Hostesses

Holly Gavin, Hostesses Coordinator
September 16, 2025 – Executive Board, entrees; Members, salads & desserts
October 21 – Shirley Preston, Jessica Spinelli, Wendy Thomas | Program: Mini-Birch Wood-Cut Paper Art
November 18 – Jayne O'Connor, Gillian Palumbo, Wendy Spittle | Program: Birds & Birding
February 17, 2026 – Judy Laspese, Gayle Masiero | Program: Cape Ann Climate Change Update
March 17 – Holly Gavin, Valerie McAskill | Program: Native People on Cape Ann
April 21 – Katherine Keith, Marianne Shrewsberry | Program: Music for Well-Being

May 19 - Annual Meeting & Luncheon Committee

Hostesses duties apply to the October, November, February, March, April meetings [no meetings December and January]; the May annual meeting & luncheon may take place at a restaurant.

September meeting
- Executive Board provides entrees, centerpieces, compostable plates, cups tableware, napkins. This is the only meeting disposable knives and forks are used.
- Members provide salad and/or dessert.

PREPARATION FOR UPCOMING MEETING

The Hostesses Coordinator oversees and manages hostesses through their duties before and during the members’ meeting for which they volunteered. The Coordinator provides signup sheets for volunteers to make sandwiches and/or desserts for the next month’s meeting. These sheets are brought to each table.

10+ members volunteer to bring 18-24 finger sandwiches
5+ members volunteer to bring 10-12 pieces of dessert items

Hostesses are to give the completed signup sheets to the Hostesses Coordinator at the end of the meeting they are hosting.

NOTE: Only finger or tea sandwiches are prepared because the Club only has teaspoons – no other tableware. Finger desserts like cookies are preferable because again, the Club only has teaspoons. Salads may be brought to a meeting, but appropriate utensils need to be provided. The Club cannot provide forks and knives.

The Hostesses for the month supply:

75 to 80 napkins to coordinate with your theme
Centerpieces for 7 round tables (assume 7 tables with 8 seats); centerpieces are auctioned off; proceeds go back to the general fund.
1 Centerpiece for the long food table.

Reimbursement for non-food items: Submit receipts not to exceed $100.00 for supplies other than food to Club Treasurer with your name and reason for reimbursement. Food supplied by Hostesses and volunteers is donated andnot reimbursable.

Before the scheduled Members’ meeting, Hostesses coordinate with the Program Committee chair about table set up. Occasionally, the Program Committee needs a different configuration of tables for the program. After this consultation, Program Committee can either mock up the room set up using the Function Room diagram or send information about set up to the Program Committee or Club President who prepares and emails the diagram to the Chapel’s Office Manager, and to Chapel employee, a few days before the members’ meeting. Determine who will send the diagram to the office and the Chapel employee a week before the members’ meeting.The Chapel employee sets up the tables and chairs based on input/diagram from Program Chair or Club President.

DAY OF MEETING

Hostesses’ responsibilities:

Arrive at the Chapel by 11 AM.
Place freshly laundered tablecloths and centerpieces on each table. Set the tables with 8 place settings with a napkin and spoon. Spoons are in the kitchen.

· The Chapel employee sets up the food tables in the middle of the hall, running the length of the room. Hostesses decorate the tables with the rectangular cloths and one centerpiece.

Hospitality’s responsibilities:

Places the luncheon plates and cups at each end of the food table. Members will file along both sides of food table.

· Place the tea service set to be used for serving tea at the end of table closest to the kitchen and the coffee service tray at the far end of the table.

· Sandwiches and condiments (i.e., chips, pickles, etc.) are placed on the long food table. Desserts are placed on the counter next to coffee maker.

· Makes the coffee and the tea.

· Choose two pourers – one for tea and one for coffee.

· Replenishes food, beverages, and serving pieces as needed.

· Advise the President when lunch is ready to be served (should be at noon).

· Prior to the start of the business meeting, members bring their plates, cups, spoons to the kitchen window. Scraped food from plates go into the compostable trash bag, including coffee grounds, paper napkins. Plates and cups go on counter next to silverware to be loaded in the dishwasher.

The Town of Manchester encourages recycling and composting whenever possible. Our Club should strive to comply.

Silver teaspoons go into the plastic tub set up with soap & water for soaking.

· Important: All dishes and cups must be in the kitchen before the Program begins.

· Any napkins left will be donated to the Friends of the Council on Aging.

· Responsible for kitchen cleanup and locking cabinets.

· Someone from Hospitality or Hostesses should see that leftovers are disposed of. Suggestions include Library or Fire Department. It’s your decision.

PREPARATION FOR NEXT MONTH’S MEETING

· Hostesses for the next month’s meeting need to collect the tablecloths and launder them. If unable to do so, bring them to a laundry and be reimbursed. Stains need to be pretreated.

· Hostesses for the next month’s meeting need to collect the signup sheets from the Hostesses Coordinator of the names of those who have volunteered to make sandwiches and/or desserts for the following month’s meeting. Hostesses call volunteers to remind them they are bringing sandwiches and/or desserts.

· If not enough sandwich and dessert volunteers, Hostesses make calls to members.

Updated November 2025