Women's Ranch Seminar

Time

Activity

1 year prior to date

·       Contact Gillespie County Farm Bureau (secretary is Miranda) to reserve facility for two days – should be no cost

·       Contact the Texas Beef Council to secure them for providing the meal – we do have to pay for the ingredients

·       Do the Preapproval form for the Texas Cattlewomen

6-8 months prior to date

·       Secure speakers (we’ve typically had five plus a Farm Bureau representative) – spread out the topics (ex. scientific, legal, political, marketing, etc)

·       Meet with HCCW to secure chairpersons for each committee (committees on separate list below)

·       Create the flyer – include QR and link for registration

4-6 months prior to date

·       Send out ‘save the date’ emails to previous WRS attendees

·       Secure vendors – that venue can easily showcase 12-15 vendors

·       Secure underwriters

·       At monthly meetings confirm that chairpersons are doing what they need to do at that point

·       Start putting information out on social media platforms and on our web page

·       Have the HCCW computer guru set up the registration site that corresponds with the QR code/link on the flyer

·       Order materials (totes, recipes, spices, etc) from the Texas Beef Council for ‘swag bags’

·       Seek ‘swag bag’ goodies from other sources (ex.  feed stores, breed associations, local businesses, …)

·       Secure door prizes (should be a committee chairperson doing this)

·       Reach out to GCFB for volunteers to aid with audio visual (projectors, speakers, etc)

1-2 months prior to date

·       Send out a 2^nd ‘save the date’ to previous attendees

·       Continue to promote on HCCW web page and social media

·       Finalize vendors and underwriters

·       Create poster to recognize vendors and underwriters

·       Confirm that all chairpersons have their responsibilities under control

·       Create 2 presentations (power point, canva, etc):  one for each speaker and one to run before the event, at lunch and during breaks.

·       Check on number registered to confirm you have enough materials from Texas Beef Council

·       Create the seating and vendor plan for the facility now that you have numbers of both attendees and vendors

·       Create the script for the emcee/s to use

·       Create a program and have it printed

·       Get key a day or two before

Day Before

·       Set up tables and chairs (FFA usually helps with this)

·       Fill ‘swag bags’ and use them to decorate tables

·       Decorate the stage

·       Have vendors set up their tables (helpful to have signs on them)

·       Have GCFB volunteers along with the computer chair person set up audio visual to confirm that all works and is ready

·       Storage unit chairperson brings over table cloths, signage, etc.

Morning of

·       Put out road signs

·       Plug in coffee

·       Make sure audio visual is still working

Afternoon of

·       Clean up (tables and chairs put away) – again, FFA often helps with this

·       Take excess items back to storage unit

·       Breathe!