Florida Association of City Clerks 

Promoting and Developing the Educational and Professional Status of Florida City Clerks

Fall Academy Host Committee Responsibilities

The Fall Academy Host Committee acts as the local host during the Fall Academy, coordinating and staffing the Hospitality Suite when open and other social activities as the allocated budget may allow. The committee also assembles a "Welcome Bag" for members attending Fall Academy and may staff a welcome table at the registration desk.

The Fall Academy Host Committee oversees the operation of the Hospitality Suite for the Fall Academy and coordinates volunteers to staff the suite while open. Specifically, they are responsible for:
  • Selection of Hospitality Suite Theme
  • Decorating the Hospitality Suite
  • Purchase of hors d’oeuvres and drinks
  • Setting the hours of operations
  • Ensuring all Fall Academy attendees know the location and hours of suite
  • Place signs at the welcome/registration desk and make sure information is given out in the registration packets (work with FACC staff)
  • Place sign in front of Hospitality Suite (work with FACC staff)
  • Coordinate volunteers to staff during open hours with at least two volunteers at a time

The menu for the Hospitality Suite is up to the committee based on the money budgeted. It is important to note the hors d’oeuvres are intended as a snack, not to serve as a meal.

Volunteers will be needed for several aspects of the Fall Academy including, but not limited to, a possible welcome desk, staffing the hospitality suite and handing out door prizes during the drawings, and anywhere else that the committee deems help is needed.

The Fall Academy Host Committee members are appointed by the President from the general membership. As the Academy is an intensive five-day responsibility and commitment, it is recommended that this committee consist of as many members as possible residing within close proximity to the location of the Fall Academy.

Meeting Frequency
The number of meetings necessary will be determined by the chair of the committee. The chair must be mindful of the short time frame between appointment and the actual Fall Academy. A wrap-up meeting to discuss successes and failures should occur following the Fall Academy.

Expenses for the hospitality suite should be included in a budget to be submitted to FACC staff no later than February to be included in the agenda packages for the April Budget meeting. In-kind time, travel and correspondence of Chair and members should be incorporated into the respective city budgets.


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