valuable learning and team-building experience. They’ll meet and network with many like-minded gardeners. You will be a positive role model for other branches and a fine example of service to others through volunteering at its best.
2. Where and how do we begin?
Request your members’ approval. Anticipate their questions.
3. If they agree, what’s next?
Develop a vision. Along with a Vision Committee of two or three creative members of your branch, meet with Michigan Division’s 1st VP. It is her responsibility to secure all meeting hosts and to help them through the hosting process.
4. How do we choose a date?
Select carefully. No date will please everyone, but some dates will accommodate Michigan Division members better than others. Instead of only one date, begin with two or three possibilities if you can. That may help you to secure your preferred venue.
5. How do we choose a venue?
Find a compatible and affordable facility – one which (1) is available on the selected date(s); (2) will comfortably accommodate the anticipated number of attendees; (3) will offer a sufficiently reasonable cost that will, in turn, help your branch establish an appealing registration fee.
6. How do we establish a registration fee?
Recognize that a reasonable registration fee will definitely encourage higher attendance. The fee must cover all expenses except the speaker. (See speaker information, #8 below.) Calculate conservatively. Don’t plan on 200 attendees if recent similar meetings have drawn 100 – 125. Members may invite guests.
7. How will attendees submit their fees?
Designate a registrar – someone in your branch who is willing to (1) receive registrations by regular mail; (2) answer questions by phone or email; (3) confirm receipt of registrations by email or SASE (self-addressed stamped envelope). All checks must be made payable to Michigan Division-WNF&GA and should be submitted periodically to Michigan Division’s treasurer.
8. How should we calculate expenses?
Structure costs wisely. Spend only for necessities: appropriate venue, good food, speaker. Be brave. Don’t fear negotiation. Think creatively regarding other expenses. For example, instead of purchasing centerpieces, borrow flowering plants from a greenhouse or ask members to create arrangements and then lend them to the event. If sound equipment will be required, determine if your branch or a branch member may have what you need. Whenever possible, avoid printing costs. Invitations, tickets, programs and favors are unnecessary and are discouraged. Certain amenities for host members – corsages, for example – are optional and should not be included among event expenses.
9. Is a speaker required?
At council meetings (but not at International Teas), yes, unless an exciting alternative would be as good or better. Choose creatively. Think outside the box. Find out if a prospective presenter connects well with listeners. He or she should be able to educate, entertain AND respect the allotted time. Professional educators (teachers, professors) or other experts in their fields can be good choices. NOTE REGARDING SPEAKER FEES: Michigan Division will fund up to $300 for a council meeting speaker. Any amount in excess of $300 should be factored into the meeting registration fee.
10. Is a market area for vendors of garden-related or garden-themed items required?
Required – no; encouraged - yes, because council meetings (but not International Teas) usually have vendors. Many attendees will expect to experience retail therapy. Invite past vendors to participate again. Invite new vendors, including your own members. But beware of scheduling too many. If there are 125 attendees, their purchasing power probably will not support more than three to five vendors. While no entry fee is requested of vendors, they must register for the event and they must contribute 10% of their gross sales to Michigan Division, preferably immediately following the event so that no follow-up is required.
11. Are there other responsibilities?
The Vision Committee should call upon its branch members for specific tasks including, but not limited to:table and seating arrangements, venue set-up, greeting vendors and interfacing with them, acquisition of door prize items (OPTIONAL), name tags (plastic sleeves are available and can be borrowed from Michigan Division), greeting guests, retrieving name tags after the event, etc. In addition, one host branch member should be designated to interface periodically, and/or as needed, throughout the planning process with the Michigan Division 1st VP.
12. Who publicizes the event?
The host branch supplies all required information to the editor of the appropriate Michigan Division newsletter (winter, spring or fall) by the issue’s deadline: narrative, photo(s), map, directions, registration form, etc. The host branch may also communicate event news to other branches via the presidents’ contact list.
13. Who creates the agenda?
The agenda has two parts. Part One is prepared by the host branch for the entire meeting, beginning with arrival time and ending after the speaker and final remarks. That agenda can be distributed in advance via email, or at the meeting via hard copies. The host branch will also contact Michigan Division’s president to determine beginning and ending times for the business meeting, whose Part Two agenda, prepared and copied by the president, will be distributed at the event. Any other copies needed for the business meeting will be prepared and distributed by Michigan Division’s officers.
