First Vice President/Luncheons
Purpose: Assist the President as needed, fill in when she is not available.
Responsibilities
This information is provided in the position handbook.
Revised January 2024
Purpose: Assist the President as needed, fill in when she is not available.
Responsibilities
- Initiate and maintain communication with Social Committee and Day Trip Coordinators
- Plan and coordinate bi-monthly luncheons (1st Thursday of even months)
- Arrange luncheon facilities, menus, programs/speakers for scheduled luncheons
- Contact facilities to check for availability, cost, deposit, required number, etc.
- Attendance numbers are usually between 30 to 50.
- Cost of Luncheon: Limit to $30.00 per person, including tax and gratuity. Subsidized luncheons require board approval.
- Menu should include entrée, rolls/butter, coffee/tea, dessert (salad?)
- Locations: Country Clubs in area or nice restaurants
- Record name and contact information of person you have spoken with
- Determine facility’s cancellation policy (inclement weather, insufficient number of people to meet minimum requirement)
- Get deadline date for final count and if number can be increased/decreased after deadline
- Arrange for special needs for speaker (podium, microphone, etc.)
- Arrange for tables for registration, clipboards, etc.
- Submit luncheon announcement for newsletter by deadline date, the (7th) of the month. Wil need Date, Location, Cost, Program, RSVP deadline date, address and phone number, Directions and Menu). If possible 2 months in advance. Socialize will be @ 11:30. Lunch will be served @ 12:00 noon.
- Confirm with facility one month prior to event
- Issue luncheon announcement email to database one week before final reservation date
- Call the facility with the final head count by date agreed upon
- Contact President immediately if you encounter any problems.
- Contact prospective speakers/programs to determine their availability, fee, etc. Fee needs to be board approved.
- Maximum stipend is $50.00 budgeted, over that needs board approval. Always nice when it is free!
- Solicit input from board or other NNL members
- Book speakers/programs and determine any special needs (microphone, podium, etc.)
- Confirm topic and time to begin/end their presentation
- Request bio so you can prepare an introduction
- Confirm with speaker/program one month prior to event
- Clarify with speaker the time allowed for program (20-30 minutes max)
- Confirm again with speaker/program one week prior to event and confirm needs
- Issue speaker driving directions to facility
- Notify Treasurer to have check available with appropriate name and amount
- Send to Corresponding Secretary speaker name, address to issue a thank you note.
- Arrive at luncheon facility at 10:45AM
- Ensure facility is properly set up, microphone is working, and special needs met
- Greet speaker and introduce to other guests
- Sit with the speaker
- Introduce speaker to group when it is time for presentation
- Thank speaker at end of the presentation
- Confirm final head count with facility (if head count is less than original reservation number, ask if facility will reduce the number)
- Give total amount to Treasurer and ask her to write check to facility
- Give check to facility and get a paid receipt
- Give receipt to Treasurer
- In absence of President: assume duties of President
- Purchase a $50.00 gift certificate for outgoing President (consult President as to her choice). Present it to her at the last luncheon of the term.
- Always notify the President of anticipated absence and arrange for your duties to be carried out.
This information is provided in the position handbook.
Revised January 2024