Dayton, Ohio

General Program Committee Guidelines

1. Make a copy of the Program Committee Responsibilities and all guidelines available to each Program Committee member either by providing a hard copy, electronic copy, or pointing to this web site.

2. First meeting no later than mid-February
   1. Allow 3 hours for this meeting (away from the club)
   2. Review
      • Program Committee Responsibilities,
      • General Program Committee Guidelines
   3. Lay out a schedule for Program Committee activities and responsibilities for the year (March through February) being aware of any special events that may preclude your plans (i.e. open house, workshops, special dances). See Sample Program Committee Schedule.
   4. Plan the first 6 months of Ethnic Sundays, follow Guidelines for Scheduling Ethnic Sundays
   5. Assign 6 months of responsibilities to Program Committee members for Ethnic Sundays, Program Reminders, and any other items.
   6. Review
      • Guidelines for Ethnic Sundays and beyond,
      • Guidelines for Closing the Pavilion,
      • Guidelines for Thursday Night Program Reminders
   7. Make sure each member is familiar with the Red Book and Guidelines for Giving a Thursday Evening Dance Program
   8. Write down schedule information for club newsletter.
   9. Send schedule information to other groups (see mailing list)
   10. Schedule next meeting of Program Committee for April
   11. Any other business.
3. Second Program Committee meeting - April
   1. Allow 1 hour for this meeting
   2. Determine it there is any work to be done on
      • Instruction Books
      • Red Book
      • Program Committee Guidelines
   3. Are all Program Committee responsibilities being accomplished?
   4. Do any changes in the schedule need to be made?
   5. Any other business
   6. Schedule next meeting for July
4. Third Program Committee Meeting - July
   1. Allow 1 hour for this meeting
   2. Is work from last meeting completed?
   3. Are all Program Committee responsibilities being accomplished?
   4. Do any changes in schedule need to be made?
   5. Plan last 6 months of Ethnic Sundays, follow Guidelines for Scheduling Ethnic Sundays.
   6. Assign 6 months of responsibilities to Program Committee members for
      • Ethnic Sundays
      • Program Reminders
      • Program Sign-ups
      • New Year's Eve Program
   7. Review
      • Guidelines for Scheduling Thursday Night Program Assignments
      • Guidelines for New Year's Eve Program
   8. Any other business
   9. Schedule next meeting for Sept./Oct.
5. Fourth Program Committee meeting - Sept./Oct.
   1. Is work from last meeting completed?
   2. Are all Program Committee responsibilities being accomplished?
   3. Do any changes in the schedule need to be made?
   4. Is the Program Committee ready for the fall workshop?
   5. Review Program Committee Guidelines with respect to Workshops (if a workshop is planned for the fall)
   6. Assign and schedule Program Committee members to clean the records.

Back to Program Committee Index

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Page last updated 9/28/03. This page maintained by Leslie Hyll.