CHAPTER VICE PRESIDENT ARRANGEMENTS
ROLES & RESPONSIBILITIES
VICE PRESIDENT ARRANGEMENTS
The Vice President Arrangements is elected by members of the Chapter in accordance
with the National By Laws and Chapter By Laws and is responsible for the arrangements
of the Workshop/Dinner meetings, and chapter activities. Also to assure that each
member attending a chapter activity is made to feel welcome and treated as a valued
professional.
AUTHORITY AND SCOPE
The Vice President Arrangements will be elected by the Chapter members. The Vice
President Arrangements may appoint an Arrangements Committee and Arrangements
Chairperson. The Vice President Arrangements will be an elected chapter officer such as
Chapter President Elect, Vice President Operations, etc.
The Vice President
Arrangements has the authority necessary to achieve chapter membership growth and to
fulfill the following duties and responsibilities.
DUTIES AND RESPONSIBILITIES
The Vice President Arrangements serves as a member of the Board of Directors.
Immediately after appointment the Vice President Arrangements should select Committee
members to begin planning and to perform other Arrangement Committee work.
Plan, budget, organize, and implement an effective program to assure that all chapter
members and guests are welcomed and assured that they are valued professionals at all
chapter activities.
Make arrangements for chapter meeting places including menus, meeting rooms, and
audio/video support.
Arrange for greeters at chapter activities to welcome new members and VIPs.
Staff a registration/welcome table at chapter meetings to distribute program materials,
name tags, record attendance, and collect payment.
Serve as Custodian of all NCMA facilities and equipment used at monthly meetings
including the Chapter computer, overhead projector, etc.
Arrange for a lighted lectern, American flag, NCMA flag and speaker system at each
monthly meeting.
As of August 3rd, 2004
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Coordinate the number of reservations to be made at each monthly meeting and notify the
caterer of the number to be expected.
Contract with the catering organization for meals and beverages to be served at monthly
meetings and arrange with the Treasurer for payment by the close of each meeting.
Promote an atmosphere of hospitality and encourage all members to become acquainted
at the general membership meetings. The specific purpose is to create an atmosphere to
exchange ideas and to discuss the generalities of day-to-day operational problems.
Assign Committee members to assist at the registration desk, sell raffle tickets, etc.
PERFORMANCE SCHEDULE
On or before July 15, submit to the Board of Directors a Committee Annual Operating Plan
and Annual Budget request for the program year. The Plan should include (as a
minimum) an attendance goal for chapter activities.
Staff all Arrangement functions at chapter activities.
Periodically make a report of Committee activities to the Board of Directors.
During the month of May, schedule a transition meeting for the outgoing and incoming VP
Arrangements to arrange an effective transfer of responsibilities.
At the June (year ending) meeting of the Board of Directors, submit a summary report of
the affairs of the Vice President Arrangements.
On or before July 1 the Vice President Arrangements will deliver to the successor in office
all books, records, data, reports, and any other Association property for which the Vice
President Arrangements is responsible.
Make a monthly written report to the Board of Directors. The monthly report should
include: Lessons learned from the previous Workshop/Dinner meeting, upcoming events.
At each monthly Board of Directors meetings, discuss items from the previous
workshop/dinner meetings, upcoming events and special events, i.e. Military Appreciation
night, Fellow’s night, Member appreciation night, etc. Also discuss any special items that
the board members might need for the upcoming Workshop/dinner meeting, etc.
Assist and advise the Chapter President, and Board of Directors as appropriate.
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Specific Duties of the Vice President Arrangements
Catering and Banquet Facility: The Hacienda Hotel
1. Function as the liaison between the hotel and the organization
1.1. Inform the hotel of the event dates in advance of the program year (i.e., July
or August after the planning committee meetings).
1.2. Point of Contact at Hacienda Hotel, Catering is either Vivian or Leslie
(“Catering”) 310/615-0015, ext. 4159
1.3. Notify Catering of any particular needs for special meetings, such as NCMA
anniversary, membership night, Christmas dinner needs, etc. The hotel also can
serve wine for the dinner for special dinners if we inform them in time.
2. Make the arrangements for the monthly workshops and dinner meetings with the
hotel (by letter). Info as to dates, times, menu, to:
2.1. Select the dinner entrée and dessert for each dinner meeting and the two allday seminars using the Hacienda online menu. After the planning meetings in the
summer, call Catering and discuss what menus worked the previous year(s).
2.1.1. Menu pricing was negotiated and established a few years ago, so
Catering can advise which menu items are in the NCMA price bracket.
Seminars are a little trickier but ensure the lunch menu is hearty, as salad and
bread has not cut it for past attendees.
2.2. A/V equipment: Confirm with Catering (who coordinates with the banquet
staff) for the equipment needs for the speakers. These include: configuration of
overhead lights, projector screen, Lavaliere microphone (rented for $65/meeting
from Catering). Confirm that banquet staff will be present at the beginning of the
workshop to ensure that the mike, lights and lights over the screen are working
properly.
2.2.1. Programs VP will coordinate with the speakers and inform you of what
special equipment might be needed for each event. Laptop and projector are
handled through Programs VP.
Reservations
3. NCMA Voicemail. After each monthly BOD meeting, call in to the NCMA voicemail
and update the message for the monthly meetings and for the educational seminars.
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A sample outgoing message is on the CD-Rom. (310) 535-3828. As soon as the
message starts, hit “01.” After the password prompt, hit “1234.”
3.1. Creating the Voicemail. After the password, 0-4-2-1-5. DO create a script
and include event date, time, place, how to RSVP; whether caller is attending
workshop, dinner or both, and whether caller want a vegetarian meal. Refer to
NCMA L.A.-South Bay Chapter website and the newsletter.
3.2. Retrieving Messages. After the password, hit “01.”
Record the message
and convey any membership or seminar messages to the appropriate Board
member. Check the voxmail about once a week and more frequently right before
events.
4. Sign-Ups at the company level. There are approximately ten regularly attending
groups for the workshop dinner meetings. Each group has a representative who,
when sent a blank sign-in sheet by you a week prior to a workshop, will obtain the
names of those who wish to attend from their company.
The
groups/representatives are currently (1) Aerospace Corporation; (2) Boeing
Company; (3) DCMA; (4) Government (this is largely Space & Missile Systems
(SMC – Air Force); (5) NGIS Business Management; (6) Northrop Materiel; (7)
Northrop Grumman Space Technology (NGST) Contracts; (8) NGST Subcontracts;
(9) Raytheon; and (10) Various [other companies not listed above].
Aerospace Corp.
Boeing Company
DCMA
Government
NGST Contracts
NG Business Management
NGST Subcontracts
NG Materiel
Raytheon
Ginny Jackson
Rich Abele
Capt Tom Tortorella
[TBD]
Ellen Lord
Mark Gonzalez
Steve Nguyen
Mark Gonzalez
Betty Nicholson
Virginia.A.Jackson@aero.org
Rich.s.abele@boeing.com
Thomas.Tortorella@dcma.mil
Ellen.Lord@ngc.com
mark.gonzalez@ngc.com
steve.nguyen@ngc.com
mark.gonzalez@ngc.com
BNicholson@raytheon.com
4.1. The representative will E-mail back the completed list or a reasonable
facsimile. The representatives usually need a minimum of three days to post the
event flyer and sign-in sheet and get responses at their workplace. When you Email
the blank sign-in sheet to the representatives, indicate your return deadline. When
finalizing the sign-in sheets, ensure that the attendees have indicated whether they
are attending workshop only, dinner only, or both. The hotel is only interested in
Final Count of dinner attendees.
4.2. Create finalized sign-in sheets based on voxmail responses, company-level
sign-in sheets, and workshop/dinner speakers and specially invited guests. Keep
checking the voxmail for updates, and anticipate last-minute changes by company
level sign-in sheet reps.
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4.3. Allow yourself three business days after typing up the final sign-in sheets, in
which to give the Final Count to Catering. Include any requested vegetarian or nonmeat meals. Pre-event timeline:
3rd Tuesday
Thursday
2nd Tuesday
Friday
1st Tuesday
Event – (3+weekend) = Final Count – 2 sign-in finalization – 3 sign-in reps return = Email sign-in sheets to co.
reps
5. Report confirmed reservation counts to Catering three business days prior to each
event (the “Final Count”). NCMA will be billed for at least the Final Count. The hotel
is OK with 10% overage, but if the Final Count is exceeded by more than that,
NCMA could have seating problems at the event. Predicting the Final Count is a
continuing art form.
Registration Procedure
6. Create registration lists and nametags for each workshop dinner meeting. Sign-in
sheets and label templates are on a CD-Rom in Word and Excel formats.
6.1.
Name Tags
6.1.1. Blank labels can be purchased at Office Depot and submitted on a
reimbursement request. Figure on making up about 75 labels per monthly
workshop dinner meeting. We have old template that have the colored
NCMA logo on them as text boxes. An easy way to use these (so the text
boxes don’t move around when you add the name) is to run the labels first on
a color printer getting just the logos in the lefthand corner. Thereafter, names
can be inserted and printed on a regular black and white printer.
6.1.2. Labels are usually made a few days before the workshop and added to
by the last minute reservations.
6.1.3. Take blank nametags for people who register at the door without prior
reservation.
6.1.4. Create an Excel spreadsheet of all attendees in alpha order (showing
employer and group each is signed in under) for reference at the sign-in table.
That list is invaluable when an attendee is not sure which list he or she is on.
6.1.4.1. Email a copy of the all-attendees spreadsheet to Programs VP
on the Monday before the workshop/dinner so he can work up seating
arrangements from which you will make place cards for the head table.
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6.2. Update and print about 40 workshop receipts and bring them to the workshop
dinner in a folder. Pre-sign the receipt with your name, so you’re not standing there
signing individual receipts at the registration desk. There are three forms of
payment, pretty much evenly distributed: prepaid “blocks” – a company buys a block
of workshop dinner seats and employees can sign up to go free on a first-come first
served basis. The prepaid blocks are clear on the sign-in sheets.
6.3. Certificate of Attendance templates are on the CD-Rom. Update the event
information and print one for each workshop and/or seminar attendee. Bring extra
folders of previous workshop certificates to each meeting. You will be asked for
back copies.
6.4. Workshop Survey templates are on the CD-Rom. Update the event date and
indicate whether the event is a workshop or a seminar (these are pull down menu
options on the template). Commandeer a board member to be sure that the surveys
are handed out or offered at every opportunity, and create a visible, easy place in
which attendees can drop the completed form. Copy the surveys on colored paper
so they’re easy to spot out there on the workshop or dinner tables after the event.
6.5.
Packing the Bag. Bring:
6.5.1. All the sign-in sheets and folders with name tags, printed and a few
blank;
6.5.2. About $40 in “seed” money for making change at the door ($1, $5, $10
– no $20’s);
6.5.3. Raffle tickets and red basket for collecting the ticket stubs and for the
drawing
6.5.4. Payment Receipts and Certificate of Attendance
6.5.5. Past Certificates of Attendance
6.5.6. Speaker gifts (we’ve pre-purchased pen/laser pointers from Dayspring
Pen Shop. Refer to CD-Rom for copy of past invoice for reordering
7. Purchase speaker gifts. This past year we’ve given pen/laser pointers engraved
with NCMA L.A-South Bay Chapter logo. They were purchased from Dayspring Pen
Shop (online). Refer to the CD-Rom for a copy of the past invoice for reordering.
Buy quantities of est. 20 at a time. Ask the Board Treasurer to mail a check, or
simply pay and submit a reimbursement request at the next board meeting or
workshop/dinner.
8. Christmas Event.
8.1. At the early November BOD meeting, solicit recommendations for banquet
and catering staff gifts, to be distributed at the December workshop/dinner.
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Determine how many banquet staff members supported us throughout the year.
Depending on the chapter budget, recommend either $100 or $50 each for
Francesco (head waiter/banquet manager), Vivian and Leslie. The serving staff
would then get either $50 or $25 each.
8.2. Purchase Christmas decoration centerpieces for workshop dinner. Expect a
large crowd, requiring about 9 tables. We’ve purchased poinsettias at Home Depot
or Costco in the past.
Coordinate the monthly Board meeting arrangements.
9. Call the Proud Bird Restaurant (310) 670-3093 a few days before the Tuesday BOD
meeting If you meet with any resistance from the hostess when you call in the
reservation (i.e., we don’t usually reserve a room for that size group), ask for David
Mashagh (general manager) or Carla. Here’s the drill: The Davis Room, party of 15
from 5:30 – 8:30, early bird dinner menus.
10. Make a monthly written report to the Board of Directors. The monthly report should
include: Lessons learned from the previous Workshop/Dinner meeting, upcoming
events.
11. At each monthly Board of Directors meetings, discuss items from the previous
workshop/dinner meetings, upcoming events and special events, i.e. Military
Appreciation night, Fellow’s night, Member appreciation night, etc. Also discuss any
special items that the board members might need for the upcoming Workshop/dinner
meeting, etc.