The Chairperson of the Day is responsible for a well-planned, properly organized and well-executed program. Working with the honored guests, President, Vice President (Program Chair) and the various committees involved, the Chairperson of the Day will coordinate all activities pertaining to the event.

1. Contact Guest

• Secure commitment of appearance, date and time.
• Obtain resume of speaker(s).
• Verify names of head table guests.
• Acquire list of names of other guests.
• Arrange for publicity photo. (Often guests have publicity photos available. If all else fails, set a meeting with the guest and take a Polaroid or digital image.) You may want to delegate this responsibility to the Publicity Chairperson.

2. Publicity

• Create a flyer for publicity. Secretarial service has a format, or create one yourself. Be sure to include the photos and all information about reservations, location, date and time.
• Proof flyer prior to printing.
• Arrange for distribution of flyer, not only to members, but also to brokers, customers and others.
• Print signs, banners etc, if appropriate, and place them strategically to publicize the event.
• COMPLETE ALL PUBLICITY A MINIMUM OF FOUR WEEKS BEFORE THE EVENT!

3. Luncheon Arrangements

• The Arrangements Chairperson must be notified of all the event details from the outset:
  
  a. Menu selection, room set up, audio-visual equipment needed etc.
  b. Names of guest for which name badges and place cards need to be made.
  c. Check with the President and/or VP for special seating arrangements and advise Arrangements Chair.
  d. If large event, stuff envelopes ahead of time with fish or chicken ticket, seating assignments and receipt for event.
• Check with the President about the agenda—meeting organization and timing.

4. Reservations

• Collect forms, checks and credit card number, expiration, address, name on card and signature.
• Track on spreadsheet, keeping everyone involved with the event up to date.

5. Attendance Committee

• Prior to guest arrival, the Attendance Committee must be made aware of non-paying guests, so they may properly record their names and provide free lunch tickets.
• If other guests from the honored organization are invited, provide Attendance Chair with a list of their names and sponsors.

6. Program Chairman

• Arrange in advance the club gift to the guest speaker(s). If it’s a donation to charity, know which one and how much will be donated.
• Send a thank you note to each guest speaker shortly following the meeting with copies to the officers.
• Complete “FISMC Event Summary” form and present to Board of Directors.