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 How to host a monthly member party
Tri-County Riding Club    |     home

 How to host a monthly member party
 [Updated February 2014]

Set a date early - months in advance works best.

You must contact the Rental Chair to confirm the pre-selected date or to inquire about alternate dates.

Dates have been pre-selected in order to clear the calendar for member events week-end. The Club has

selected the second Saturday of the month as the presumed date for the member events. This allows

all members to clear their calendars for events and gives the rentals chair some leeway in scheduling

rental events in advance. Please note: even though the Club has presumed that events will be held the

second Saturday evening of each month, hosts may wish to schedule a brunch or lunch on a day the

same second weekend of the month, or in some cases, may need to change the weekend for their event.

In either of these cases, the alternate plan/date should be cleared with the Rental Chair ASAP so the web

site calendar can be updated for member reference.

This enables you to get in early to set up and come back the next day to finish clean up if you wish.

When you have confirmed your selected date, please notify the Social Chair who will notify the

webmaster to post details of your event to the web site.

Planning: Hosts should plan their menu and decide whether to prepare the meal themselves or have it

catered. As a general rule, only four hosts should be necessary if a caterer is used, whereas six hosts

may be needed without the use of a caterer or when physical limitations of one or more of the hosts

restrict their abilities to perform all of their duties as hosts You are encouraged to approach your pricing

with both the intention to cover your expenses and a marketer’s sense of what the membership would be

expecting to pay for such an event.

Invitations: There are two methods to accomplish the sending of invitations.

ONE: Prepare your invitation on your computer and forward it to the Corresponding Secretary who will

then e-mail it to all members whose e-mail addresses appear in the TRC Membership Directory. Hosts

are also responsible for calling or mailing invitations to the members who do not have e-mail addresses.

TWO: For those members, who are unable to receive e-mails, either contact them by phone or mail a

copy of the invitation to each using the contact information shown in the Club’s Directory. NOTE: The

number of such members is extremely limited.

Reservations: The Corresponding Secretary will e-mail a list of current members and a form for

collecting guests and prospective member information to the host /s designated to take reservations for

the event. HOSTS ARE TO BRING THE COMPLETED LISTS TO THE EVENT so they may indicate

payments made at the door and indicate any no-shows that the Treasurer will need to bill for the cost of

their dinners as well as prospective members for which the Club would pay. NOTE: Hosts are responsible

for collecting pertinent prospective member contact information (full names, addresses, phone numbers

and e-mail addresses) if they wish the Club to reimburse them for the cost of their dinners.

Costs: The price charged for dinner should cover all costs, including but not limited to the dinner,

invitations, postage if any, hired help if any and decorations. The Club will pay for the standard Clubhouse

clean-up and trash removal.*

*NOTE: This cleanup includes only the building itself (floors, bathrooms, etc.) It does not include the

clean-up of any dishes/utensils or other kitchen equipment, tablecloths, napkins, dish towels, etc. which

are the host`s responsibility. Hosts are responsible for setting up and taking down tables and chairs.

If no one in the group can physically handle this task contact the President and he/she will arrange for

volunteer help from other members.

The cost of meals for the hosts can be covered by the proceeds of the dinner but if the net proceeds of

the dinner are not sufficient to pay for these meals, they must be paid for by the hosts.

Set ups and Ice: The Club pays for bar set-ups and ice, but the hosts are responsible for managing

them. Hosts should check on set ups, such as cokes, ginger ale, tonic water, and ice. If we don't have

six cans of each of these, purchase them and submit receipts to the Treasurer for reimbursement which

will be at Club expense. We should have one bag of ice per twenty attendees for beverage service.

RSVP Issue: If members make a reservation and fail to cancel it prior to the cut off date (the RSVP date

shown on the invitation), they are responsible for the cost of the dinner, and should mail their check to

the Treasurer. Because it is intended that every event should accommodate 72 guests, in light of the

reservation cancellation issue above, it is important that you keep careful track of the reservations; as

soon as 72 have requested reservations for themselves or guests or prospective member guests, it is

recommended that you inform later callers that we have reached the member limit, per the Fire Marshal,

and inquire whether they would like to be put on a waiting list in case there are cancellations.

Prospective Members: Prospective members may be brought to two (2) Club dinners at the Club`s

expense. This expense is not borne by the hosts of the dinner provided required contact information is

submitted to the Treasurer.

Preparation on Day Prior to the Dinner: Obtain keys from the Social Chair. You will be given one set

of keys that will open the entrance gate and all cabinets and doors. Ensure that the dehumidifier in the

kitchen is on when you enter and leave the Club. Inspect the Club for cleanliness and if not acceptable

contact the President.

Clean Up and Close Up of Club House after Dinner: If you wish, you may hire someone to help from

about 7:30 PM to 10:00 PM on the evening of your event to assist with serving and the clean up of

the kitchen (washing and replacement back in cabinets/drawers of all dishes/utensils, etc.). This cost

will be reimbursed from the proceeds of the dinner provided revenue collected is sufficient. Hosts are

responsible for any chores that are not finished at the time of departure.

• Dishwasher: The new dishwasher is very efficient. The process goes quickly, BUT IT IS

IMPORTANT THAT THE DISHWASHER BE PUT ON WHEN THE EVENT BEGINS SO THAT

IT IS READY FOR USE WHEN NEEDED. Instructions for its use are provided on the attached

Addendum. Make sure that whoever loads and uses the dishwasher reads the instructions

provided. It is an expensive and technologically advanced piece of machinery.

• Clear all tables and take the tablecloths and dish towels home to be cleaned and returned within

72 hours of the member event. Take down all decorations, put all paper goods in trashcan, and

clean up main room. Leave trash cans with covers on inside the kitchen with excess trash in

closed trash bags next to them.

• Ensure fireplace shield and screen are in front of fireplace.

• Check bathrooms for any problems, turn out lights.

• Leave no liquor or wine at Club, as required by the terms of our ABC license.

• Leave no food in refrigerator or freezer. Bring food containers from home to take leftover food.

Do not take Club containers home.

• Take all dishes out of dishwasher and put back in cabinet from which they came. Clean up

kitchen.

• Check to be sure that both stoves are turned off.

• Turn down heat to 50 degrees and/or turn air conditioning off.

• Turn off all lights.

• Lock all cabinets and doors and lock the gate.

• Return keys to the Social Chair.

Event Financial Reconciliation: At the end of the evening (or as soon as possible thereafter) the

completed reservation lists should be provided to the Treasurer along with all proceeds collected. You

will also need to provide the Treasurer with a list of all expenses with receipts attached in order to be

reimbursed. NOTE: By Law, beer is the only alcohol for which hosts may be reimbursed and we must

have food invoices separated from beer invoices, if beer is to be served. Alcohol, other than beer, may

not be purchased, charged to or paid for or reimbursed by the Club.

Location of Various Controls

Lights: To the right of the door as you enter, there are several controls. The one that slides up and down

is the one that controls the chandelier in the bar area. The other ones control the porch lights. Please be

sure that the lights are completely OFF and not just dimmed when you leave the Club.

Heat Thermostat: On back wall by the entrance to the coat room. Set to “heat” and set the temperature

up to 68 or 70 degrees on the day of the party, if necessary. The overhead fans may also help to circulate

warm air throughout the room. Do not leave without setting back down to 50 degrees.

Air Conditioning: The same thermostat now operates the cooling. The timer next to the thermostat needs

to be set for the length of time you will be in the building in order to operate the a/c. You should allow at

least four hours for the a/c to have a significant impact on building temperature. Turn to OFF when you

Breaker Box: On wall in hall outside bathrooms, left side as you walk into the hall.

Ceiling Fans and Lights: Just to the right of the door to the serving area you will find 3 switches in a

vertical row with small switches on either side of each one. These control the fans and lights in the

ceiling. Please be sure that the slide switches on the left, which control the fans, are all the way down.

Key Contacts

Rental Chair – to set date for dinner and notify the Club’s cleaning person to perform the building clean-
up after the event.

Social Chair – Helps members pick a month for the dinner they will host and provides keys.

Corresponding Secretary - Forwards e-mail invitations to members, provides member list and guest/

prospective member reservation sheet for taking event reservations and collecting prospective member

contact information.

Building & Grounds – If you have a problem with lights, water, air conditioning, heat, etc.

Treasurer – receives completed reservation lists with event proceeds, a list of expenses and reimbursable

invoices/receipts, clarifies questions of event budgeting and documentation for expenses.

ADDENDUM REGARDING USE OF THE TCRC HI SPEED DISHWASHER

AS MENTIONED PREVIOUSLY, IT IS IMPORTANT THAT THE DISHWASHER BE PUT ON WHEN THE

EVENT BEGINS SO THAT IT IS READY FOR USE WHEN NEEDED.

-MAKE SURE THAT BOTH STRAINERS IN THE BOTTOM ARE CLEAN. THEY LIFT OUT EASILY.

-CLOSE THE DOOR AND PRESS THE ‘ON’ BUTTON. THE MACHINE WILL BEGIN TO FILL THE

BOTTOM WITH WATER AND GO INTO A HEATING CYCLE. REPEATEDLY PUSHING THE BUTTONS

WILL CAUSE AN ERROR IN THE DIGITAL CONTROLS.

-WHEN THE HEATING CYCLE IS COMPLETE THE FILL LIGHT WILL GO OFF. PUT ONE SCOOP

OF DETERGENT (1 TEA. SP.) AND ONE SCOOP OF THE BLUE RINSE AID (1/2 TEA SP.) INTO THE

WATER IN THE BOTTOM OF THE UNIT. BOTH ARE IN THE CABINET UNDER THE SINK. DO NOT

USE REGULAR HOUSEHOLD CASCADE OR SIMILAR DETERGENT IN THE MACHINE. YOU ARE

NOW READY TO BEGIN WASHING.

-LOAD ONE TRAY AT A TIME, CLOSE THE DOOR AND PUSH THE ‘WASH’ BUTTON ONCE ONLY.

 -WHEN THE WASH CYCLE COMPLETES, WEARING THE THICK RUBBER GLOVES, OPEN THE

DOOR AND SLIDE THE RACK OUT ONTO THE DOOR. ALLOW THE RACK TO DRAIN FOR A

MINUTE, AND TRANSFER IT TO ONE OF THE CARTS TO FINISH DRYING. THE WATER, RACK AND

DISHES WILL BE VERY HOT.

-REPEAT THE ADDITION OF DETERGENT AND RINSE AID WITH EACH WASH.

-BE SURE THAT THE STRAINERS IN THE BOTTOM STAY CLEAN, AND USE THE RUBBER GLOVES

TO REMOVE THEM AS THE WATER IS VERY HOT.

-WHEN FINISHED PRESS ‘OFF’ AND BE SURE THE MACHINE IS CLEAN.

- PROP THE DISHWASHER OPEN BEFORE YOU LEAVE.

HELPFUL TIPS:

-USE THE BUSS CARTS TO BUSS ONE TABLE AT A TIME, LEAVING THE DISHES IN THE DINING

ROOM SO THAT THE KITCHEN AREA IS NOT CLUTTERED WITH DISHES.

-SCRAPE ALL PLATES GOOD INTO THE TRASH.

-PRESOAK SILVERWARE IN SOAPY WATER IN THE SINK.

-DON’T LOAD THE RACKS TOO HEAVY. MIX PLATES AND SAUCERS, ETC..

-POSITION ONE OF THE CARTS BESIDE THE WASHER TO LOAD THE CLEAN RACKS ON FOR

COOLING AND DRYING.

-WASH GLASSES FIRST, TO ALLOW MORE TIME TO DRY.

-PUT A LOAD INTO THE WHITE (conventional) DISHWASHER AND RUN TO SAVE TIME.