1. TERM PLANNING

2. Overview
At this workshop we will learn how to plan a term. We’ll look at:
Calendar of Events
Project Planning
Budgeting

3. CALENDAR OF EVENTS

4. Calendar of Events
We will create a calendar for one year to include all events so you are prepared for any term.
Required Events
National Holidays
Bethel Meetings
Generally two per month unless there are months your Bethel doesn’t meet.
Will your meeting need to be rescheduled if it falls on a holiday?
Council Meetings
Generally 1 per month, unless there are months your Bethel doesn’t meet.
An Annual General Meeting shall be held in April no later than 90 days prior to Supreme Session. This meeting is for recommendation of the Bethel Guardian Council

5. Calendar of Events Required Events Installation Initiation
Once per term, check your Bethel By-laws for when.
Initiation
Once per term, even if there are no initiates.
Worship Service
Once per term
Doesn’t need to be attending a church service. Take some time to discuss options to find what’s right for your Bethel.

6. Calendar of Events Required Events Education & Promotion Project
Must be planned within 30 days of Installation but can de done any time during the term.
Election of Bethel Officers
Every term unless your Bethel is in reorganization.
Recommendation of Bethel Guardian Council
For jurisdictions under Supreme this must be done in April, no later than 90 days before Supreme Session.
Following recommendations the envelope is sealed during the Bethel meeting by the Bethel Recorder.
Forms are then sent to the Vice Supreme Guardian.

7. Calendar of Events Required Events
Council Recommendation of Bethel Guardian Council
Must be done at the AGM Council meeting in April, and at least 90 days prior to Supreme Session.
Form is sent to the Vice Supreme Guardian
Majority OR Obligation
At least one takes place once per year.
Mother Mick Ceremony
Closest meeting to March 9th.

8. Calendar of Events Required Events Installation of Council
Council must be installed by October 31st.
Audit of Finances
At end of each term.
Proficiency
As is needed.

9. Calendar of Events Other events HIKE event
Jurisdictional training, rally, camp, etc.
Fundraisers
Fun projects
Masonic events
Other Bethels’ events
Bethel Birthday
Practices
Jobie 2 Bee events
Community service projects
Family activities
Official Inspection
Supreme Session

10. Calendar of Events
Don’t be afraid to try new things. It may fail, but you don’t learn anything from doing it right. Take some time to brainstorm ideas with your Bethel. Create the silliest ideas you can – some of the best promotions and ideas come from the silliest ideas.

11. PROJECT PLANNING

12. Project Planning How to handle a project:
The Honored Queen, a Daughter or adult suggests a project. The idea is presented to the Bethel Guardian Council for approval.
The idea is then brought to the Daughters during a Bethel meeting. At this time there should be some specifics about when, where, etc.
A committee of Daughters is appointed to plan the event. An adult advisor can be asked to help.
The chairperson keeps in touch with the HQ and the BG about the project and is prepared to discuss it at the Bethel meeting.
Once the project is complete, the chairperson will give a report including the profit and expenses and any interesting highlights.

13. Project Planning
Things to keep in mind when planning projects and events for your Bethel:
Keep in mind the ages of the members. Remember that everyone wants to have fun!
How many people will be able to help? This may limit what you are actually able to do
Try to have an adult advisor to help with each project. The advisor should not do the work, but should be there to supervise.
Make sure everyone knows everything that’s going on. That way, each person knows the importance of their job in the whole event and what will happen if they don’t get their part of the project done.

14. Project Planning Questions to ask and answer about the event: Location
Is the location available?
Is there a cost?
Date and Time
Are there other events planned for that date?
Does it fall during a holiday that will interfere?
Supplies & Equipment
What is needed?
Who will supply it?
Can they be donated or borrowed?
What is the cost?

15. Project Planning Questions to ask and answer about the event: Tickets
Do you need tickets?
Who will make them?
What is the cost?
Chaperones
How many are needed?
Helpers
How many are needed and what are their tasks (set up, event, clean up)?

16. Project Planning Questions to ask and answer about the event: Food
What are you serving?
What are costs?
Can it be donated?
What will it be served on and with?
Budgeting
Make sure you do a budget for the event, even if it is a fun project only
Thank you cards
Send to everyone outside your Bethel who donated and helped

17. BUDGETING

18. Budgeting When budgeting we need to look at: Income – the money we get
And
Expenses – the money we pay out

19. Budgeting Income - Where do we get that money? Dues Initiation Fees
Each Bethel sets its own dues.
Dues are per term, so double to calculate for one year.
Initiation Fees
Set a goal for the number of Daughters you’ll initiate.
Try to underestimate so you don’t overspend.
Donations
Donations are not guaranteed income like dues.
You can include them in your budget, but remember that they’re not guaranteed.

20. Budgeting Income Projects Education & Promotion Project
Each Bethel has its own projects. List your Bethel’s projects in your worksheet, and add how much revenue they create.
Education & Promotion Project
Each Bethel must do an Education & Promotion project each term.
1/3 of the profits go to the Education Fund, 1/3 goes to the Promotion Fund, and 1/3 stays in the Bethel
Double this amount to calculate for one year.

21. Budgeting Expenses Rent Supreme Fees (Per Capita) PHQ Jewel
Each Honored Queen receives a PHQ jewel according to the Constitution & Bylaws.
Bethels may choose to give PHQs who serve additional terms something else instead of a jewel for these terms.
Include two in your budget to account for the two terms.

22. Budgeting Expenses Donations Supplies Supreme or Grand Visit
Include any donations your Bethel makes such as to the HIKE Fund.
Supplies
This can include rituals, minute books, photocopying flowers for Majority, etc.
Supreme or Grand Visit
Include any expenses you will have for the visit.
These can include hotel, reception, gifts, etc.

23. Budgeting Expenses Travel Expenses Installation Initiation Fees
This can include gas to rally, session, workshops, training, etc.
Installation
Two Installations per year
Initiation Fees
Education & Promotion Project
Special Meetings
Fun Events

24. Sample Budget Term 1: January - June Income Amount Expenses Dues
Supreme Fees Per Capita
Education & Promotion
Initiation Fees
PHQ Jewel
Donations
Rent
Supplies
Supreme Visit
Workshop
Initiation
TOTAL:

25. Sample Budget Term 2: June - December Income Amount Expenses Dues Rent
Education & Promotion
Initiation Fees
PHQ Jewel
Donations
Rally/Grand Session
Installation
TOTAL:

26. QUESTIONS?