Position / Committee – BANQUET COMMITTEE
Term – 2 years
Committee Members – 9 – General Chairperson, Membership and Admission, Trophies, Food, Merchandise, Treasurer, Raffles, Bar and Advertising
Responsible to – President
Objective(s) – To plan and coordinate the annual awards night and banquet for the Lloydminster and District Fish and Game Association. To maintain a focus on a family evening of fun and entertainment.
Duties / Information
- Details of the duties / information for each Banquet Committee member are below.
Position / Committee – GENERAL BANQUET CHAIRPERSON
Term – 2 years
Responsible to – President
Objective(s) – To effectively coordinate and promote a family fun evening for everyone attending the annual awards and banquet of the Lloydminster and District Fish and Game Association.
Time Commitment (hours per month)
| January
20 |
February
2 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
6 |
October
2 |
November
2 |
December
6 |
General Duties / Information
- Maintain an accurate and complete file of information to be passed to the next chairperson
February
- Book the Convention Center with the Lloydminster Exhibition Board for the next year’s banquet
- Prepare a written report for the February executive meeting with recommendations for the future
- Ensure all committee members have completed their tasks including financial reconciliation and report writing
September
- Obtain executive approval to book entertainment for the Banquet, and book the same.
October
- Check with Lloydminster Exhibition for any changes in building rental and food rates.
- Set price for Banquet.
December
- Ensure regular and complimentary banquet tickets have been printed by December 15th , and distributed to Shep’s Sports, and MGO stores for sale.
- Hold a meeting of all banquet committee members to coordinate and plan for the banquet
January
- Maintain frequent contact with committee members to ensure appropriate progress is being made
- Hold meeting(s) with committee members as necessary
- Make up Banquet Agenda and obtain committee input prior to the date.
Banquet Evening
- Act as Master of Ceremonies for the evening
- Activities could include, but are not limited to:
- Welcome
- Introduce guests
- Ensure someone is on hand to say grace
- Select order of tables for getting food
- Give special thank you to appropriate people (ie. sponsors, etc.)
- Make special introductions and presentations (if necessary)
- Introduce guest speaker
- Coordinate presentation of trophies by Trophy Chairperson
- Announce winners of hide draw for both Alberta and Saskatchewan
- Coordinate announcement of draws by auction, raffle and display chairpersons
- Any special announcements
- Close the evening
Position / Committee – MEMBERSHIP and ADMISSION CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To coordinate the pre-sale of admission tickets for the annual banquet and awards night. To coordinate the sale of memberships at the annual banquet and awards night.
Time Commitment (hours per month)
| January
7 |
February
4 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
4 |
December
4 |
General Duties / Information
- Maintain an accurate and complete file of information to be passed to the next chairperson
- Maintain accurate records of banquet tickets, memberships and associated finances
- Encourage the sale of Family and/or Corporate tables of 8 people.
Specific Duties
January @ Banquet
- Obtain a float from the treasurer
- Name and number reserved tables and make a map of same.
- Hostess should display map of tables and be of assistance to guests.
- Assign someone to purchase & display banquet table centrepieces.
- Sell memberships and ensure everyone attending the banquet has a ticket (attendees should have their name printed on the back of the ticket for draws)
- Return all monies and appropriate documentation to the Treasurer at the end of the evening
- Prepare and submit a list of new members to the Membership Chairperson
November
- Ensure banquet tickets are printed
- Identify and contact venues (local businesses) for the sale of advance banquet tickets
- Ensure the date, ticket sale venues and other pertinent information are included in the fall letter to the membership
December
- Have posters regarding the banquet ticket sales prepared for posting at the sales venues and other appropriate locations by December 20th.
- Distribute banquet tickets to advance sale venues December 15th.
- Provide the treasurer with monies and written records as appropriate
- Maintain regular contact with the sale venues to ensure and adequate supply of tickets and to collect money
Contacts / Sources
- Shep’s Sports
- MGO
Position / Committee – TROPHY CHAIRPERSON
Term – 2 years
Responsible to – President
Objective(s) – To recognize members of the Lloydminster and District Fish and Game Association for their success in hunting, fishing and photography.
Time Commitment (hours per month)
| January
10 |
February
8 |
March
4 |
April
2 |
May
2 |
June
2 |
| July
2 |
August
2 |
September
2 |
October
20 |
November
40 |
December
40 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- Solicit sponsors for the first and second place of each category
- Maintain accurate records of scores and measurements of the various fish and game
- Ensure all scores and measurements are correct and done by a certified scorer (if appropriate)
- Maintain accurate financial records for awards
Specific Duties
January
- During the first week of the month, pick up all first place and special trophies form the Gun Club Range and take them to the Trophy Gallery for plates and engraving
- Provide the Trophy Gallery with the names of all winners
- Contact recipients of awards prior to the banquet and awards night
- Organize and coordinate a display of taxidermy mounts for the night of the awards
- On banquet day, move all trophies and awards from the Trophy Gallery to the banquet hall for display and presentation
- Present awards to the winners at the banquet and awards night
February
- Invoice sponsors of awards
- Follow-up as necessary
October
- Make a recommendation to the executive as to the type of awards to be used for the current year (ie. trophies, plaques, etc.)
Position / Committee – FOOD CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To plan for and coordinate the acquisition, preparation and serving of food for the annual awards and banquet evening.
Time Commitment (hours per month)
| January
12 |
February
2 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
2 |
November
2 |
December
2 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson – these records are very important for accurate planning for ensuing years
- Solicit association members for suggestion on improving the meal
- Solicit association members for donations of rare food
Specific Duties
January
- Apply to Saskatchewan ministry of Environment for Special permit to serve wild meat
- In first week of the month take an appropriate amount of meat (see reports from previous years) to the processor (traditionally McKevitts or Diamond –7 meats) to have fresh and garlic sausage made
- Have trimmings ground for hamburger as well
- Pick up and store the sausage and hamburger
- 7 days in advance of the banquet (or as agreed with the food manager), contact the Admission Chairperson to determine the number of people who will be attending the banquet and meet with the food manager to discuss final arrangements
- Make arrangements to have someone cook special meats at home. ie: rabbit, bear, beaver, pickled eggs, etc
- Make arrangements with the Anglican Church kitchen or mens shelter to take any food leftovers on the Sunday morning following the banquet
- 3 to 4 days before the banquet, bring 2 tote boxes, cooking roasters, plastic trays from the garage at the range and wash up ready for use and start thawing the meat, turkey’s, etc.
- From Sobey’s purchase bulk cheese, assorted crackers, lemons, onions, eggs, cooking sacks, tin foil, napkins, spoons, etc. (check tote boxes for supplies left over)
- Identify and coordinate 6 to 8 volunteers to at the Convention Centre kitchen the night before the banquet to prepare the meat, fish, turkeys, etc.
- Prepare roasts and turkeys in with spices, prepare trays of meat balls, prepare fresh sausage on cooking sheets, prepare fish with onions and spices, cut up lemons
Banquet Day
- By 5:00 pm, have the following appetizers ready:
- Cut up cheese and place on plastic trays
- Cut up smoked garlic sausage and place on trays
- Crackers
- Napkins
- Have 6 to 8 volunteers to carve meat if the food manager is not carving
- Check with the food manager as to when the meal will be served
- Have 2 volunteers collect tickets as people file through to pick up their meal
- Provide the food manager and treasurer with the number of meal tickets collected
- After the meal, clean up the appetizers and consolidate leftovers
- At the end of the evening, encourage members to take leftovers home in smaller plastic containers
- On Sunday morning, take any left overs to the Anglican Church kitchen or Men shelter.
- Take totes, cooking roasters, supplies back out to the garage at the Gun Club Range
February
- Prepare and submit a full, detailed, written report to the executive at the February meeting
- File the report for future reference
October
- Place jackfish order with Churchill Fisheries for next year banquet
- Remind and contact association members that food donations are needed and appreciated
- Store donated meats, etc in deepfreeze at garage as it comes in.
November
- Get Publicity Chairperson to place an advertisement in the Booster for 2 issues requesting donations of wild game
- Again remind executive and other members of the need for donated wild game
- Check with Sobey’s to determine if the will donate turkeys and wild salmon to the banquet
- Help Banquet chair set the price per plate for the banquet at the monthly executive meeting
Position / Committee – MERCHANDISE CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To advertise and fundraise by having branded merchandise available for sale at the annual awards and banquet evening.
Time Commitment (hours per month)
| January
7 |
February
2 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
2 |
December
2 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- NOTE: If the banquet merchandise chairperson is not the association’s Merchandise Chairperson, then there must be extensive communication and cooperation between the 2 individuals
- Order, or work with the association’s Merchandise Chairperson to order, appropriate types and quantities of merchandise from the provincial offices prior to the banquet
Specific Duties
January
- Work in cooperation with other committee members to prepare and man a display of merchandise at the annual awards and banquet evening
- Ensure the treasurer will have an appropriate float on the day of the banquet
- Return monies and deposit statement to the treasurer at the conclusion of the evening
February
- Prepare a written report for the monthly executive meeting with recommendations for the future
November
- Ensure appropriate types and quantities of merchandise is on hand for the awards and banquet evening – consult with the association Merchandise Chairperson
Position / Committee – TREASURER
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To provide financial support to various banquet chairpersons. To ensure control and accurate recording of all financial transactions associated with the annual awards and banquet evening.
Time Commitment (hours per month)
| January
12 |
February
20 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
0 |
December
0 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- NOTE: If the banquet treasurer is not the same person as the association’s Treasurer, then there must be extensive communication and cooperation between the 2 individuals
Specific Duties
January
- Consult with the banquet chairpersons for Membership and Admission, Raffles, Merchandise, Bar, and Silent Auction to determine the floats each will need
- Obtain the appropriate monies for the floats from the Credit Union
- At the conclusion of the awards and banquet evening, collect all monies and financial records from each of the above chairpersons
February
- Complete appropriate deposit slips and deposit monies from the banquet evening
- Prepare a financial statement for each banquet committee and verify with the chairpersons
- Present the financial statement for the banquet at the monthly executive meeting
- Provide financial records to the association Treasurer for entry
Position / Committee – RAFFLES & SILENT AUCTION CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To raise money to assist in the acquisition and development of habitat for fish and wildlife. To provide fun and entertainment for those attending the annual awards and banquet evening.
Time Commitment (hours per month)
| January
10 |
February
2 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
0 |
December
2 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- Solicit association members for ideas regarding raffle items
Specific Duties
January
- Approach various business for donations
- Approach Home Hardware for special discounts to purchase items.
- Purchase raffle items from local businesses and the association’s merchandise
- Purchase raffle tickets
- Arrange for a float with the banquet treasurer
- Set up a display of raffle and silent auction (if having) items
- Organize and coordinate the sale of raffle tickets at the awards and banquet evening
- At the end of the evening, provide the banquet treasurer with all monies collected and a financial statement
February
- For the monthly executive meeting, prepare and submit a written report with recommendations for the future
Position / Committee – BAR CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To organize and coordinate a bar for the annual awards and banquet night. To raise money to assist in the acquisition and development of habitat for fish and wildlife.
Time Commitment (hours per month)
| January
12 |
February
4 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
0 |
December
0 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- Liase with the Exhibition Board regarding the operation of the bar
Specific Duties
January
- Obtain a liquor license from the Saskatchewan Liquor Store approximately 1 week before the banquet
- Order liquor from the Saskatchewan Liquor Store approximately 1 week before the banquet (see previous records for types and quantities) – traditionally approximately $1200.00 is purchased
- Ensure liquor tickets are available
- Arrange payment for liquor with the association Treasurer
- Ensure the following are available in sufficient quantities (see previous records)
- Pop for mix (traditionally supplied by Exhibition Board)
- Ice
- Orange and clamato juice
- Bowls for ice
- Ice tongs
- Pitchers
- Glasses for highballs and beer
- Obtain float from banquet treasurer (traditionally about $200)
- Set up a schedule of volunteer bartenders – need at least 2 at a time
- Set up a schedule of volunteer bar ticket sellers – 1 at a time may be enough
- Ensure the bar is set up and ready to serve by 5 pm
- Post the liquor license in the bar area
- Throughout the evening, have volunteers pick up empty drink glasses and containers from the tables
- At the end of the evening, provide the banquet treasurer with all monies collected and a financial statement
- On the next working day, return all unopened beer and liquor to the liquor store for a refund
February
- For the monthly executive meeting, prepare and submit a written report with recommendations for the future
Position / Committee – ADVERTISING CHAIRPERSON
Term – 2 years
Responsible to – General Banquet Chairperson
Objective(s) – To advertise and promote the Lloydminster and District Fish and Game Association annual awards and banquet evening.
Time Commitment (hours per month)
| January
3 |
February
0 |
March
0 |
April
0 |
May
0 |
June
0 |
| July
0 |
August
0 |
September
0 |
October
0 |
November
1 |
December
3 |
General Duties
- Maintain an accurate and complete file of information to be passed to the next chairperson
- Work with the General Banquet Chairperson and banquet committee chairpersons to identify needed and appropriate advertising
- Present and receive approval from the executive for an advertising budget for the banquet
Specific Duties
January
- Early in January, advertise the annual awards and banquet evening by:
- Placing 2 paid advertisements in the Booster & Source Newspapers
- Place free ads in the Morning News
- Place free ads in the Weekly Bean
- Place free ads on Shaw Cable
- Place free ads on CKSA radio
- Put up posters advertising the around the city and in the surrounding area
- Take a photograph of the award winners at the awards and banquet evening
- Prepare a list of all the sponsors for food, raffles, silent auction, and trophy sponsors to be displayed @ banquet.
February
- Place an ad in the Booster recognizing and thanking sponsors of the banquet
- Place photographs of the award winners and new executive in the Booster
- Update the association’s website with names of the new executive and photos from the awards and banquet evening
- For the monthly executive meeting, prepare and submit a written report with recommendations for the future
December
- Develop a poster to be used to advertise the annual awards and banquet evening – generate the poster on a computer and have copies run off commercially
- Poster must include locations for purchase of tickets, cost of tickets and deadline for ticket sales plus any other pertinent information