In line with our Organizations promotion and support of fire sprinkler systems, a meeting facility protected by such systems shall be selected whenever possible.
Select a facility having the capability of seating 50-100 people comfortably. Separate rooms for committee meetings are desireable, but not mandatory. Hours: 0930- 1530 p.m.
A good reliable public address system for the rostrum.
A U.S. and California flag in the meeting room.
A large well lighted rostrum, capable of holding an open binder.
A head table, which will accommodate officers and Dignitaries, both for the meeting and luncheon.
A host city that finds that it will be unable to honor its obligation to host a meeting shall notify the Director of Operations Officer, in writing, at least 90 days in advance of the scheduled meeting.
A registration fee of $30.00 for Norcal members and $35.00 for all non-members (including guests of members).
The Host City should keep in mind a fee of $27.00 per registered member when negotiating room and meal costs. If the host city is unable to obtain prices (including tax and tip) that are below those charged by the organization, the Executive Board shall be notified, in writing, at least 75 days in advance of the meeting. The notification shall include exact cost to the organization per person, including tax and tip. The final authority to run the meeting at a deficit is solely held by the board of directors.
Arrange for a maximum leeway above or below number of lunches anticipated. Avoid making a "guarantee" if possible and merely state average attendance. Attendance may vary considerably, depending upon distance traveled, time of year (vacations), last minute commitments (major fires, etc.) Use minimum guarantee where possible. If a guarantee is necessary, no more than fifty (50) shall be guaranteed.
The host Fire Marshal Shall:
- Give assistance to the Treasurer by providing someone to help register members at the door.
- Provide a detailed map and instructions on how to reach the meeting place to the Secretary for website posting along with the meeting notice.
- Provide an electronic copy of the RSVP list to the treasurer at least two(2) days prior to the meeting.
The host Fire Marshal may seek donated gifts for the purpose of increasing revenue. Should donated gifts be unavailable, up to $150.00 may be expended for this purpose. Money expended will be reimbursed by the Treasurer upon presentation of a receipt. Note: Refer to Policy No. 21.
Please provide a 4' X 6' table, preferably in the meeting room, for display FPO merchandise offered for sale at meetings.
ADDITIONAL:
Please forward the following information prior to the meeting:
*submit a flier/map "Meeting Announcement" to Norcal WebMaster one month prior to meeting
Names of Hosting Fire Chief and attending Dignitaries, Program Presenter, Sergeant of Arms, and Flag Salute Leader
Have on site:
Equipment for meeting
PA System
Flags
Equipment for program presenter
Staff for raffle assistance