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Reservations/Facilities Committee Chair

The Reservations/Facilities Committee acts as the host for all HRP-MN meetings and events, ensuring that all meeting and event attendees are greeted warmly and made to feel welcome throughout the registration and check-in process. This important role is the face of HRP-MN to all members and guests and becomes a friend to all who attend. In addition, it manages the reservation desk, e.g., check-in and acceptance of fees for monthly meetings. This position reports to the Vice President Member Services.

When appropriate, the Committee Chair locates appropriate facilities to hold HRP-MN monthly program meetings, mini-conferences, and philanthropy events. 

Duties

• In coordination with Co-Chairs of Program and Professional Development Committees, secures locations for program meetings, mini-conferences, and events; helps plans meeting schedule and menu with the facility. Coordinates closely with Program Committee Co-Chairs and members and all others involved in individual events. Liaison with catering services.
• Delivers within three days following each monthly meeting to association management firm:
• Monthly reservation checks and cash
• Revenue & Expense Report (retains a copy), completed with cash/checks received, invoice amount and net income/loss information
• List of walk-ins and member status (retains a copy)
• Lists of monthly meetings “no-shows” (retains a copy)
• List for invoicing of no shows and those who still have a balance due from monthly meeting (retains a copy)

• Manages committee representation at the front desk as required at every monthly meeting; approximately a two hour commitment of 2-3 persons each month for member check-in, receipt writing and money handling.
• Arranges additional seating arrangements for walk-in attendees.
• The Reservations/Facilities Committee Chair coordinates closely with the association management firm to track the number of attendees for the next meeting.
• Both the audio visual needs of the speaker and the projected attendance count are reported to the catering service on a timely basis by the Reservations/Facilities Chair.
• It is helpful to note on the attendance roster type of payment, and, if payment by check, to note the check number on the roster.

Calendar

• Duties are monthly and regularly required.
• Attends Board meetings approximately six times per year.
• Three working days prior to the monthly program meeting, the Reservations/Facilities Committee Chair calls administrative management firm to obtain the count of number of attendees registered for the next meeting.
• Both the audio visual and special accommodation needs of the speaker and the projected attendance count are then called in to the catering service.
• Committee Chair receives the meeting roster and name badge documents from administrative management firm and takes care of having the name badges printed prior to the meeting.
• At meetings and events, acts as door monitor, shutting doors when there are noisy conditions outside the meeting room, and/or coordinating with catering staff to ensure the quality of environment for HRP-MN members and speakers.

Committee Interface

• Program Committee: Obtains audio visual needs of the speaker, e.g., flip charts, laptop, LED projector, special tables, etc.
• Vice President Membership: Furnish information on new members; provide leads on potential new members. Coordinates location of Membership Table for all events.
• Vice President Finance: Forwards all monthly meeting information within three of each monthly meeting (i.e., checks, cash, receipt information form, list of “no shows”). Keeps a copy of all financial documents to compare to financial results as reported by association management firm.
• Vice President Member Services: Ongoing contact and reporting of all activities and issues. Coordinates decision-making. Reports all issues that arise in regard to members who claim to have paid and are then invoiced, any issues that come up at the front desk are immediately referred to the Vice President Member Services who appoints a replacement in the event of an absence from a monthly program meeting or mini-conference. Reports any exception issues that arise with caterer or contractual issues with facility.

INSERT MONTHLY EXPENSE & REVENUE REPORT