The Program Chair In Your Rose Society Presents

Philip Paul Vice District Director ARS Deep South District

 To understand the necessary tasks of the Job  To organize for effectiveness  To help grow the Programs Chair  To provide checklists to make the job easier This program provides ideas that have worked well in other societies It is not required that you accept these ideas, they are here to help if useful

 Often the Program Chair is also the First Vice President of the Society  The “President in Waiting” You may need to also learn the role and duties of the President We won’t attempt that task in today’s presentation

 Listen to the needs of your Membership  Organize the Year  Search for Speakers  Book ‘em Dan-o  Communicate the Program  Follow up the week before  Program Day  After the Program

 We are in this job to help the members Learn Enjoy Accomplish  Consider a Survey In your Newsletter At a meeting with a handout  Feedback the results early in the year  Status your progress several times a year

 About the audience How long have you been growing roses? How long have you been growing roses in this area? How many roses do you grow? What types of roses do you prefer? How much time per week spent on roses? Do you mix roses with other plants?

Membership Needs What are your major rose gardening issues? What types of programs would you like to see next year? Planning the Garden Rose Selection (What grows well here?) Planting Pruning Water, Soil, pH Management Disease and Insect Control, Spray Programs Earth Kind Roses Old Garden Roses, David Austin Roses Mini and Mini Flora Roses New Roses Rose Photography

 Meeting Formats Prefer Day, Weekend, Week night meetings How do you like our meeting place? Do you like business first, then program? Or Program first, then Business? What content would you like at every meeting? e.g. 5 minute CR talk

 Select the location for meetings – EARLY Agree on a calendar of dates Agree in writing on terms of relationship  It may require a contract needing Board approval  Check the site’s calendar frequently  Avoid double bookings

 PUBLISH A PRELIMINARY CALENDAR!!! With Agreed Dates To Board, Hospitality, Newsletter, etc. Most important organizing task of the year!! Update FREQUENTLY! Use at every Board Meeting

2008 BSRS Calendar MonthDateDayTopicLocationSpeakerNotes Jan 18-20Fri-SunMid Winter MeetingValdosta, GA Jan26SaturdayPruning Demo & ProjectRinglingMallory Feb24SundayNew Roses 2008SGCPaulWeb Class & Business Mtg Mar30SundayMini RosesSGCDr. Hering16th Palm Sunday; 23rd Easter Apr26SaturdayGarden TourVarious Starts at: 10 AM May18SundayTBDSGC4th Weekend is Memorial Day Jun22SundayPot Luck LuncheonSGC Jun26-30Thur-MonARS Spring NationalDenver, CO Sep28SundayTBDSGC Oct10-12Fri-SunDSD Fall Rose Show Birmingham, Alabama Nov8SaturdayBSRS Rose ShowRingling 4th Weekend is booked at SGC Thanksgiving 3 rd week Dec7SundayChristmas Party/InstallPeridiaDate stays away from Christmas

 Early in the year-Coordinate with Rose Show Chair so the show (if planned) doesn’t conflict with a regular monthly meeting.  Consider: An annual pruning party A tour by car or bus of local rose gardens An annual picnic or pot-luck event A holiday open house or party  Go to Membership Survey and fit the puzzle  Consider a 5 minute CR Corner each month

 In the ARS most things are done through reciprocity and barter i.e. I will give a talk to your society, someday I hope you will give a talk for our society

 Go to District Meetings regularly Offer to share with other societies Accept speaking engagements Get District Officers to come speak  Get to know local nurseries, growers, chemical or fertilizer companies Invite them to speak Invite them to contribute “raffle” prizes

 Contact local Public Gardens for speakers  County Agriculture Agents Local Laws (Fertilization, etc.) Irrigation Demonstrations  Consider having about 5 members give a short talk on “My favorite rose” (Our most popular program) Pictures, Characteristics, Why it’s my favorite Where to get it

Always have an extra talk in your pocket that you can give so that if an emergency occurs you can save the day. ○ Stuck in traffic ○ Illness of Speaker ○ Last minute speaker problems ○ Equipment Problems

 When a speaker accepts--send a note: ○ Location ○ Time Available for the talk, expected start time ○ Agree on what equipment you will provide ○ Tell the speaker what you expect them to bring ○ Be sure to get speaker’s CELL Number Last minute coordination—traffic delays, directions ○ Get speakers , mail address, phone # ○ Ask speaker for a backgrounder to use for introduction ○ Establish the contact person on arrival/give their Cell Number to the speaker

 Typically a 45 minute talk holds attention  Leave some time at the end for questions  Total package should be within 1 hour  Be in the back of room to keep time  Watch the audience reaction

 Order of Events What is the best mix for you? Business before the talk, then refreshments Presentation first, business, refreshments Refreshments first  Consider the advantage of having the speaker around during refreshments for more questions

 Make sure program information is sent to: Your Newsletter editor (1 month ahead) Your Hospitality Chairman The Board of Directors, Others Publicity Chairman (1 month ahead)  Write a short article for Newsletter and Press Describe speaker, subject, time & place INVITE THE PUBLIC !!!!!

 Contact speaker by phone or Make sure everything is all set Ask about any last minute concerns  Check with meeting site Sometimes they will double book  Get any last minute details to committees  Get your support details together  If a stipend for gas, etc. is planned tell treasurer  a meeting reminder to members

Get basic logistics in place early Be ready to host and stick with speaker Help speaker get setup Give speaker gift/stipend early (don’t forget) Introduce speaker to officers, members, guests before the meeting Introduce program to membership Thank speaker at end of talk Encourage speaker to stay for questions Help speaker tear down and get equipment in car

 Consider having the Society Secretary send a Thank You Note to The speaker! Seek Out and Listen to Member Feedback

Remember that good programs, your newsletter, Consulting Rosarians and the website are the major elements that keep the membership happy and involved.

PROGRAM SERVICES COMMITTEE Jolene Adams, Chair Susan Bishop Louise Coleman Pat Hibbard Philip Paul Marcia Sanchez-Walsh Charles Shaner Pat Shanley Dave Stever Sue Tiffany

Power Point programs on roses are available for download from the ARS website, ‘members only section.’ They are offered to our members for use by a local or district rose society or an ARS Judging or Consulting Rosarian School. These programs are copyright © ARS Commercial use is strictly forbidden.