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Event Policies for
the Junction City Teddy Bears The following policies are set forth as provided for in the
By-Laws of the
Junction City Teddy Bears. This document may be amended or replaced based
upon the provisions of Article IV, Section 2 (Directors to propose,
membership to approve) and Article IV, Section 5 ( membership voting).
1. Time - The hours of a Regular Meetings and following Social Events will
be from 7:00 p.m. until 11:00 p.m., however these hours may be changed by
advanced agreement of the host and the Board of Directors, sufficient that
members may be informed in advance. Any continuation of the event beyond
the official hours shall be considered a private party being held by the
host.
2. Event Fee - An event fee may be charged for any Regular Social Event if
requested by the host or deemed necessary by the Board of Directors to
increase the organization's funds to cover normal operating expenses. The
event fee for Regular Social Events during 2005 shall be $3 if requested
by the host, $2 if deemed necessary by the Board of Directors and $5 if
both needs for an Event Fee apply.
3. Reimbursement for Hosts - The total of all $3 host fees collected at A
Regular Social Event shall be used to reimburse the host for all normal
expenses incurred in hosting the event based upon receipts presented to
the Secretary/Treasurer with the request for reimbursement. Any funds
collected above expenses shall be added to the general treasury.
Reimbursement of any expenses that are greater than the total of host fees
collected shall be make only if requested and approved as reasonable by
the Board of Directors.
4. Host Duties -
a). Furnish adequate food, depending on the nature of the event, and soft
drinks based upon membership RSVPs received. For a pot luck the host is
expected to provide the main course and give advance notice to the
Director/Events Coordinator, sufficient that members may be informed in
advance, of what the main course will be.
b). Provide or make advance request to the Director/Events Coordinator,
sufficient that members may be informed, for assistance in providing
adequate seating.
c). Provide advance notice to the Director/Events Coordinator, sufficient
that the members may be informed in advance, of any house policies on
smoking.
d). Provide advance notice to the Director/Events Coordinator, sufficient
that the members may be informed in advance, if a private party is to
follow the Regular Social Event and, if so, the closing hour of the
private party.
e). Provide a 10 inch or larger size Teddy Bear to be given as a door
prize.
f). Request through the Director/Events Coordinator that the Board of
Directors provide a supply of flyers or other promotional material for
up-coming events and membership packets for guests, and, if furnished,
display them prominently in the main area where the Regular Social Event
is being hosted.
5. Conduct of Members and Guests -
a). Members are to RSVP for themselves and any guest(s) to the Regular
Social Event host by the time requested in whatever pre-event notice is
provided. Food is costly and preparations are time consuming. Respect the
host.
b). Rules of good conduct should be observed when entering and leaving a
Regular Social Event host's home. Keep a low profile going to and from
your car. Refrain from loud talking and yelling at events so you do not
attract the attention of your host's neighbors. Remember, the host lives
there.
c). Members are to ensure that any guest at any event meets the
organizations qualifications for membership, particularly the stated age
requirement.
d). Drugs are strictly forbidden at any event. Offenders will be requested
to leave. Second offenders shall be subject to expulsion as provided for
in the By-Laws.
e). Alcohol abuse is forbidden at any event. Offenders will be requested
to leave. Second offenders shall be subject to expulsion as provided for
in the By-Laws.
f). Members are to wear JCTBear colors/attire at all public events
sponsored by the organization, to which the organization has been invited,
or which the membership agrees to attend as a group; and when attending
events hosted by members of or sponsored by other Bear clubs.
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