THE MILITARY OFFICERS CLUB OF CORVALLIS

HOST INFORMATION SHEET

Thank you for agreeing to host the monthly meeting of MOCC.

The purpose of this information sheet is to 1) guide you in performing host duties associated with our meeting and 2) inform you of what the Corvallis Country Club (CCC) expects of us and what we can expect from the CCC.
Host instructions for the cook-out are slightly different than those for most meetings and are discussed below.

LOCATION: MOCC has made arrangements to hold most meetings at the CCC, the exception being the July cook-out at which has moved to Avery Park.
* *MOCC has a contract with CCC. Extracts from the addendum to that contract are shown at the end of these instructions. The addendum is essentially a standing order tailoring a general contract to our needs. If something is unclear in these instructions or the addendum, you need to significantly deviate from the instructions or addendum, or something is not covered in the addendum, please make the request or clarify the situation with the CCC Marketing Director (Sarah at the time of this writing) by phone at 752-3471 or by email at CorvallisCatering@AmericanGolf.com at least one week in advance of the meeting.
* *If something is unclear in these instructions or the addendum, please notify the MOCC President so these instructions and the addendum can be changed.

MINIMUM CHARGE AND PRICE: The cost of meals is $17.00 per person. Our goal is to have a minimum attendance of forty people, but with our new meeting night of Wednesday there is some flexibility.

DATE AND TIME: Meetings will be held on the third Wednesday of the month except for November, August, and December. There will be no meeting in November and August and the December meeting will be held on the second Wednesday. Social hour starts at 6:00PM (1800), dinner at 7:00PM (1900), and the meeting should conclude by 9:00PM (2100). Please confirm the meeting date/time, speaker name and topic, and any special information with the MOCC newsletter editor, Mike Rainbolt (752-7326) by the first day of the meeting month.

CHECK-IN: Hosts should arrive a at 1700 (see agenda under confirmation of your event in the contract addendum), unless other arrangements have been made with CCC, to check arrangements. You will be provided name tags for the members to complete and wear.

FUNDS: The Country Club will provide the host a change fund of $50 and CCC charge tickets for CCC members. (See estimated payment in the contract addendum.) The hosts are responsible for collecting the meal fee from each member and guest, recording who paid on the reservation roster, reconciling the number of total meals and the funds collected, and returning the change fund, charge receipts and collected meal fees to the Country Club staff. Any checks are to be made out to CCC. The MOCC Treasurer will provide a check to pay for our guest speaker. This should be done prior to the meal if at all possible. Please safeguard the funds at all times and report any shortages to the Secretary, Treasurer or the President.

DECORATIONS and ARRANGEMENTS: Hosts are responsible for decorations and room arrangements. (See confirmation of your event in the contract addendum.) The Country Club will set up the room based on your request including the head table, flag, lectern and speaker system. A piano is available if needed. Hurricane lamps, mirrors, etc. for the tables can be arranged for in advance as well as table linen colors. You must notify the club at least one week in advance if you want table linen of a specific color. You may obtain a decoration allowance of $35.00 from the MOCC Treasurer. Please coordinate the time you want to decorate with the Country Club. Usually the head table is set for the hosts, guest speaker (and spouse/guest), and the president and his/her spouse. Other arrangements may be made at the discretion of the hosts. Tables for members should be set in rounds of eight so that everyone has sufficient elbow room. Contact the previous month's host or the club President to determine how to obtain the box that has the name tags and pens.

GUEST SPEAKERS: The program chair has arranged for the monthly speakers. You will be responsible to:

Obtain the name of the speaker and contact information from the program chair, Mike Rainbolt (752-7326).
Approximately two weeks prior to the meeting, contact the speaker and verify the arrangements that have been made. Find out the title of their presentation, how they want to be introduced, and determine if audio-visual equipment is needed. Provide them with any information they request including directions to the Corvallis Country Club, if needed.
If audio-visual equipment is required, arrange for it and set it up in advance. The club has a projector for Power Point or computer presentations. The "default" is to provide a screen (see confirmation of event in the addendum). If a screen is not needed, please tell the CCC to delete the requirement for this meeting.
Keep the presentation short. Approximately 20-30 minutes including a short question and answer period.
MOCC will pay for the guest's and his/her spouse's meal. See the Treasurer.
Greet the speakers when they arrive and introduce him/her to the President and other members.

NEW MEMBERS: If new members make reservations, please arrange to introduce them to an old member so they can be made to feel at home and have a friend to sit with. Also let the President know so introductions can be appropriately made.

HOST INSTRUCTIONS FOR COOK-OUT: UNDER REVISION

ARRANGEMENTS
* * The meal is a picnic consisting of steak or chicken, rolls, salad, and a potato dish. The meal is coordinated by John Landers who uses the Valley Catering Service to provide everything but the meat and drinks. John Landers provides and cooks the meat. Jean Mater provides punch and coffee. Members provide their own wine, beer or liquor. The hosts provide ice, say two bags, depending upon the turnout.
* * The MOCC Sentinel needs to contain an RSVP date and time of the Thursday noon before the picnic. The hosts need to have a preliminary head count for John Landers and Jean Mater by the Friday morning before the picnic. If sufficient people, say 30, have not called in by Thursday noon, a "call-down" is in order. The head count will tend to bounce a bit over the weekend so a "final" count needs to be given to John and Jean on the Monday morning before the picnic.
* * The hosts need to arrive at Jean's house at 1700 the day of the picnic to help set up the tables and chairs. If there are over 60 people, extra chairs and/or tables will be needed. The hosts should have cash to make change.
COST AND PRICE
* * The price of the meal is $13.50 per person. The cost of the meal is $12.50. The sum of $12.50 times the actual head count will be given to John Landers who will in turn pay the Valley Catering Service and reimburse Jean Mater for the punch and coffee. Any checks are to be made out to John Landers. The hosts should pay in cash so there is sufficient cash for the hosts' fund discussed below.
* *The remaining $1.00 per person is the hosts' fund and may be used, at the hosts' discretion, to provide dessert or something else -- say wine. If all the funds are not used, the remainder is to be turned over to the Treasurer.

				UNDER REVISION

               ADDENDUM TO 2004 CATERING AGREEMENT

                             BETWEEN

           MILITARY OFFICERS CLUB OF CORVALLIS (MOCC)

AND

                  CORVALLIS COUNTRY CLUB (CCC)

Schedule of events:

          The events will be held on the third Wednesday of each

          month except July, November and December. There will be

          no event in July and November. The event in December will

          be on the second Wednesday.

TARGET ATTENDANCE:

          The expected attendance is forty (40) people. The

          confirmation of the total number of guests will made by

          1200, the Friday before each event to Sarah at

          752-3471. If she is not available, the count will be left

          on her voice mail. If the count changes, the new count

          will be given to Sarah, or left on her voice

          mail, by 1200 the Tuesday before the event. To avoid a meal charge

	  cancellations must be called to the CCC not later than 1000 on

	  Wednesday, the day of the meeting

	  If the number of guests is too low to hold an event, cancellation will

          be made the Friday before the event and the event will be

          rescheduled - call the President to make the decision on cancellation

DEPOSITS:

          THERE IS NO CANCELLATION OF MEETING FEE.

CONFIRMATION OF YOUR EVENT:

          The menu selection and room arrangements are essentially

          a standing order as described below.

          Menu:

               Appetizer --   none.

               Entree --      Chef's choice, two entrees.

               Starch and Vegetable --

                              Chef's choice.

               Salad --       Chef's choice. At least two salads

                              and three dressings.

               Dessert --     Chef's choice, two selections (one

                              chocolate).

               Beverage --    Water, tea, coffee (regular and

                              decaf) and soft drinks.

               Misc. --       Rolls with butter.

          Room:

               Rounds of eight, screen in SE corner of third with

               eight foot head table on both sides of screen.

               Registration table in foyer, eight feet.

          Microphone and podium:

               Furnished by the CCC. Placed left of the screen

               when facing it. Slide projector, power point

               projector, etc. will be furnished by MOCC.

          Misc:

               Sticky tags in the administrative office, flag required, and

               please use entree signs on buffet.

          Agenda:

               Core people (MOCC hosts) will arrive at 1700.

               Guests start arriving at 1800. Guests buy their own alcoholic

               drinks. Buffet ready at 1900.

          Any additional requests (e.g. centerpiece) will be made

          by the MOCC hosts at least one week before each event to

          the CCC Marketing Director. These requests will be

          fulfilled on a "best efforts" basis.

DECORATIONS:

          MOCC hosts will handle decorations in cooperation with

          CCC staff.

TAX AND SERVICE CHARGE:

          No additions.

FOOD AND BEVERAGE SERVICE AND CONSUMPTION:

          Any requests to bring food or beverages (e.g. birthday

          cake) into the CCC and will be made by the MOCC hosts to

          the Marketing Director in writing by letter or email at

          least one week before each event. If the Marketing

          Director consents to MOCC bringing food or beverage, the

          consent will be given in writing by letter or email.

ESTIMATED PAYMENT:

          The CCC will lend $50.00 to the MOCC hosts, for the

          purpose of making change, upon their arrival the evening

          of an event. The hosts will collect $16.00 per person in

          cash or checks made out to CCC. Before dinner, at

          approximately 1850, the MOCC hosts will pay the CCC

          Representative. The MOCC hosts will obtain a

          receipt from the CCC Representative.