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 website. 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 representative 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.

NOVEMBER

Select and verify committee members.

Meet with convention hotel staff to discuss concerns, if any, and begin to work for next year.

Contact florist before leaving Louisville concerning distribution of outstanding bills.

JANUARY

Begin to search for Auxiliary Breakfast entertainment.

FEBRUARY

Contact President of AAAx for information on state contact person.

Communicate with the state contact person to discuss the host state duties including table decorations, gift for breakfast attendees, door prizes, and decorating.

AUGUST

Contact convention hotel for annual meeting arrangements.

SEPTEMBER

Contact Angus Journal - discuss contents of breakfast program and tickets.

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

OCTOBER

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

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.

Hand number breakfast tickets.

Contact florist, order 5 corsages, Miss American Angus committee orders flowers for that contest.

Contact Foundation Director regarding the possible use of flowers from Saturday night Foundation dinner for Auxiliary breakfast.

Finalize number of complimentary tickets for breakfast with officers and committee.

NOVEMBER

November 1st contact convention hotel to finalize all arrangements.

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 and host state.

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 them 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.

Contact the florist and obtain a bill if necessary for review. Send bill promptly to AAAx Secretary/treasurer.

Appoint Program and Hospitality Committee for the new year.