Transcript The Program Chairman in a Rose Society

Presents
The Program Chair
In Your Rose Society
Philip Paul
Vice District Director
ARS Deep South District
 To
understand the necessary tasks of the Job
 To organize for effectiveness
 To help grow the Programs Chair
 To provide checklists to make the job easier
This program provides ideas that have worked well in other societies
It is not required that you accept these ideas, they are here to help if useful
 Often
the Program Chair is also the
First Vice President of the Society
 The “President in Waiting”
• You may need to also learn the role
and duties of the President
We won’t attempt that task in today’s
presentation
 Listen
to the needs of your Membership
 Organize the Year
 Search for Speakers
 Book ‘em Dan-o
 Communicate the Program
 Follow up the week before
 Program Day
 After the Program
 We
are in this job to help the members
• Learn
• Enjoy
• Accomplish
 Consider
a Survey
• In your Newsletter
• At a meeting with a handout
 Feedback
the results early in the year
 Status your progress several times a year
 About
the audience
• How long have you been growing roses?
• How long have you been growing roses in this
•
•
•
•
area?
How many roses do you grow?
What types of roses do you prefer?
How much time per week spent on roses?
Do you mix roses with other plants?

Membership Needs
 What are your major rose gardening issues?
 What types of programs would you like to see
next year?











Planning the Garden
Rose Selection (What grows well here?)
Planting
Pruning
Water, Soil, pH Management
Disease and Insect Control, Spray Programs
Earth Kind Roses
Old Garden Roses, David Austin Roses
Mini and Mini Flora Roses
New Roses
Rose Photography
 Meeting Formats
• Prefer Day, Weekend, Week night meetings
• How do you like our meeting place?
• Do you like business first, then program?
• Or Program first, then Business?
• What content would you like at every meeting?
e.g. 5 minute CR talk
 Select the location for meetings – EARLY
• Agree on a calendar of dates
• Agree in writing on terms of relationship
 It may require a contract needing Board approval
 Check the site’s calendar frequently
 Avoid double bookings
 PUBLISH A PRELIMINARY CALENDAR!!!
• With Agreed Dates
• To Board, Hospitality, Newsletter, etc.
• Most important organizing task of the year!!
• Update FREQUENTLY!
• Use at every Board Meeting
2008 BSRS Calendar
Month
Date
Day
Topic
Location
Jan
18-20
Fri-Sun
Mid Winter Meeting
Valdosta, GA
Jan
26
Saturday Pruning Demo & Project
Feb
24
Mar
Speaker
Ringling
Mallory
Sunday New Roses 2008
SGC
Paul
30
Sunday Mini Roses
SGC
Apr
26
Saturday Garden Tour
Various
May
18
Sunday TBD
Jun
Jun
22
26-30
Sep
28
Sunday Pot Luck Luncheon
Thur-Mon ARS Spring National
Sunday TBD
Oct
10-12
Fri-Sun DSD Fall Rose Show
Nov
8
Saturday BSRS Rose Show
Dec
7
Sunday Christmas Party/Install
SGC
Notes
Web Class & Business Mtg
Dr. Hering 16th Palm Sunday; 23rd Easter
Starts at: 10 AM
4th Weekend is Memorial Day
SGC
Denver, CO
SGC
Birmingham,
Alabama
Ringling
4th Weekend is booked at SGC
Thanksgiving 3rd week
Peridia
Date stays away from Christmas
 Early
in the year-Coordinate with Rose Show
Chair so the show (if planned) doesn’t conflict
with a regular monthly meeting.
 Consider:
•
•
•
•
An annual pruning party
A tour by car or bus of local rose gardens
An annual picnic or pot-luck event
A holiday open house or party
 Go
to Membership Survey and fit the puzzle
 Consider a 5 minute CR Corner each month
In
the ARS most things are done
through reciprocity and barter
i.e. I will give a talk to your society,
someday I hope you will give a
talk for our society
 Go
to District Meetings regularly
• Offer to share with other societies
• Accept speaking engagements
• Get District Officers to come speak
 Get
to know local nurseries, growers,
chemical or fertilizer companies
• Invite them to speak
• Invite them to contribute “raffle” prizes


Contact local Public Gardens for speakers
County Agriculture Agents
 Local Laws (Fertilization, etc.)
 Irrigation Demonstrations

Consider having about 5 members give a
short talk on “My favorite rose” (Our most
popular program)
 Pictures, Characteristics, Why it’s my favorite
 Where to get it
Always have an extra talk in your pocket
that you can give so that if an emergency
occurs you can save the day.
○ Stuck in traffic
○ Illness of Speaker
○ Last minute speaker problems
○ Equipment Problems

When a speaker accepts--send a note:
○ Location
○ Time Available for the talk, expected start time
○ Agree on what equipment you will provide
○ Tell the speaker what you expect them to bring
○ Be sure to get speaker’s CELL Number
 Last minute coordination—traffic delays, directions
○ Get speakers e-mail, mail address, phone #
○ Ask speaker for a backgrounder to use for
introduction
○ Establish the contact person on arrival/give their
Cell Number to the speaker
 Typically
 Leave
a 45 minute talk holds attention
some time at the end for questions
 Total package should be within 1 hour
 Be in the back of room to keep time
 Watch the audience reaction
 Order
of Events What is the best mix for you?
• Business before the talk, then refreshments
• Presentation first, business, refreshments
• Refreshments first
 Consider
the advantage of having the speaker
around during refreshments for more questions

Make sure program information is sent to:
 Your Newsletter editor (1 month ahead)
 Your Hospitality Chairman
 The Board of Directors, Others
 Publicity Chairman (1 month ahead)

Write a short article for Newsletter and Press
 Describe speaker, subject, time & place
 INVITE THE PUBLIC !!!!!


Contact speaker by phone or e-mail
Make sure everything is all set
Ask about any last minute concerns
Check with meeting site
 Sometimes they will double book




Get any last minute details to committees
Get your support details together
If a stipend for gas, etc. is planned tell
treasurer
E-mail a meeting reminder to members









Get basic logistics in place early
Be ready to host and stick with speaker
Help speaker get setup
Give speaker gift/stipend early (don’t forget)
Introduce speaker to officers, members, guests
before the meeting
Introduce program to membership
Thank speaker at end of talk
Encourage speaker to stay for questions
Help speaker tear down and get equipment in
car
 Consider
having the Society Secretary
send a Thank You Note to
The speaker!
Seek Out and Listen to Member
Feedback
Remember that good programs, your
newsletter, Consulting Rosarians and the
website are the major elements that keep
the membership happy and involved.
PROGRAM SERVICES COMMITTEE
Jolene Adams, Chair 2009-2012
Susan Bishop
Louise Coleman
Pat Hibbard
Philip Paul
Marcia Sanchez-Walsh
Charles Shaner
Pat Shanley
Dave Stever
Sue Tiffany
Power Point programs on roses are available for download from the ARS
website, ‘members only section.’
They are offered to our members for use by a local or district rose society
or an ARS Judging or Consulting Rosarian School.
These programs are
copyright © ARS 2009 -2012
Commercial use is strictly forbidden.