RAMSTEIN OFFICERS’ SPOUSES’ CLUB

Position Description:  Reservations Chair

Reports to: 1st Vice President

 

POSITION OVERVIEW:  

Responsible for reservation process for monthly ROSC socials and any special function the ROSC may sponsor through the year.

 

Principal Accountabilities:

  • Attend respective monthly Governing Board meetings (not to miss more than three (3) board meetings in a term year). 

  • Attend monthly membership meeting. 

  • Submit a monthly consolidated report to Recording Secretary on time to include monthly expenditures. 

  • Ensure budget is maintained. 

  • Prepare a revised or current job description to the Parliamentarian by mid-year. 

  • Show respect and represent the ROSC in the community with high standards. 

  • Submit an after-action report and timeline to the incoming President and Parliamentarian by the deadline set by the Parliamentarian. 

Position Duties and Significant Details:

  • Submit reimbursement voucher sheets monthly to the General Treasurer. Inform the President and 1st Vice President of any motions you may need to make prior to the meeting. 

  • Accepts reservations and cancellations for the monthly ROSC socials and any special function the ROSC may sponsor through the year. 

  • Sets up the monthly RSVP platform using CheddarUp. 

  • Manages the RSVP online platform. Sets guest RSVP deadline and turns off the platform after the deadline, so no late RSVPs are allowed. 

  • Reports numbers to the Events Chair one week prior to the social.

  • Prints appropriate reservation information monthly prior to the social.

  • Co-chair, committee member, or General Treasurer helps at the check-in table at each function. 

  • Event reservations/cancellations:

    • By clicking on the link on the ROSC webpage or Facebook event, you will be directed to make a reservation on the CheddarUp platform.

    • Deadline for the reservation/cancellation is one week before the event.

    • Late reservations and walk-ins are allowed (check with Events Chair and Catering regarding numbers prior to agreeing), but will incur a $10 fee.

  • Event Procedure:

    • Two people are best for check-in. General Treasurer is advised since petty cash will be available for walk-ins. 

    • At the event deadline, determine the final total of attendees. Email the reservation number and any special meal request to the Events Chair one week prior. Chair will also have access to CheddarUp and can/should view these numbers. Childcare Coordinator, Office Manager, and Welcoming Chair should also check CheddarUp for various needs. Can send an email to remind them. Remind regarding new members and member’s final social. 

    • Prepare two alphabetical lists of attendees for use at event check-in. 

    • Maintain a $100 petty cash bank for each function to make change. The General Treasurer will provide prior to.

    • Arrive at least 30 minutes prior to the start of the function. Check in members, collect money if applicable, and pass out raffle tickets for drawing. Obtain Officers’ Club buffet vouchers for those who have dietary needs and have expressed this prior to the social. Pass the vouchers out to members upon checking in.

    • During or at the end of the social, count cash and fill out deposit slip located in General Treasurer’s folder. This count includes new members that paid during the social and number of walk-ins. Turn in petty cash bank to General Treasurer prior to leaving. 

    • Email the Event Chair total numbers of social attendees as well as no shows and walk-ins after the social. Reservations Chair will report on numbers during upcoming monthly board meeting.