GENERAL: NCVANE reunions are usually scheduled for one day in the spring and one day in the fall. The minimum requirements for a reunion are: a place to stay; a room in which to have a meeting; a room in which to have a banquet. The traditional day of this get-together is a Saturday, due to the fact that some members are employed. The day consists of a business meeting in the morning, an "open" afternoon, and a banquet in the evening. Only the business meeting is a function required by chapter by-laws.

In setting the day, coordination with the chapter president is appropriate.

Some members arrive on Thursday or Friday. Some members may remain over Sunday night. Some may not stay overnight.

Site selection is determined at a previous meeting. This allows the host ample time to plan and make arrangements.

The responsibility of making arrangemetns rests with the host, who alone, must select the hotel/motel, coordinate with management, view the facilities, prepare the reunion notice, arrange for badges and Welcome Aboard packages, and be available to greet members.

Imagination and initiative are paramount to the host's efforts. It is appropriate for the host to keep the chapter president informed of progress.

PLANNING: The earlier this begins, the better. Six months in advance of the meeting date efforts should be made to plan the reunion. A check-off list should be made, setting the Action Required/Date By Which The Action Should Be Completed/Date Completed, and if not the responsibility of the host, Who Is Responsible.

REUNION SITE: Either a hotel or a motel. As most members arrive by motor vehicle, parking space is important. In determining which hotel/motel to select, telephone yellow pages, websites, and tourist information offices are sources to provide possibilities. A telephone call to the sales manager (or other similarly titled person) should be made to arrange a visit to discuss the possible use of the facility. This visit will be the opportunity to discuss the facility features: room rates, parking, view a typical room, meeting room requirements, dining/banquet requirements, Welcome Aboard package, and registration table. See Appendix A for discussion items.

MAKING ARRANGEMENTS: A decision to select a hotel/motel should be made after reasonable possibilities are considered. The host, although a member of NCVANE, functions on his/her own when making commitments. Other than the chapter president and financial secretary, there are no provisions in chapter by-laws to allow a member to legally commit the chapter to any arrangement. It is not intended that any member incur any expenses when serving in the capacity of a reunion host. If a formal contract is required, the host must ensure that the provisions of the contract do not make obligations which cannot be met. (Note: if needed, a Letter of Authorization, allowing the host to speak as a member of the chapter, can be obtained from the chapter president.) To alleviate any uncertainty by a member to incur the responsibility of being a host, it is intended that costs for the reunion be borne by attending members: room costs are paid by members directly to the hotel/motel; banquet costs are paid (in advance) to the host, as is the registration fee. The keeping of a check-off sheet helps in monitoring these actions.

FINANCE: Whether it is necessary to set up a separate Reunion Checking Account is a decision of the host. The advantage of a separate account is that it keeps one's personal checking account separate from the reunion costs and provides for a detailed permanent record of all transactions.

A Registration Fee should be charged in order to cover expenses for the meeting room, coffee, badges, printing, Welcome Aboard packages, and other miscellaneous items.

Appendix G is suggested format for Financial Statement.

REUNION NOTICE: The chapter secretary maintains the name and address of members. At least two months in advance of the reunion date, members should be notified. The host should forward the notice to the chapter president and secretary. The secretary will publish the notice via U.S. and e-mail. Additionally, the NCVANE webmaster should receive a copy. Appendix B contains items recommended as part of a reunion notice.

ACTIVITIES: The days before and after the Saturday business meeting, and the Saturday afternoon, are left open to the attendees personal desires. However, the host may consider arranging tours or visits, or provide brochures, etc. to inform attendees of options. Likewise, arranging for entertainment and/or a guest speaker as part of the banquet is at the discretion of the host.

BANQUET: The social hi-lite of the reunion. Traditionally, set for early Saturday evening. Arranged through the hotel/motel. A menu choice should be offered (in advance through the registration process), allowing for special needs, such as vegetarian.

NAME TAGS: Are provided for each attendee and their guest(s). The style of name tag is the choice of the host. Cost may be assessed as part of the registration fee. At a minium the information printed on the tag is the name and hometown of the attendee.

GUEST LIST: When the cut-off date for registration has been reached, the host should compile a list of attendees, a copy of which should be provided the chapter president and secretary, and the NCVANE webmaster. Additionally, a copy should be made available at the registration table for viewing by attendees.

BUSINESS MEETING: A private room should be available for this function. Ideally, there will be no charge for using the space, given that members are paying for room accommodations.

The U.S. flag and the NCVANE banner should be mounted in prominent positions. It is customary at the beginning of the meeting for the chapter president to lead members in reciting the Pledge of Allegiance.

The U.S. flag and the NCVANE banner are informally passed from present host to future host at the conclusion of the meeting.

The physical layout of table and chairs is at the discretion of the host.

At a minimum, drinking water should be made available during the meeting. Paper pads and pens (usually provided by the hotel/motel at not cost) are also recommended for each attendee.

The gavel used at the meeting is kept by the chapter president.

It is optional to have coffee/tea/soda/snacks at the meeting, cost of which may be obtained through the registration fee.

LOGO: The NCVANE logo is available from the chapter president.

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