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Cmc Om - Club Wide Activities
Revised August 2022
Carolina Mountain Club offers various club-wide activities during the year to provide opportunities for members and guests to socialize and have fun together. Currently there are two such activities.
One is the Spring Social and is open to members and guests from across the club’s areas of interests. Usually held at the NC Arboretum, participants can gather, hike, dine, and enjoy a program, usually a speaker or panel, for the evening. Attendees pay for their dinner, and there is usually a cash bar.
The other is the Annual Meeting. This is intended for members only, although membership is not required for attending. It is comprised of a social hour, dinner, business meeting, awards presentation, and a program, usually a speaker. Attendees wishing to dine pay for their dinner and there is usually a cash bar. The Council invites special guests from groups we work with such as the Forest Service and the Appalachian Trail Conservancy. The club pays for the dinners for these guests as a thank you for the association we have with them. The usual pattern is to hold the Annual Meeting one year in the Hendersonville area and the following year in the Asheville vicinity.
In addition, the Hiking Committee plans and hosts an annual Hike Leaders’ Dinner and the Trail Maintainers hold an Annual Picnic for Trail Maintainers.
Other club-wide activities may be planned in the future as interest and coordination permit.
The following pages are attachments for planning specific events.
Attachment 1 – Procedures for Planning the Annual Dinner and Meeting
Process Notes: Planning and Conducting the CMC Annual Dinner
DATE AND VENUE
SPEAKER / PROGRAM
PUBLICIZING THE ANNUAL DINNER AND MEETING
CLOSER TO THE DINNER/MEETING
Attachment 2 – Procedures for Planning the Spring Social
Attachment 3 – Procedures for Planning the Hike Leaders’ Dinner
Hiking Committee agrees on a date for the next Educational Program and dinner. The Committee Chair assumes responsibility for finding a venue and establishing the dinner menu. Typically, the Educational Program occurs during the last Friday of February and the Club pays the cost of the dinner.
Hiking Committee agrees on the educational portion of the program and the Committee Chair submits a budget to the Treasurer for the cost of the dinner.
Committee Chair notifies all CMC Hiker Leaders to watch for invitation for Program in eNews. Eligible Hike Leaders include all the individuals from the previous year and the first quarter of the year in which the Program will be held.
Hiking Committee meets and finalizes agenda for Program and agrees on the list of invitees, including any guests. The list is obtained by data collected from the Hike Schedulers. The Committee Chair sends out invitations during the second week in January with an agreed upon cut-off date. A second reminder is sent the last week in January. Since cost of the dinner is based on the number of attendees, an exact number of participants is essential. The Committee also solicits door prizes from local vendors and others.
Hiking Committee: (1) Identifies a volunteer to Emcee Program, (2) Identifies two volunteers for registration table to distribute name-tags for those who have pre-registered, (3) Identifies a volunteer to coordinate logistics for door prize drawing, (4) Insures speaker and times are compatible with agenda, and (5) Determines technology needs (microphone, computer, screen and projector).
Hike Leaders Educational Program and dinner.
Attachment 4: Procedures for Planning the Trail Maintainers’ Picnic
The Maintenance Committee holds an annual picnic, open to all Maintenance Crew members and AT/MST Section Maintainers, wives/significant others and children on the third Saturday in September. It is currently being held at Lake Julian Park. The Club provides grilled fare and drinks while attendees are requested to bring munchies, salads, casseroles and deserts. Live music has been provided to date.