• HOUSTON SQUARE & ROUND DANCE COUNCIL, INC.


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    • Abstract: HOUSTON SQUARE & ROUND DANCE COUNCIL, INC.HOE-DOWN GUIDELINESand JOB DESCRIPTIONS Guidelines for General Chairman1. The Council President has the prerogative to serve as General Chairman or to appoint a

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HOUSTON SQUARE & ROUND DANCE COUNCIL, INC.
HOE-DOWN GUIDELINES
and JOB DESCRIPTIONS
Guidelines for General Chairman
1. The Council President has the prerogative to serve as General Chairman or to appoint a
qualified person of his/her choice.
2. Shall appoint all committee chairmen.
3. The General Chairman and Assistant General Chairman should work closely with all
committee chairmen in arranging the facility matters.
4. Assist Building & Facilities Chairman in arranging the facilities matters
5. Assist Printed Program Chairman in securing layouts for Hoe-Down program.
6. Approve all budgets of committees.
7. Approve all gifts to be donated (with the Board).
8. Shall select the individual to give the Invocation, Welcome Address, and someone to sing or
lead the National Anthem or some appropriate some preceding the evening dance.
9. Discuss with the Board security arrangements which need to be made.
10. Shall plan the intermission program so as to minimize time away from dancing. Included
should be: exhibitions, introduction of current officers, past presidents, State Federation
officers, State Association officers, committee chairmen and vice chairmen.
11. Final approval of all publicity releases.
12. Along with the Building & Facilities Chairman, decide the booth rental prices.
13. Along with HSRDC officers, select Council callers for Friday night program.
14. Ensure that all Committee Chairmen understand their duties and the duties of their Vice
Chairmen.
15. Write a final report within 30 days after the Hoe-down to be placed in the Hoe-Down
notebook.
February 1998
Assistant General Chairman
1. Shall assist the General Chairman in coordinating the annual Hoe-down.
2. Shall be the liaison between the General Chairman and Committee Chairmen in
arranging layouts for Hoe Down program.
3. Assist General Chairman; assist the Printed Program Chairman in arranging layouts for
Hoe-Down program.
4. Assist General Chairman and Building & Facilities Chairman in arranging facilities
matters.
5. Resolve any problems that you can and notify General Chairman.
6. General Chairman will provide you with the names of individuals who will give the
invocation and welcome for each night. Notify these people as to times and location.
Greet them when they arrive and seat them close to the stage. Notify the General
Chairman when they arrive.
7. Notify Printed Program Chairman of the names of the individuals to give the invocations
and welcome each night to be included in the printed program.
8. Ask the mayor, in writing to proclaim Square Dance Week and have the Mayor’s
Proclamation forwarded to Printed Program Chairman for publication in the Hoe-Down
program.
9. Write a final report no later than 30 days after the Hoe-Down to be included in the Hoe-
Down notebook.
February 1998
Caller Host Vice Chairman
1. Coordinate with the General Chairman to determine what arrangements have been made
with callers regarding travel plans and housing arrangements.
2. If a motel is requested, make the necessary arrangements, and advise the callers of the
hotel/motel, address, phone number, and date of reservations.
3. Make arrangements to pick up callers at airport, if they are flying in. If they are driving, send
them a map of Houston, with directions to either the hotel/motel or family host.
4. Arrange transportation to and from the dance site.
5. Determine when callers plan to leave Houston. Arrange to have them picked up in plenty of
time to make their flight/s.
6. Coordinate with callers arrangements needed to meet Hoe-Down schedule. Assist them with
plans for meals, dressing, etc. in order for them to be available for Hoe-Down commitments.
7. Check to see if contract calls for HSRDC to pay the cost of meals for callers. If so, receipt(s)
to be submitted with expense voucher for caller’s meals only to Council Treasurer for
payment.
8. Write a final report no later than 30 days after the Hoe-down to be placed in the Hoe-down
notebook.
February 1998
Cuer Host Vice Chairman
1. Coordinate with the General Chairman to determine what arrangements have been made
with cuers regarding travel plans and housing arrangements.
2. If a motel is requested, make the necessary arrangements, and advise the cuers of the
hotel/motel, address, phone number, and date of reservations.
3. Make arrangements to pick up cuers at airport, if they are flying in. If they are driving, send
them a map of Houston, with directions to either the hotel/motel or family host.
4. Arrange transportation to and from the dance site.
5. Determine when cuers plan to leave Houston. Arrange to have them picked up in plenty of
time to make their flight/s.
6. Coordinate with cuers arrangements needed to meet Hoe-Down schedule. Assist them with
plans for meals, dressing, etc. in order for them to be available for Hoe-Down commitments.
7. Check to see if contract calls for HSRDC to pay the cost of meals for cuers. If so, receipt(s)
to be submitted with expense voucher for cuer’s meals only to Council Treasurer for
payment.
8. Write a final report no later than 30 days after the Hoe-down to be placed in the Hoe-down
notebook.
February 1998
Caller & Cuer Vice Chairman
(if used)
Have and read a copy of the Caller(s) and Cuer(s) contracts. Be familiar with content of
contracts, especially costs involved with transportation, lodging and meals, etc. before
beginning written correspondence with callers/cuers.
1. Write letters to both the caller(s) and cuer(s) requesting their personal choice on either a
motel or host family if their contract does not specify. Determine what mode of transportation
they will be using in accordance with their contract specifications.
2. If the contract with HSRDC specifies that HSRDC will cover their overnight
accommodations, make necessary reservations at host hotel, in their name, with HSRDC
accountable for room bill only. Advise caller/cuer that room in their names is booked at host
hotel for dates __________. If flier is available for Hoe-Down with hotel/motel/camping
information, include it with letter.
3. If the contract with HSRDC indicates that the caller/cuer will be responsible for their own
lodging, advise caller/cuer in a letter of host hotel/motel name, address and phone numbers
so they may make their reservations several months prior to the Hoe-Down date. If a flier is
available for Hoe-Down with hotel/motel/camping information, include it with the letter.
4. If the caller and/or cuer are flying in, advise them via letter to book flight reservations several
months prior to Hoe-Down to take advantage of special discount rates. Also request that
arrival and departure in Houston be at Hobby Airport, if possible.
5. Request a copy of flight arrangements be mailed to you. Use the information to make
arrangements for someone to meet and then deliver them back to the airport in accordance
with their airline schedule.
6. Coordination with the caller(s) and cuer(s) should be made for the Hoe-Down schedule,
meals, dressing, etc. so that caller(s)/cuer(s)out commitments may be met. Separate hosts
may be necessary, one for each caller and cuer’s schedule.
7. Make arrangements for someone to take caller(s) and/or cuer(s) for meals if transportation is
needed.Check to see if contract call for HSRDC to pick up the tab on meals or caller/cuer
pays their own. Convey this information to HSRDC escort so he/she may act accordingly.
Receipt to be submitted with expenses voucher for only caller/cuer’s meals if HSRDC
contract indicates meals paid.
8. If caller/cuer is driving in, send a map of city and directions to their accommodations as well
as dance site. Provide name, address and telephone number of motel and caller and cuer
host.
9. Request a 3x5 or 5x7 black and white glossy picture of each for the Hoe-Down program
book. Request a brief biography for the same purpose. Be sure to emphasize “No Color
Photo”. Request that these be sent to you no later than August 30. Continue to follow up
from letter to receipt.
10. Write a final report no later than 30 days after the Hoe-Down to be given to your chairman,
with copies to General Chairman and Assistant General Chairman. Keep a copy for Caller &
Cuer Vice Chairman notebook.
February 1998
Dance Program
General Chairman is responsible for preparing the dance program for Friday night and all
day Saturday.
The program is then given to the Printed Program Chairman to be included in the Program.
Friday night’s program should also be printed on a single sheet 8.5x11 for distribution at the
Hoe-Down.
February 1998
Guidelines for Fashion Show Vice Chairman
Fashion Show
1. Immediately upon being appointed to produce the Hoe-Down’s Fashion Show,
determine which facilities are available and suitable. A thorough investigation shall be
made immediately to determine if everything is satisfactory for such a
production…staging, adequate seating, dressing rooms, etc.
2. Theme for the Hoe-Down will be _____________ and that theme should be carried out
throughout all correspondence, decorations, programming, etc. Determine the length of
time you will be allowed for the show and select the number of models that can
comfortably be exhibited in that given amount of time. Rule of thumb is approximately
35-40 models for a 1 hour show. A fashion show audience can remain entertained for
just so long; hence we recommend the show never last more than 1 ½ hours including
the entertainment.
3. Send a letter to each club president requesting the names of one entry and one alternate
entry as models for the fashion show. Guidelines should be given to limit their attire to
the current club outfit modeled by either the club president or their designee. Vendors
can also be invited to participate. It is further recommended the same models not be in
the fashion show year after year in order to give more people the opportunity to
participate in this district function.
The letter of invitation should be sent out in sufficient time usually about 90 days prior to
the Hoe-Down. Be sure to inset a deadline date for acceptance. If you have received no
reply from some of your invitations within 30 days send a follow up letter with a firm
deadline and disregard those people who fail to respond to this second invitation.
You may fill in the required number you lacking at deadline with alternates. These may
be people with another Hoe-Down obligation but who could participate in the Fashion
Show at the designated time. Do not overlook the interest of men in today’s fashions and
certainly, include some men in the show…either as couples with their wives in
compatible costume or as individual models. NOTE: The newly elected Council
President will model the incoming officers selected fashion for the year.
4. Although the models are the show, many back up people are required for the successful
results desired. Suggestions as follows:
a. Coordinator
i. To lineup models back stage and see they go on the stage in proper order so
they follow commentary properly. This person shall be one that can also
instruct the models in how to show off the costume to best advantage, how to
walk on stage, turn, etc.
February 1998
b. Commentator
i. Shall be a person experienced in microphone delivery, pleasant voice,
knowledge of square dance clothing and vendors, one who can ad lib to inject
some entertainment and humor into the repetitious commentary.
ii. Shall meet the models back stage and learn a little about some of them, if not
all, so that pertinent commentary can be made aside from the actual
description of clothing.
iii. One past practice has been to have the previous year’s Caller/Cuer of the
Year be selected and honored as commentator.
c. Wardrobe
i. Two or three ladies shall be given this job to help the models with dressing
and make-up, as well as hair, and see to the overall presentable appearance
of each model.
ii. They shall be equipped with pins, needles, thread, tape, scissors, etc. to
assure the best possible appearance of everyone.
iii. Mirrors are a must in dressing area.
d. Escorts
i. Gents shall be strategically placed at each entrance and exit to assist the
girls on stage and especially if they are to descend steps.
ii. Try and select the most handsome men available for this job because they
will be in sight of the audience during the entire show.
iii. They shall be attired in suits and ties, of course –western.
e. Ushers
i. Two or three ushers (these can be men, teens, female, etc., no restrictions)
shall be in the back to handout programs to each couple or single (if you are
having programs and tickets for door prizes). It would be nice to have two or
three door prizes to give out. Late arrivals can be seated in the rear and avoid
disturbing the show.
f. Music
i. Records can be used. The music technician (generally the person in charge
of sound) on deck will handle the volume and change the records. Some
kind of music is almost a must to keep the show interesting and from being
simply dull commentary.
g. Models
i. Bulk of models will be women, of course, be sure to have some men, either
as couples with the wives or alone. A mother-daughter outfit is interesting as
is a family of square dancers, certainly a teenager or teenage couple, and
even one tiny tot adds variety to the show.
5. Fashion show models may receive a small memento from the Vice Chairman (this has
been done in the past, but is not mandatory), preferably crafted sewn and donated.
They will receive a picture furnished by the Council photographer. Expense for these
items will be paid out of the Hoe-Down Fashion show budget.
February 1998
6. Door prizes can normally be secured from:
a. Council clubs which may be asked to contribute a suitable item, perhaps to correlate
with the theme of the Hoe-Down.
b. Vendors at the Hoe-Down simply for the publicity they get from your mention of the
gifts from the stage or in the printed program.
c. Donations of gift certificates or items from businesses which may be patronized by
square dancers and would like the publicity of being mentioned as one who donated
a door prize.
7. The show shall be completely organized and ready for production fifteen days ahead of
the Hoe-Down date. This means all descriptions submitted and their commentary
prepared so that music can be coordinated and timing worked out to perfection.
8. Program – A program shall be printed and handed out at the show. It gives recognition
to the models, vendors, committee members, etc. This shall be a very inexpensive item
and not meant to detract from the Hoe-Down Printed Program.
9. The Fashion show flyer is to be camera ready for the Hoe-down Printed Program on
time. An ad to be used in the Where ‘N When to create interest in the Fashion Show
shall be prepared in time for publication in the Where ‘N When published during the Hoe-
Down month. Both must be reviewed and approved by the General Chairman prior to
submission to publications.
10. Plan to attend the planning meetings for the Hoe-Down.
11. Send the following to the General Chairman
a. Request for ribbons by deadline
b. Copies of all correspondence
c. Request for special pictures that are needed to facilitate your duties by deadline date
d. Request for signs
e. News for publicity purposes
12. Discuss with General Chairman about expenditures for fashion show
13. Coordinate with Decorations Vice-Chairman to coordinate decorations with the fashion
show
14. Write a final report no later than 30 days after Hoe-Down. Provide recommendation
and/or comments that may be helpful to the next Vice Chairman and Committee
Chairman.
February 1998
TO: Fashion Show Vice Chairman
Address
Phone number
Email address
Fashion Show Model Participant
Name:______________________________________________________________________
Address:_____________________________________________________________________
Phone:______________________________________________________________________
Email address:________________________________________________________________
Club:________________________________________________________________________
February 1998
Fashion Show
Model Information Sheet
Last Name:_________________________________________________________
His first name:_______________ Her First Name:________________
Address:_________________________________________________
Email Address:____________________________________________
Home Club Name:____________________________________________________
How long have you danced?____________________________________________
Costume description – Her Outfit:_________________________________________
His Outfit:______________________________________________________________
Please complete and return this for no later than ____________ to the Fashion Show
Vice Chairman.
February 1998
Flyers & News Media Vice Chairman
1. Design flyer around theme of the Hoe-down as much as possible.
2. Secure bids to have flyers printed and submit to General Chairman. After approval has
been given, have flyers printed.
3. Important Responsibility: Distribution to flyers to the clubs. District Directors should be
useful here. Get the information out to the clubs.
4. Send the flyers to all State Associations for distribution in their areas.
5. Select committee members as you deem needed to aid you in your work.
6. Secure the name and addresses of all newspapers, radio and TV stations in the Houston
area.
7. Submit to General Chairman all proposed articles and other news releases for media
announcements.
8. Arrange for interview on radio talk shows to publicize the Hoe-down and to promote
square and round dancing.
9. Seek to arrange TV interviews and appearances on local human interest shows to
publicize Hoe-Down and to promote square and round dancing. Request TV stations
arrange for a taping of a square dance exhibition to publicize the Hoe-Down.
10. Request radio stations to announce the Hoe-down on their public service announcement
time, which is free to non-profit organizations.
11. All publicity should tell what, where, who, why, and when the functions are as related to
the Hoe-Down.
12. Enlist the assistance of all the clubs to provide people to help in this outreach endeavor.
13. Submit ribbon requirements to Ribbons Vice Chairman on time
14. Make a final report no later than 30 days after the Hoe-down to be placed in the Hoe-
Down notebook. Include reports on both flyer activities and news media activities.
February 1998
Housing Vice Chairman
1. Responsible for all contacts with hotel/motel sales managers for availability of rooms
and availability of public space for free use.
2. Provide the General Chairman with a list of free space available as to size and type.
3. Make the General Chairman aware of any problems.
4. Secure reservations cards for distribution. Reservations are to be made directly with
hotel/motel by dancers.
5. General Chairman will assign complementary rooms, if any are available.
6. There are _____ camping spaces at Fort Bend County Fairgrounds.
7. You should check out other campground facilities in the area so dancers can be
informed of other camping choices.
8. Submit ribbon requirements to Ribbons Vice Chairman on time.
9. Write a final report no later than 30 days after the Hoe-Down to be placed in the Hoe-
Down notebook.
February 1998
Photographer Vice Chairman
1. Discuss with General Chairman and special pictures to be taken.
2. Be available to take photographs at your discretion to provide a good historical record of the
Hoe-Down.
3. In cooperation with the Fashion Show Vice Chairman, arrange to take pictures of all models
prior to the Fashion Show. It is customary for the Council to pay for one print of each model
(single or group) as an appreciation gift for participating in the fashion show.
4. At the discretion of the General Chairman, you may arrange to take formal photographs of
dancers for a fee. The proceeds will augment the income from the Hoe-Down to the Council
5. Write a final report no later than 30 days after the Hoe-Down to be placed in the Hoe-Down
notebook.
February 1998
Building & Facilities Committee
February 1998
Building & Facilities Chairman
1. Responsible for appointing the following Vice Chairmen with the approval of the
General Chairman.
a. Camping Coordinator
b. Decorations Vice Chairman
c. Furniture & Equipment Vice Chairman
d. Ribbons Vice Chairman
e. Signs Vice Chairman
f. Sound Vice Chairman
g. Vendor Booths Vice Chairman
2. Ensure each Vice Chairman understands guidelines and duties assigned for their
particular committee and keep the General Chairman informed of their progress.
3. Will be the main contact between the Fairgrounds Manager and the Hoe-down
General Chairman.
4. Secure information from the Fairgrounds Manager of what facilities and equipment
will be furnished by the Fairgrounds and the cost of using their equipment. Notify
General Chairman immediately.
5. Work closely with Furniture & Equipment Vice Chairman and Fairgrounds Manager
to provide all facilities requested at the least possible expense.
6. Along with the General Chairman, decide the booth rental space and pass this
information on the Vendor Booths Vice Chairman.
7. If any problems cannot be resolved between you and the Fairgrounds Manager,
notify the General Chairman of the situation.
8. Try to find all the Fairgrounds “hidden costs” for facilities and keep them to a
minimum.
9. Submit ribbon requirements to Ribbons Vice Chairman on time.
10. Write a final report no later than 30 days after the Hoe-down to place in the Hoe-
down notebook.
February 1998
Camping Coordinator
1. There are camping spaces available on the Fairgrounds. If campers have self-
contained units, they can stay in the Fairgrounds arena area outside the fenced area.
2. You should check out other campground facilities in the so dancers can be informed of
other camping choices.
3. Submit ribbon requirements to Ribbons Vice Chairman on time.
4. Write a final report no later than 30 days after the Hoe-down to place in the Hoe-down
notebook.
February 1998
Decorations Vice Chairman
1. Decorations should go along with the theme of the Hoe-Down
2. Main areas to decorate will be the stage(s) area. Other areas are secondary and will depend
on budget and time. Stay within budget as much as possible.
3. Check with Building & Facilities Chairman as to the amount of budget.
4. Decorations could be made into a club project. This has resulted in keeping costs down and
beautiful decorations.
5. If requested work with Fashion Show Vice Chairman in arrangement of decorations.
6. Send ribbon requirements to Ribbons Vice Chairman on time.
7. Write a final report no later than 30 days after Hoe-Down to be included in the Hoe-Down
notebook.
February 1998
Furniture & Equipment Vice Chairman
1. Require that all requests for furniture (tables, chairs, easels, etc) and equipment (electrical
outlets, drapes, etc) be made in writing.
2. Keep a file of all requirements. Notify Building & Facilities Chairman if any requests seem
unreasonable.
3. Have a committee to help set up requested tables chairs, etc prior to the start of the Hoe-
down. Preferably, this should be done Friday morning. May include setting up chairs for
spectators.
4. Work closely with Building & Facilities Chairman providing all requests for furniture and
equipment at the least possible expense.
5. Work out arrangements of how booths will be positioned and have requested furniture and
equipment in place upon exhibitors’ arrival.
6. Submit ribbon requirements to Ribbons Vice Chairman on time.
7. Write a final report no later than 30 days after the Hoe-Down to be placed in the Hoe-Down
notebook.
February 1998
Ribbons Vice Chairman
February 1998
Signs Vice Chairman
1. Establish a card file for sign requests.
2. Determine the amount of budget from Building & Facilities Chairman and
General Chairman.
3. Check with Council Storage Coordinator and General Chairman to see what
signs were left over from prior years which could be reused. Be sure they are
in good condition.
4. Make the signs out of inexpensive material that could possibly be re-used.
5. Set a deadline for sign requests to give ample time to finish them. (Allow for
some slippage.)
6. Deliver to the Hoe Down site in time for individuals to put signs in the proper
place. Advise all persons who have placed sign orders when and where
signs can be picked up.
7. If possible, signs might be made to blend in with the Hoe-Down theme.
8. Submit ribbon requirements to Ribbons Vice Chairman on time.
9. Write a final report no later than 30 days after the Hoe-Down to be placed in
the Hoe-Down notebook.
February 1998
Sound Vice Chairman
1. Arrange for sound to be set up in all halls.
2. Sound equipment should be set up under your supervision
3. If necessary, have a committee to set up equipment in advance of starting times and
to dismantle or take down the sound equipment upon completion of the dance.
4. If sound equipment is to be supplied/delivered by callers, establish a time and
meeting place for it to be delivered to the Hoe-Down site. Also arrange for callers to
obtain their equipment upon the completion of the dance.
5. Notify callers of the delivery time and place approximately one month prior to the
Hoe-Down date.
6. Where necessary, a person (caller or you) should control sound volume to maintain
the best sound tone and best overall floor sound. Use aids to cover floor sound and
give directions for raising or lowering the sound.
7. Submit facilities requirements (tables, chairs, etc) to Furniture & Equipment Vice
Chairman on time.
8. Submit ribbon requirements to Ribbon Vice Chairman on time.
9. If an after-party is planned, arrange for separate sound equipment by possible a
caller on the after-party program. Not as much sound will be needed.
10. Request or provide security for equipment when not in use.
11. Write a final report no later than 30 days after the Hoe-Down to be placed in the Hoe-
Down notebook.
February 1998
Vendor Booths Vice Chairman
1. The General Chairman, Council Treasurer and Building Facilities Chairman should
decide the booth rental prices taking into consideration facilities costs, security costs,
and charges for tables, chairs, drapes, electrical outlets, etc.
2. Send letters to anyone you feel would be interested in having a booth at the Hoe-
Down. This can be exhibitors from the previous years and those who advertise in
square dance publication.
3. Ask the exhibitors to return the following information:
a. Name
b. Address
c. Phone Number
d. Email address
e. Type of merchandise sold
f. Number of tables & chairs required
g. Electrical outlet requirements
h. Number of meals required on Saturday night
4. Include in your letter to the exhibitors all the information you have. They will have
questions for you. Tell them space will be assigned on a first come, first served
basis. Include the commercial ad form for the printed program.
5. The contract should be explicit about the times for the actual hours of operation,
when booth set up can be accomplished, and when booth should be taken down and
merchandise removed.
6. Be sure everything is in writing so there will be no misunderstanding between the
Council and exhibitors. Never depend on verbal agreements.
7. Each vendor receives 2 complimentary dinners on Saturday night.
8. Each vendor receives a ________page complimentary ad in the printed program or
may apply the cost the complimentary ad to the cost of a larger ad
9. Keep the Building & Facilities Chairman advised on any problems.
10. Be sure all facility requirements are submitted to Furniture & Equipment Vice
Chairman.
11. Be sure vendor’s ad is submitted to the Printed Program Chairman on time.
12. Submit ribbon requirements to the Ribbons Vice Chairman on time.
13. Write a final report no later than 30 days after the Hoe-Down to be placed in the Hoe-
Down notebook.
February 1998
February 1998
Services Committee
February 1998
Services Chairman
1. Responsible for appointing the following Vice Chairmen with the approval of the
General Chairman
a. Banners Vice Chairman
b. Greetings and Attendance Vice Chairman
c. Prize Tickets Vice Chairman
d. Registration Vice Chairman
e. Security & First Aid Vice Chairman
f. Tip Pointers Vice Chairman
2. Ensure that your Vice Chairmen understand the guidelines and duties for their
particular committee
3. Approve all correspondence before sending to General Chairman for approval
4. Approve all budgets before sending to General Chairman for approval
5. Coordinate with General Chairman as to Security personnel to be used.
6. Request Vice Chairmen to notify you of any problems.
7. Insure all facilities requirements (tables, chairs, easels, etc) are submitted to
Furniture & Equipment Vice Chairman on time.
8. Insure ribbons requirements are submitted to Ribbons Vice Chairman on time.
9. Insure sign requirements are submitted to Signs Vice Chairman on time.
10. Inform General Chairman immediately of any problems that develop.
11. Work closely with Vice Chairmen to eliminate any problems.
12. Write a final report no later than 30 days after Hoe-Down to be included in Hoe-Down
Notebook.
February 1998
Banners Vice Chairman
1. Send a letter to all Council clubs requesting them to bring their Club Banner to the Hoe-
Down.
2. Set up a sign-in table to record all banners brought to the Hoe-Down.
3. Have a committee to hang banners and take them down.
4. Request Services chairman to find out what facilities are available to hang banners, and
any restrictions that may apply. (Such as the use of nails or hooks that go into walls etc).
5. Submit facilities requirements for Furniture & Equipment Vice Chairman. This should
include not only tables and chairs needed, but also ladders and other equipment needed to
hang banners.
6. Remind all clubs to pick up their banners before the end of the Hoe-Down.
7. Submit ribbon requirements to Ribbons Vice Chairman on time.
8. Submit sign requirements to Signs Vice Chairman on time.
9. Write a final report no later than 30 days after Hoe-Down to be included in the Hoe-down
notebook.
February 1998
Greetings & Attendance Vice Chairman
1. Set up tables at front door for registration and to pass out Hoe-down Programs
2. Have registration table open to accommodate dancers that arrive early. Check with
Services Chairman as to time.
3. Obtain from General Chairman the Registration Book or loose leaf pages for
registration.
4. Have all dancers register and hand each couple of single person one printed
program
5. Coordinate with Printed Program Chairman on delivery of programs to registration
area.
6. Do not overwork your people. Schedule your workers for 30 minutes to one hour
shifts. Ask the council clubs to provide couples to assist on registration and greeting.
7. Submit facility requirements (table, chairs, easels, etc) to Furniture & Equipment Vice
Chairman.
8. Submit ribbon requirements to Ribbons Vice Chairman on time.
9. Submit sign requirements to Signs Vice Chairman on time.
10. Write a final report no later than 30 days after Hoe-Down to be include in the Hoe-
down Notebook.
February 1998
Prize Tickets Vice Chairman
1. Arrange to have table set up near attendance sign-in for prize tickets purchases
2. Ensure at least three people at a time are present at prize tickets and coffee kitty
table.
3. Have Prize Ticket table open to accommodate dancers that arrive early. Check
with Services Chairman as to time.
4. Prizes will be purchased by Hoe-Down General Chairman. Coordinate with
him/her on the delivery of prizes to prize tickets table on Saturday.
5. Prize tickets Vice Chairman will be responsible for dale and disposition of tickets
for raffle prizes on Saturday and coffee kitty tickets Friday and Saturday.
6. Tickets for raffle prizes will be sold Saturday for drawings during announcements
on Saturday night.
7. Tickets for coffee kitty will be sold both Friday and Saturday nights for drawing
during announcements each night.
8. Do not overwork your people. Schedule your workers for 30 minutes to one hour
shifts. Ask clubs to provide couples or ask them as a club to take the total job of
the prize tickets function.
9. Submit facilities requirements (tables, chairs, easels, etc) to furniture &
Equipment Vice Chairman.
10. Submit ribbon requirements to Ribbons Vice Chairman on time.
11. Submit sign requirements to Signs Vice Chairman on time.
12. Write a final report no later than 30 days after Hoe-Down to be included in the
Hoe-Down Notebook.
February 1998
Security & First Aid Vice Chairman
1. Coordinate with General Chairman as to required time Security Officers are needed.
Security Officers to be used will be furnished by Services Chairman
2. Arrange for first aid as directed by General Chairman.
3. Submit ribbon requirements to Ribbons Vice Chairman on time.
4. Submit sign requirements to Signs Vice Chairman on time.
5. Submit facilities requirements (tables, chairs, easels, etc) to Furniture & Equipment
Vice Chairman.
6. Write a final report no later than 30 days after Hoe-Down to be included in Hoe-Down
Notebook.
February 1998
Singles Registration Vice Chairman
1. Set up table for singles sign-in and ribbons. Request the Singles’ clubs for
cooperation in this duty.
2. Have flyers and other information to handout about upcoming singles events, both
locally and statewide. Make your table interesting!
3. Submit facilities requirements (tables, chairs, easels, etc) to Furniture & Equipment
Vice chairman.
4. Submit ribbon requirements to Ribbons Vice Chairman on time.
5. Submit sign requirements to Signs Vice Chairman on time.
6. Write a final report no later than 30 days after Hoe-Down to be included in Hoe-Down
Notebook.
February 1998
Teen Registration Vice Chairman
1. Set up table for teen sign-in and ribbons
2. Have flyers and other information to hand out about upcoming teens events, both
locally and statewide. Make your table interesting!
3. Submit facilities requirements (tables, chairs, easels, etc) to Furniture & Equipment
Vice Chairman
4. Submit ribbon requirements to Ribbons Vice Chairman on time.
5. Submit sign requirements to Signs Vice Chairman on time.
6. Write a final report no later than 30 days after Hoe-down to be included in the Hoe-
down Notebook.
February 1998
Tip Pointers Vice Chairman
1. Request Council clubs to furnish names of individuals to help as pointers.
2. Coordinate with District Directors at Large to have District Directors assist on follow-
up with Club Presidents.
3. Have workers work 30 minute shifts, both evenings. Have enough workers to utilize
all the pointers we have each tip. Determine the number available from the Furniture
& Equipment Vice Chairman.
4. Notify clubs of time their people will work. Have a list in a centralized location for
them to check.
5. Submit facilities requirements, if any, to Furniture & Equipment Vice Chairman.
6. Submit ribbon requirements to Ribbons Vice Chairman on time.
7. Submit sign requirements to Signs Vice Chairman on time.
8. Write a final report no later than 30 days after Hoe-Down to be included in the Hoe-
Down Notebook.
February 1998
Printed Program Committee


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