Hospitality Coordinator & Assistants

 

General description:

The Hospitality Coordinator ensures that refreshments are available at the monthly docent meeting and at the Quail Botanical Gardens Foundation, Inc. annual membership meeting. The Hospitality Coordinator is a member of the Docent Executive Board, which requires attendance at monthly board meetings.

The Hospitality Assistants work under the direction of the Hospitality Coordinator performing set-up and clean-up at meetings, and other tasks, as needed.

 

Duties:

Monthly docent meeting refreshments:

Determine what refreshments are available (stored in the Ecke Building)

Determine what is needed for the meeting, including:

coffee, cream & sugar  (Note:  the coffee should be made around 9 a.m.)

juice, usually cranberry & orange

plates, napkins, utensils, etc.

snacks

Purchase required items

Set refreshments out and clean-up after meetings

 

Docent meeting potlucks are held in December to celebrate the holidays.  If there is a Spring or Fall docent class, the graduation potluck is held in June or December.

Arrange for tables and chairs (for approximately 70 people) to be set-up outside, weather permitting (see the Director of Operations a couple days in advance)

Arrange for 4-5 tables to be set up for food in the Ecke Building (usually on the South side)

For the December potluck, if red or green tablecloths are available, use them (ask the Director of Operations)

Items needed include:

coffee, cream & sugar

iced tea or soft drinks (forget the juice)

dinner size plates, napkins, forks, knives & spoons

Awards may be given for best dishes.  If so, arrange for a method to identify who brought the dish (numbered Popsicle sticks and a notepad works fine).  Have some sort of ballots available and a box to drop ballots in.

 

 

The Hospitality Coordinator holds and accounts for the money collected from the raffle and coffee fund.  This money is used to purchase hospitality supplies for the docent meetings, gift certificates for contests, and various other docent activities. The Hospitality Coordinator maintains records of the funds and reports the status of the funds to the Docent Executive Board.

 

  Meet with the Director of Operations to determine what refreshments are needed for the Quail Botanical Gardens Foundation annual meeting, which is normally held each November.  Prepare refreshments accordingly.  (Note:  Refreshments for the annual meeting are paid for by the Quail Botanical Gardens Foundation, Inc., not the Docent fund.)

Specific Skills:

 

Dependability

A good sense for judging the quantity of refreshments needed

Ability to manage the docent funds.

Time Required:

 

Approximately six hours per month for hospitality, an additional 3 hours for the docent board meeting.  Please record all hours worked (including travel) for shopping, meetings, etc.

Recommended Term:

One – two years.