Are you assisting with Hospitality? Here are the instructions (Click Here for printer friendly version, pdf)
These instructions are provided to help guide your committee. If you have any questions, please do not hesitate to call the clerk of the Fellowship and Hospitality Committee (name and contact information in the BFM Directory).
Supplies (coffee, tea, sugar, dry foods, paper goods, cups, tablecloths) are stored in the large plastic boxes in the window seats in the library. The purpose of the plastic containers is to keep dirt and animals out of our supplies, so please make sure to keep the lids tightly sealed. PLEASE DO NOT LEAVE ANY FOOD, EXCEPT COFFEE AND TEA SUPPLIES, IN PLASTIC CONTAINERS IN THE LIBRARY. Some food (such as crackers and dips) and drinks can be stored in the downstairs refrigerator in the Meetinghouse.
There are more supplies in the blue metal cabinet in the corner of the Multipurpose Room in the Groome Building. The Committee buys economical and environmental-friendly paper goods in bulk to avoid emergency trips to Giant. If supplies are low in either place, please email or call the clerks of the Hospitality Committee.
If you need to buy cups or plates, please be sure that they are recyclable, NOT Styrofoam or plastic. If you need to purchase supplies, always give your expense to the Assistant Treasurer so that we know what our actual costs are. Remember, you can be reimbursed or you can donate your expense as a "Gift in Kind." In both cases, please use the BFM Expense Reimbursement Request Form (pdf).
Before Sunday: Those responsible call each other to arrange who will bring what. Typical needs are about 2 gallons of juice, a tray of cut-up veggies with dip, 3 pounds of cut-up cheese, 3 boxes of crackers, and perhaps fruit such as grapes (or make your own choice).
Check the downstairs refrigerator for leftover juice or food. A tray labeled "BFM" holds our leftover juices, and a similarly labeled crisper drawer holds our leftover food.
Arrive at meeting by 10:30.
When most people have left, clean up everything, dump leftover hot water in bathroom sink, return all supplies to their proper place, vacuum floor (vacuum sweepers are in closet), and take trash bags and recycling bin to the dumpster and recycling receptacle, respectively. The dumpster is through the garage entrance to the loading dock at the new building. The wheeled recycling receptacles are in the same area, to the right of the exit from the garage. If table cloths become wet or soiled, take them home to wash them but make sure they are back by 10:30 a.m. on the following Sunday.
Arrive at Groome Building by 10:30 a.m. to set up. Each member of the committee should bring a substantial dish to ensure enough food at potluck. Someone should also bring cider or cold drinks, and you can use the leftover drinks in the downstairs refrigerator in the Meetinghouse.
Set up tables
Put needed items on tables
As soon as meeting ends and before announcements, committee members should return to Groome building to help set up food tables.
After potluck, around 1:00