RGC Meeting Hostess Guidelines

The RGC organizes 10 meetings each year, September-June, each to be co-hosted by 3 members. Following the clubʼs lovely 100-year tradition, many of the meetings are held in membersʼ homes where lunch is served after the program. Hostesses are free to choose their own menu and format. Typically, all expenses (including food, beverages, flowers and the server) are split equally among the hostess and co-hostesses. If extra tables and chairs are ordered for an evening meeting or outside daytime luncheon, it is the responsibility of the hostess. Below are some helpful guidelines.

Hostess:

Order chairs from Smith Party Rentals (203-869-9315). Chairs are charged to the RGC account number, which is #740227. Typically, we expect about 45-50 attendees at the first and last meeting and usually around 40 for the other meetings. Take into account seating already in the room such as sofas and chairs when ordering. The number of chairs may be revised the Friday before the meeting as needed (Recording Secretary will take RSVPs and let you know the #s). Chairs are delivered on Monday and picked up on Wednesday. If there is a specific program need, such as tables, that expense can be charged to the club account otherwise all other optional expenses are the responsibility of the hostesses.

Have the house ready for the meeting – i.e. make sure the room can be darkened if needed and that the space is set up for the program. Couches and tables may need to be moved to make room for the chairs. Co- hostesses, and Venues Coordinator will help get the room ready.

Brown mailing paper may be used to darken windows if needed. We have found that some people do not have drapes.

Give Recording Secretary any parking suggestions (i.e. Please carpool because parking is limited, park on the main road, etc...) so that the membership may be notified.

Co-Hostesses:

Traditionally the co-hostesses arrange the food and beverages for the meeting. Menu and serving style TBD by all 3 hostesses.

Arrange for a table arrangement, typically flowers, to be placed on a table where the food is served. Potted flowering plants, or seasonal decorations are also an option.

Come the day before to help the hostess set up for the meeting. This will include getting the meeting room/venue ready and setting up chairs.

Greet members at the door, take coats if needed, assist with name tags and direct them to the meeting room.

Remain at the meeting to help until the guests are gone and clean up is complete.

Some meetings will be held at venues such as the Rye Free Reading Room, Wainwright House, Square House, the Jay Heritage Center or Rye Presbyterian Church. Additional information for hosting at these venues will be provided in advance.

It is wonderful if hostesses decide to prepare the food on their own, but sometimes it is easier to have it catered. Below is a list of caterers that have been used in the past, but the hostesses are free to use any company they prefer.

Bella Cucina Maria, Portchester:  Maria Reina (914) 649-9430 full catering service

Rye Country Store, Rye: (914) 967-3450

Patisserie Salzburg, Rye: (914) 921-4458

Aux Delices Inc, Greenwich: (203) 622-6644

Maria Rosati has a service that provides servers etc... We have used Kathryn who is excellent before, to assist in service. 
Mariaʼs # to book is (914) 934-0853.

Your hospitality is greatly appreciated. Thank you!