Program and Hospitality Committee Guidelines

The purpose and function of the Program and Hospitality Committee is as follows:

This committee makes the arrangements for the Annual Meeting of the American Angus Auxiliary in November including the Auxiliary Breakfast as follows:

  1. Committee members include active members of the Auxiliary, including one member selected from the AAAx President’s state who will be attending the annual meetings in November.
  2. Members of the committee are selected by the President and the Chairman of this Committee. List of current committee members will be posted on the AAAx web site. Most communication can be accomplished through email.
  3. The committee is responsible for all room, menu, decorations, speakers, entertainment relating to Auxiliary activities including Miss American Angus.
  4. The committee works with the American Angus Association representatives and AAA Activities Director relating to scheduling events, breakfast ticket sales, posters, flyers, entertainer’s rooms, breakfast program art work and contents.
  5. The committee is responsible for contacting the appropriate departments at the hotel facility to plan for the necessary rooms, menus, equipment and props. This should be addressed following the prior year activities before leaving the convention site. Most arrangements throughout the year can be accomplished through email.
  6. The committee selects and purchases the gift for the outgoing Auxiliary President.
  7. The committee chair will work cooperatively with the Auxiliary President and the host state committee representative to coordinate the program and the decorations.
  8. The committee chair will work with the Foundation staff after the selection of their centerpieces to make sure the Breakfast decorations coordinate and compliment the Foundations centerpieces selections.

JANUARY

Begin to search for Auxiliary Breakfast entertainment.

FEBRUARY

Contact President of AAAx for information on state or Auxiliary committee contact person. Work with Executive Committee on plans for breakfast program and entertainment.

Work with the Executive Committee on Auxiliary hospitality activity for National Jr. Angus Show.

Review committee budget with Executive Committee.

Communicate with host state or Auxiliary committee representative the host state duties including table decorations, gift for attendees, program needs, door prizes and decorating times.

MAY

Finalize National Jr. Angus Auxiliary hospitality activities with Executive Committee.

AUGUST

Work with convention hotel for annual meeting arrangements and breakfast arrangements.

Submit committee budget to Finance Committee Chair.

SEPTEMBER

Contact Angus Journal and Auxiliary President to discuss contents of breakfast program and tickets. Share all information with the Auxiliary President and host state committee or Auxiliary representative.

Complete entertainment arrangements. Complete entertainment room arrangements with Angus Association.

Contact Foundation Director/staff to confirm the possible use of flowers and centerpieces from Saturday night’s Foundation reception for Auxiliary breakfast. Make sure that the colors the AAAx selects for the breakfast coordinate with the Foundation floral arrangements and compliment host state decorations, if any. Confirm that the stocked napkin colors for the hotel include black, white, navy, cadet blue, pale yellow, golden yellow, pink, burgundy, forest green and red. Stocked table cloths only come in white.

Consult with Auxiliary President as the Executive Committee may wish to do away with the purchase of corsages in an effort to cut breakfast costs. If corsages are needed, contact florist, order 10 corsages, Miss American Angus committee orders flowers for that contest.

OCTOBER

Send final copy of the Annual Breakfast program to Angus Productions Inc. (Journal) by Oct. 1, including all committee reports, if any, breakfast sponsors and President’s letter/message.

Make final arrangements with AAA staff.

Purchase President’s gift - include gift bag and card for incoming President to sign and present to outgoing President.

Proof breakfast program. Share breakfast program with the Auxiliary President and host state committee representative for additional input.

Hand number breakfast tickets or have the numbers professionally printed on the tickets. Contact API regarding having the numbers printed on the tickets.

Finalize number of complimentary tickets for breakfast with Executive Committee and Program/Hospitality Committee.

NOVEMBER

November 1st contact convention hotel to finalize all arrangements.

If ordering corsages for Executive Committee, contact florist for last minute details.

Meet with committee members upon arrival at convention site.

Meet with hotel departments for final arrangements.

Finalize number for breakfast as it is due to catering office by noon on Saturday.

Decorate Saturday evening or early Sunday morning for the breakfast with committee members, host state and Auxiliary representatives.

Organize breakfast ticket sales at function.

Compile a cheat sheet for your President to fall back on at the breakfast.

Present gifts to entertainment.

Before leaving Louisville:
Thank all staff including catering for a job well done. Present catering manager with a token gift (one of the breakfast gifts or something from the Angus Sale Barn). Discuss the next year’s arrangements for improvements, etc.

Go over final bill with catering manager and confirm all charges prior to submission for payment. Send the bill to the Secretary/Treasurer and a copy to the Finance Committee Chair.

If necessary, contact the florist and obtain a bill if necessary for review. Send bill promptly to AAAx Secretary/Treasurer and a copy to the Finance Committee Chair

Select and verify Program and Hospitality Committee members for the new year. Be sure to consult with the new Auxiliary President for approval and input as many members have expressed a desire to serve on this committee.