True Holiness Convention & Conference

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Prepared with Elegance!

Convention & Conference

Procedures and Policies

True Holiness

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Banquet Services is sponsored by the congregations

of THAT United International, which primarily caters

to the hospitality needs of all annual conventions

and conferences, of which the Board of Bishops are

in attendance.

Convention & Conference Banquet Services

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THE BANQUET MANAGER

This position is responsible for managing and directing all operations related to the delivery of banquet/group food service, to include planning,

organizing, directing and coordinating Convention and Annual Assembly food related activities.

This position can transition to a different person at the end of each year, based on the availability of the volunteer.

Banquet Services is made up of Three Separate Divisions

1. Hospitality Committee (Produces Meals for Convention and Assembly)

2. Refreshments Committee (Coordinates Nightly Sales during the National Meetings.

3. Receptions Committee (Produces Refreshments for Celebrations during the National Meetings.

Banquet Services Manager Reports to:

The Board of Bishops

Supervise:

Hospitality, Receptions, and Refreshments

Kitchen

Serving Line

Purchaser

Duties and responsibilities Discuss requirements with Board of Bishops or its representative and

take detailed notes about banquet requirements

Partners with:

the Executive Assistant of the Board Business Development

http://wiki.answers.com/Q/What_is_a_banqueting_Manager

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Develop banquet menus

Prepare budget yearly budget and submit to Finance Department

Determine requirements for serving staff and supplies

supervise everything from the set up prior to the function to the clean up afterward

Develop work schedules

Supervise food services during the function

Ensure that equipment is properly cleaned and maintained

Recruit, train and supervise lead staff to ensure that service standards

are met.

Establish a registration process for Convention and Annual Assembly

Attendees and Visitors. Create a database of yearly donors and vendors. Share this

information with Business Development, so that they will not duplicate your requests to the same vendor.

In smaller organizations, banquet managers may assist staff with functions such as setting up the room. In larger organizations, the duties listed above

may be divided among several managers and supervisors.

Personal Characteristics:

Banquet managers need the following characteristics:

Good communication, supervisory and problem solving skills

Excellent organizational skills

Ability to pay close attention to details

Ability to work alone or as part of a team

Ability to remain calm while working in close quarters with others

during busy periods

Flexibility and creativity.

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They should enjoy:

Coordinating information and the activities of others

Setting work schedules, monitoring staff and controlling inventory

Negotiating arrangements with vendors and donors.

Banquet Services Planning Meeting Includes the following

Participants: The Banquet Manager (chair)

Hospitality Committee Coordinator

Receptions Committee Coordinator (if needed)

Refreshments Committee

Representative from Business Development

Executive Assistant to the Board of Bishops

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Example Design Buffet Table Diagram

Make copies of the following worksheet

to plan future layout of Buffet Tables.

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Buffet Table Tents

(Meats) (Soup)

(Vegetable) (Casserole)

(Dessert)

(Beverage)

(Bread)

(Cornbread

1

2

3

4

5 6 7

8

9

12 11 10 13 14 15 16

Canister

Wooden Pedestal Platters

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18

23

17 19 20 21

24 25 26

26 29 28

30

27

33 32 31

Place a Number of the Item on the Diagram.

Table Design Check one of the following:

Main Meal Table Salad Table Dessert Table Beverage Table

Buffet Design Worksheet

Name of Designer:

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Example of Buffet Table Diagrams

Sample: Buffet station diagram

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Convention & Conference Management

Annual Assembly 2011

Staple all receipts to the front of this sheet, with name of purchaser on each receipt. Turn in to administration table, for Finance Department.

Dessert Bar Items

Donations

ITEMS Amount Price Comments TOTALS


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Dessert Bar Items

TEMS Amount Price Comments TOTALS


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Convention & Conference Management

Annual Assembly 2011

Staple all receipts to the front of this sheet, with name of purchaser on each receipt. Turn in to administration table, for Finance Department.

Sunday Buffet Items

Donations


Meats Purchased by Annual Assembly Budget


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EXAMPLE Convention & Conference Management Annual Assembly 2011 Staple all receipts to the front of this sheet, with name of purchaser on each receipt. Turn in to administration table, for Finance Department.

Salad Bar Items

Fries Brothers Inc 1455 Dalton Avenue


Tossed Salad 20lbs (case) ea $15.00 1 15.00

Spinach 2 ½ lb bag ea 4.50 2 9.00

Shredded Carrots 5lb box ea 8.50 1 8.50

Shredded Red Cabbage 5lb box ea 9.00 1 9.00

Cut Celery 5lb box ea 9.50 1 9.50

Cucumbers whole ea .50 10 5.00

Green Peppers Whole 2/1.00 10 5.00

Cherry Tomatoes 12 pints (case) 15.00 1 15.00

Blue Berries 6 pints (½ case) 10.00 1 10.00

Strawberries 12 pints (case) 16.50 1 16.50

$102.50

Honey Baked Ham Montgomery Road, Kenwood


Ham Salad Per pound 5.99 2

Kroger


Ham Salad Per pound 4.99

Chicken Salad Per pound 7.99

Tuna Salad Per pound 6.99

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Sam’s Club (taste test first)


Chicken Salad Per pound 3.99

Bag of Onions

Other Items needed/can be donated by salad bar participants


Olives

Shredded Cheese

Cran Raisins

Bacon Bits

Nuts / Seeds

Blue Cheese dressing

Italian dressing

French dressing

Thousand Island dressing

Sugar free dressing??????

Seasoned croutons

Ice bags

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1-2-3 Step by Step Buffet Set Up.

As you move through the steps, you’ll fill out each stage to make sure

your buffet is expertly planned. You’ll be sure that there’s room for

everything and everything looks great.

Now you’re ready to start with Step One.

STEP ONE

In the left hand column of your paper, list every menu item you’ll be having on your buffet. This Includes your:

· Soups / Minestrone

· Salads / Caesar Salad

· Breads / Garlic Bread

· Main courses / Lasagna & Herb Roasted Chicken

· Side dishes / String Beans

· Condiments / Parmesan Cheese, Chicken Gravy

· Desserts / Fresh Fruit Slices & Cake

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Here is an example of Step One of the PartyCharlie 1-2-3 Step chart. You’ll notice that we’ve only filled in Step One so far. We’ll get to the other steps next.

STEP TWO

In the column next to each menu item, list everything you’ll need to serve your menu items. Knowing what you’re putting the food IN or ON will tell you how much room you will need on your buffet table. So the day of your event you wont have to scramble for an additional table or even worse your buffet ends up looking bare. This includes items like:

· Chafing dishes · Tureens · Casserole dishes · Platters · Compartment servers · Serving bowls · Punch bowls · Crocks · Serving spoons · Condiment spoons · Ladles

· Ice cream scoops · Salad tongs · Serving forks · Carving knifes · Cheese knifes · Butter knifes · Cake servers · Spatulas

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Now that you’re done with Step Two, your chart will start to look like this:

STEP THREE

· Now that you know what you’re putting your food in and on, you’ll know how much space

you’ll need. Draw a diagram of your buffet. You don’t have to do the diagram to scale (although

if you have the time and desire, it can only make your planning more exact). Just sketch out

where on your buffet tables you will place your items.

· Remember to sketch in your disposable ware and any floral arrangements or décor items

you’re planning on having because they will take up space.

· Check off each item on your chart as you draw it on your diagram. That way you know

you’ve addressed it.

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When you’re done with Step Three, your chart will look something like this:

MENU ITEMS SERVING EQUIPMENT NEEDED STEP THREE

ADDED TO DIAGRAM

Minestrone Soup Soup Tureen & Soup Ladle

Caesar Salad Salad Bowl & Tongs

Garlic Bread Bread Basket

Lasagna Chafing Dish/Spoons

Herb Roasted Chicken

Chafing Dish/Tongs

String Beans Bowl Spoon or Tongs

Parmesan Cheese Bowl /Spoon

Chicken Gravy Bowl /Ladle

Fresh Fruit Platter or Bowl/Tongs or Fork

Cheese Cake Platter/Cake Server/Cake Knife

It’s best to place your beverage in a separate location. Separating the food and beverage

will increase the flow of your party/event. But, if you need to include your beverages on

the buffet table, make sure you include cups, ice, beverage garnishes, wine/bottle

openers, and cocktail napkins.

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Timeline for Convention Buffet Design Meetings

One set of Coordinators to plan for Convention and Annual Assembly. Two sets of section leads; one for the Convention and the other for Annual Assembly. Servers and cleaning crew can work for both events, if necessary.

January

Communicate with Convention Coordination as to the number of menus to develop for Convention week.

Establish a committee of coordinators (just for menu planning)for the

Convention, with their pastor’s approval.

Meet with Coordinators to develop menus for the event.

Present the final list to Development to help the Coordinators raise funds

or gather donations for the menu items. Ask for updates every two weeks.

April

Obtain an update from Development

Form a list of individuals to fill the following positions and set a meeting to review procedures and dress codes.

Kitchen Lead

Primary Buffet Table Lead

Salad Bar Lead

Dessert Table Lead

Beverage Table Lead

Serving Line Lead

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Take them to the banquet sight to determine if all needed equipment, serving utensils and linens are available. If not, this group should discover where to acquire the items.

Set up training/meetings to review the following sections in the manual:

“How to Create a Buffet”

“Step by Step Buffet Setup”

“Buffet Design Worksheet”

May

Obtain an Update from Development

Bring all the coordinators and group leads together to present their findings and discuss necessary alternatives.

Get volunteers and assign them to work in one of the following groups:

The kitchen

Set up

Serving line

Salad bar

Nightly Sales

Clean up June


Finalize plans and purchases.

June, 3rd Week National Convention Convenes

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Timeline for Annual Assembly Buffet Design Meetings

January

Communicate with Liaison for the Board of Bishops as to the number of menus to develop for Annual Assembly week.

Establish a committee of coordinators (just for menu planning)for the

Convention, with their pastor’s approval.

Meet with Coordinators to develop menus for the event.

Present the final list to Development to help the Coordinators raise funds

or gather donations for the menu items. Ask for updates every two weeks.

April


Form a list of individuals to fill the following positions and set a meeting to review procedures and dress codes.

Kitchen Lead

Primary Buffet Table Lead

Salad Bar Lead

Dessert Table Lead

Beverage Table Lead

Serving Line Lead

Take them to the banquet sight to determine if all needed equipment, serving utensils and linens are available. If not, this group should discover where to acquire the items.

Set up training/meetings to review the following sections in the manual:

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“How to Create a Buffet”

“Step by Step Buffet Setup”

“Buffet Design Worksheet”

May

Obtain an Update from Development

Bring all the coordinators and group leads together to present their findings and discuss necessary alternatives.

July


Finalize plans and purchases.

Get volunteers and assign them to work in one of the following groups:

The kitchen

Set up

Serving line

Salad bar

Nightly Sales

Clean up July/August

Annual Assembly Convenes

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Keeping Minutes of Meetings:

Minutes of the business meetings are the core of the organization’s history. These records not only have historical value, but may contain certain actions of the church related to property, governance, and affiliations. Therefore, they may include essential information related to legal or financial matters. Related to minutes are copies of the church constitution, by-laws, and covenant. Minutes and related records should be copied and stored separately from the originals.

Remember to put the full date on all correspondence, bulletins, & programs.

WHY RECORDS ARE IMPORTANT TO KEEP

_ Use of previous records can make current and future programs better. _ Referring to previous records can help improve administrative procedures. _ Records placed in the Conference Archives can be used by other groups for

reference and information. _ Written records are the primary source of Church history. If records are not

kept, Church history must depend on fading memories and secondary sources.

HOW TO KEEP RECORDS

_ All persons with church responsibilities are to maintain the records generated by their activities. Lay chairpersons and secretaries of boards and commissions may not hold records in their homes. Nevertheless, at the end of their terms of office they will either pass the files on to their successors, the church office, or the THAT United Archives.

_ Create and maintain a system of recordkeeping and filing that provides for preservation of, and easy access to, all the records listed in What Records to Keep.

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_ Arrange file contents in a way appropriate to the subject – usually alphabetically, numerically or chronologically. Consistency is most important.

RETENTION OF RECORDS _ Do not dispose of any records, without directives from the Board or Chair of the

Board. (except for duplicates) _ Records listed under What Records to Keep may be transferred to the

Conference Archives. Such records continue to be the property of the church that created them.

Photographs are not even considered as church records. They do not have vital significance from a legal, business, or polity point of view; but, historically and even spiritually, they are immensely valuable.

Before the Meeting If you are recording the minutes, make sure you aren’t a major participant in the meeting. You can’t perform both tasks well. It is wise to have an alternate just in case you need to leave the table.

Use a template for recording your meeting minutes and make sure you leave some blank space to record your notes.

After the Meeting Review the notes and add additional comments, or clarify what you didn’t understand right after the session. Do this while the information is fresh in everyone’s mind. Setup the template, before the meeting – this will make the notes easier for everyone to read and use.

Avoid personal observations. The fewer adjectives or adverbs you use, the better. Dull writing is the key to appropriate minutes!

If you need to refer to other documents (such as financial records, ministry reports, etc, that someone else created), attach them in an appendix or indicate where they may be found. Don’t rewrite their intent or try to summarize the documents that are presented.

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Recording board minutes ensure that the decisions and actions resulting from each session aren’t lost or forgotten. By taking the time to record proper notes you’ll make sure the time and effort that goes into a session isn’t wasted.

Stay focused throughout the session. If you become distracted for even a few seconds, you may miss something important.

Copy motions, amendments and other items to be voted on word for word. It is surprising how frequently there is a question about how something was worded. If there is any uncertainty surrounding the intent of a motion, you need to be able to tell participants what they actually said. Also, make sure you keep track of who made a motion, who seconded and the tally of the vote.

Transpose and/or edit your notes soon after the session. The longer you wait, the more difficult it will be to remember the context of the meeting when going over your notes. This can cause mistakes and when you take meeting minutes full of mistakes there can be major consequences.

Do not abbreviate the following titles. Examples of titles are:

1. Elder Lisa Pointer 2. Evangelist Anna Marshall 3. Deacon Raymond Pye 4. Suffragan Bishop Larry Smith 5. Presiding Bishop Pamela A. Smith 6. Associate Bishop Alvin Rozier 7. Bishop Robert G. Miller 8. Minister Michael Fischer 9. Trustee Elwood Cross 10. Pastor Leonora Lampkin 11. Even unofficial titles such as Prophetess, President (when place in front of

the name) 12. Do not abbreviate Sister or Brother; they serve as titles. 13. Us e the person’s complete name. However, if you need to repeat the

name again in the following paragraphs, you should omit the first name but keep the Title and last name. The following paragraph is an example:

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The Moderator, Suffragan Bishop Joseph Howell, asked the Board of Bishops to participate in questions and answers. Suffragan Bishop Howell reminded them of the time limitation. He read the first written question to the audience.

Prepared by Presiding Bishop Smith July 12, 2011

True Holiness Convention & Conference

Documents

Transcript of True Holiness Convention & Conference