TRADITIONAL ARCHERS OF OREGON

POLICIES & PRACTICES

 

TITLE:

Annual Banquet

 

PURPOSE:

To provide uniform activity guidelines for affiliate clubs responsible for hosting the annual banquet

REVISED:

1 February, 2010

 

Date:

The Annual TAO Banquet and Business Meeting are generally held the latter part of January

each year.  Date may vary depending on the availability of facilities and guest speakers. 

It is typically a one day event but, may, at the discretion of the host club, be a 2 day event. 

Plans for banquet facilities and guest (particularly out-of-state) speakers should be made

well in advance (6 – 12 mo.) of the banquet.

 

Format:

The host club shall arrange, seminars, speakers, workshops, demonstrations or other

activities related to traditional archery during the day.  TAO Members that have a traditional

archery related business are encouraged to set up displays of their goods.  Non-members

may display their traditional archery related theme provided they have registered for the

banquet and have the approval of the hosting club.  To better promote traditional archery,

displays and day time activities will be open to the public at no cost.

 

The day time events must allow at least 2 hours, without conflicting activities, for the

Voting Members and Directors to attend the Winter Business Meeting.

 

A No Host cocktail hour should proceed the banquet dinner followed by the Keynote

Speaker.  Additional evening activities may include fund raising raffle, hunting related

stories and Boner of the Year Award or other events appropriate for the gathering.

 

Guest Speakers and other Entertainment:

Arrangements for a Keynote Speaker to be invited are normally made by the host club. 

The Keynote Speaker may be from outside Oregon in which case, TAO will bare the

expense of air fare, food and lodging. 

 

In cases where the keynote is flown into Oregon at TAO expense, the host club should

arrange for the speaker to perform a second day time seminar. 

 

If the speakers spouse accompanies the speaker, TAO will assume the additional

lodging expense and costs for banquet dinner.  The spouse’s air fare will be the

responsibility of the speaker.

TRADITIONAL ARCHERS OF OREGON

POLICIES & PRACTICES

 

TITLE:

Annual Banquet

 

REVISED:

1 February, 2010

 

Guest Speakers and other Entertainment (cont):

 

Other guest speakers and entertainers should be invited to attend dinner at TAO

expense.  Schedule permitting, guests may be invited to breakfast or lunch with

members of the Board of Directors at TAO expense, provided that TAO business

will not be conducted during the meal.

 

It should be understood that our banquet speakers typically are engaged in a traditional

archery related business and that they are welcomed and encouraged to promote such

business throughout the day and provided adequate space to do so.

 

Responsibilities:

TAO affiliate clubs are responsible to arrange for facilities, banquet meal & additional

catered services, guest speakers, seminars and entertainment for the event.  Expenses

outside this policy and listed guidelines must be approved, in advance, by the Board

of Directors. 

 

Generally, resort facilities that host the TAO Banquet will furnish a contract for the

event detailing: costs, menus, and facilities available.  In accordance with the TAO

Bylaws, the contract needs to be authorized by the Board of Directors.  Once

authorized, a local TAO Director may sign the contract and return to the resort.

 

The host club will be responsible for the following resort arrangements:

  • Arranging for coffee service throughout the day.
  • Determining the meal menu including costs, kids menu, veggie plates and
    establishing a cut-off date for reservations agreeable with the resort.
  • Arranging for the availability of overnight accommodations for TAO Members
    (negotiate a reduced rate) and a cut-off date for reservations agreeable with the resort.
  • Arranging for needed furniture for all day time activities including: tables (registration,
    raffle prizes, vendors), chairs, microphone, speaker podium, projector table and
    screen, etc.  Display racks (trophies, etc.) are the responsibility of the host club.

 

The host club is responsible for raffle items which are usually a combination of

donated and purchased items.  TAO generally provides some funding for raffle

prizes and the Secretary has raffle tickets.

TRADITIONAL ARCHERS OF OREGON

POLICIES & PRACTICES

 

TITLE:

Annual Banquet

 

REVISED:

1 February, 2010

 

The host club is responsible for supplying necessary flyer information which

should include:

  • Banquet date
  • Resort location including address, phone number, website
  • Speakers/Seminars/Workshop activities and and a brief description for each
  • Timing of all activities including 2 hours for business meeting
  • Host club contact member’s phone number and/or email
  • Where to send checks (payable to TAO) which should include space for multiple guests,
    payment of dues and any other expense the member may be expected to bare

  

If the host club does not have the expertise to produce a flyer, the President,

TAO will delegate the responsibility to an appropriate individual.

 

The host club should give thought to a commemorative gift for the Keynote Speaker

in accordance with Guidelines for banquet expenses.

 

Host affiliate clubs rotate responsibility for the banquet and Pope Young shoot each year.

 

 

ANNUAL ROTATION

2009

T.A.B.

2010

Stott Mt.

2011

Black Rose

2012

T.A.C.O.

2013

T.A.B.

2014

Stott Mt.

2015

Black Rose

2016

T.A.C.O.

2017

 

 

 

 

 

 


 

TRADITIONAL ARCHERS OF OREGON

POLICIES & PRACTICES

 

TITLE:

Annual Banquet

 

REVISED:

1 February, 2010

 

Guidelines for banquet expenses:

Banquet Meal – Host club should add several dollars to members cost of banquet

meals to cover additional expense of day time catered services (coffee, tea, etc).

 

The following are recommended MAXIMUM expenses, derived from historical data,

for various activities associated with the Annual Banquet:

 

            Average number of attendee’s                                 75-100

 

            Room rentals for all banquet activities                       $500

 

            Guest speaker (room, board, travel)                            $500

 

            Raffle prize purchases                                     $400

 

            Flyers and mailing                                                       $250

 

            Speaker gift                                                                 $100

 

            All Day Coffee Service                                              $120

 

            Tips/Gratuity/Service Charge                                 15% – 18%