HOW TO HOST A QCNYS MEMBERSHIP MEETING

Below you will find guidelines for participating guilds and businesses who wish to host a Quilters Consortium of New York State (QCNYS) quarterly meeting.  Hosting a quarterly meeting provides numerous benefits. Guild members discover the various opportunities QCNYS provides, not only individually, but also as a guild.  Hosting as a business offers networking opportunities as well as attracting customers who are interested in your services and products   The following information is provided to support your guild / business in the planning of a successful quarterly meeting.

Prior to the Quarterly Meeting

• The QCNYS Meeting Chair will contact the Guild Contact Person identified on the Host a QCNYS Meeting form – submitted on the QCNYS Member Meetings website https://qcnys.org/meeting/.
• Find a location in your area. There are usually 60 to 120 QCNYS representatives in attendance. Since one of our goals is to introduce the host guild members to QCNYS, be sure to find a venue large enough for both QCNYS representatives as well as your members.
• Please ensure that your meeting place is handicap accessible (refer to the regulations outlined by the Americans with Disabilities Act (https://ada.gov) or your local building department if you have questions.)
• If the venue has available WI-FI, please provide the password to the President on the day of the meeting.
• Please make note of the number of vendors and raffle quilts the venue can accommodate. Plan on a space for both the QCNYS LOGO Quilt as well as the Wee Little quilts.
• If you have indicated you have available space for business members to vend and guild members to display raffle quilts, they must register for the meeting at https://qcnys.org/meetingregistration and  check the box indicating their request. When the Information Chair receives their notification for vending or bringing an opportunity quilt, she will contact both the QCNYS Meeting Chair and the Host contact person.  The Host guild contact person is responsible to communicate with both businesses and guilds to let them know a space has been reserved for them.  Space is available on a first-come, first-serve basis.
• If the venue requires a certificate of insurance, contact the QCNYS President who will provide you with a copy of the certificate.
• While you will be responsible for all expenses (lunch, room rental, paper products, custodial services, etc.), the QCNYS Board will subsidize the meeting costs with a reimbursement of $250 to be presented to the guild on the day of the meeting. Many delegates may travel several hours to attend the meeting. Therefore, we encourage the host guild to provide beverages and light morning snacks.
• You may charge a maximum registration fee of $15.00 per person to defray your costs if you provide lunch. If you do not provide a formal lunch, the meeting registration fee is reduced to no more than $10.00 per person.
• For the March and December meetings, due to the unpredictability of the winter weather, you may opt to have attendees bring their own lunch.
• QCNYS will not provide reimbursement for meetings that are cancelled. Decisions to cancel in-person meetings will be made 24 hours before the meeting in consultation between the QCNYS President and the Host Guild Contact Person.  QCNYS will revert to a Zoom meeting and log-in information will be sent to all registered participants.
• QCNYS Info Chair will supply the final registration list one week prior the meeting to the host contact person.
• Door prizes, raffle baskets, or favors for attendees are NOT required but many hosts choose to offer them. QCNYS does not support alcoholic beverages in prizes or raffle baskets.Please collect all yard and table signs upon completion of the meeting and pass on to the next hosting guild.