Click on these links for reach info for Bar Chair, Social Chair, CC Treasurer and Clubhouse Trustees
PLANNING:
- Schedule planning a meeting with committee members early enough to make necessary arrangements (entertainment, special food / decoration orders) and to issue invitations sufficiently in advance.
- Set up for parties and TGIFs needs to be coordinated with other Clubhouse activities. Please contact the Social Chair before making set up plans.
- Committee clean up should be completed no later than 24 hours post party event.
- Decide whether or not you will be using a professional cleaner to clean the clubhouse areas after the event. At this writing (2015) the cost is approximately $300. Contact the Clubhouse Trustee to schedule them into the calendar to clean up no later than 48 hours after the party. When setting your party price, please remember to include that fee in your cost estimates. (If you estimate 55 people attending the party, it would be around $5.45 per person to cover the professional cleaning charge).
- Charge for parties should be sufficient to cover expenses and to make a small profit (covers utilites, supplies etc.), but also be kept at a reasonable price to encourage attendance.
- Charge for TGIFs is usually around $7.00 (2015). (Depends on the food and or special themes).
- Guest attendance from past experience for TGIF’s are based on around 45 people and Parties 55 people.
- Please contact the Social Chair OR Clubhouse Trustee to get KEYS.
- Please refer to the Cooking for a Crowd paper posted on the website.
- Contact Bar Chairperson to let him know when event is to be prepared to set the bar up for you.
EXPENSES:
- Obtain cash advances from Country Club Treasurer if needed. If not, hold onto any receipts of monies spent and give to the CC Treasurer post event for prompt reimbursement.
- All committee members submit all their saved receipts to Party Chair who will then turn in all receipts to Treasurer with an Party Expense Form.
- Obtain $25 in singles, $25 in $5 bills for bar area change.
- Obtain for TGIFs $50 in singles and $25 in $5 bills for change at the Door.
Bar:
- Notify the Bar Chairperson of estimated number of guests and of any special liquor or wine needs– all special liquor and wine must be ordered through the Bar Chairperson with at least 3 weeks notice. A $50 minimum purchase is required.
- Review Bar Use Guidelines with Committee Members. Absolutely no free drinks are permitted. Make sure you have the bar change ready for the event.
- Sober bartenders must be at all Parties and must be listed on the NJ State Form located at the bar area.
- Suggested ice for bar: ((2) 20 lbs. bags for under 40 people; ( 3) 20 lbs. bags for 40-60 people; (5) 20 lbs. bags for 60 people or more .
- Lemons, limes and bar snacks should always be provided by the committee for the night of the party.
- Optional: set up Bar Tab for committee members to keep track of own drink purchases during party.
- Charge liquor prices as listed at bar area unless special events occur where there needs to be a new sign posted for the specialty drinks being served with their prices. Open bar parties can be allowed with beer and wine and are around $15 pp to be included in the party fee. Contact Bar Chairperson of this special event.
- It is the responsibility of the committee to make sure that all bottles and cans are separated and placed in the recycling bin outside the kitchen door.
- Put all unused liquor and beer into the party closet and return the keys as soon as possible to the Bar Chairperson, Social Chair or Clubhouse Trustee.
CLUBHOUSE SET-UP:
- During the winter , turn up the heat in the clubhouse several hours before the party event. Remember to turn it back to 55 degrees after the event.
- During the summer, turn the AC up to the desired temperature for the event 3 hours prior to party. At the end of the party, turn the AC to the OFF position.
- There is a MKL community camera located in the bar area in the stereo closet on the top shelf. Please remove the camera, plug it in for at least an hour prior to party time to make sure it is charged for the event. (Sometimes if it sits too long between parties the battery runs out of life). The directions are in the box if need be. Please take as many pictures as you want and after the party place the entire boxed camera to Terry Dwyer’s mailbox located at 58 Lake Trail West. Terry will then upload the pictures of the party to post on the website and then return the camera to the Social Chair to place back into the clubhouse for future parties.
- Set up garbage cans lined with plastic bags. Set out bins for recycling. Labels are useful.
- Check bathrooms for toilet paper and paper towels and soap. (If low on items- additional supplies are located in the basement to the far right in the metal cabinet where all the decorations are stored).
- Check kitchen for paper towels, garbage bags and soap for kitchen sink, dishwasher and to hand wash dishes. (If low on items- additonal supplies are located in the basement to the far right in the metal cabinet where all the decorations are stored).
- Under the kitchen sink, to the far back left, there is a dishwasher water line valve cut off switch (yellow handle). Turn the handle to the ON position for dishwasher use during the event. Follow directions posted on the dishwasher front panel. Turn the water valve handle to OFF at the end of the evening and drain the standing water. Clean out the food particles left on the basket. Re-load the dishwasher with the plastic bins for the next event.
- If we are low or out of items in Metal Cabinet, please make a list and contact the Clubhouse Trustee to get additional supplies.
- For TGIFs, paper plates, cups etc. are available at the clubhouse. If you need something more, please contact the Clubhouse Trustee.
- Have all guests sign in at the door.
DURING THE EVENT:
- Take some pictures using the community camera (see above), or your own camera. If you don’t have time, ask a guest to take some shots.
AFTER THE EVENT:
- During the winter, turn the clubhouse heat down to 55 degrees and make sure all doors and windows are closed and locked.
- During the summer, turn the AC up to the desired temperature for the event 3 hours prior to party. At the end of the party, turn the AC to the OFF position.
- Turn the dishwasher water valve handle (under kitchen sink, yellow handle, back left) to OFF at the end of the evening and drain the standing water. Clean out the food particles left on the basket. Re-load the dishwasher with the plastic bins for the next event.
- Please make sure the clubhouse is left the way you found it by cleaning the bathrooms, kitchen, main hall, lounge etc. See the Clubhouse CLEAN UP CHECK LIST as well as the Clubhouse Floor Plan of how the tables and chairs are to be left / placed. This is to be done by the committee no later than 24 hours post event.
- If a Professional cleaner is being hired for an additional fee through the Clubhouse Trustee, please contact them to make sure a cleaner is in place with – in 48 hours after the party.
- Bring home all laundry (tablecloths, kitchen towels) and return back to closet and drawers clean.
- Place tables and chairs next to the walls making the maximum amount of room for the Exercise classes. See Table Set-Up / Floor Plan.
- Return all keys to Social Chair and or Clubhouse Trustee.
- Don’t forget to drop the camera off if the MKL community camera was used during the event — place the entire boxed camera to Terry Dwyer’s mailbox located at 58 Lake Trail West. Terry will then upload the pictures of the party to post on the website and then return the camera to the Social Chair to place back into the clubhouse for future parties.
EXPENSE FORM:
- The Party Chair is to collect all receipts from their committee. Fill out the Party Expense Form. Include total figures for Party Income and Bar Income reported separately and expenses. Party Chair Person can reimburse committee members for their individual expenses out of the cash income, so long as the actual totals for all incomes and expenses are reported on the Expense Form before any reimbursements are made. Then, just turn in the remaining cash and checks with the Expense Form to the County Club Treasurer. If you have any additional reimbursements for committee members’ expenses, note them on the Expense Form and the CC Treasurer will cut the checks to the appropriate members. If you have any questions about filling out the form, call the CC Treasurer.
PARTY REPORT FORM:
- Fill out a Party Report with suggestions that will help future committees in planning a similar party. Include a copy with the invitation if you have an extra one. Give the Party Report Form to the Social Chair.
Any questions, please contact the Social Chair or other Board Members.