TSCRA Ranch Gathering Guide

Transcription

1 TSCRA Ranch Gathering Guide

2 Five to Six Weeks before Event Guide for Hosting a TSCRA Ranch Gathering Determine host(s) Secure date, venue, and times Confirm venue details o Table and chair availability o Parking availability o Electricity, lighting, heat, air conditioning and sound system details o Restroom and hand washing details o Physical address, map link and detailed directions as needed o Other needs based on venue Complete rental agreement and pay for facility if needed (TSCRA Staff) Identify event emcee Determine program and invite speakers Identify local elected officials that should be invited and send invitations (TSCRA Staff) o *Please see attached Guidelines for Elected Officials, Candidates for Public Office, or their Representatives Determine expected number of attendees Contact Novartis Animal Health about cooking/providing the meal (TSCRA Staff) o If an outside caterer is needed: What is included in price paper goods, tea, dessert, etc. Determine special set up needs for caterer Develop event flyer and invitations (TSCRA Staff) Develop event budget (TSCRA Staff) Identify and contact potential sponsors o *Please see attached recommended sponsorship levels. Sponsorship details can be changed at the discretion of the host Determine and acquire mailing list o TSCRA database of members and potential members, County Agents lists, etc. (TSCRA Staff) o Identify any additional lists that might be available for event Determine mail invitation drop date of three weeks and two business days prior to the event Send confirmation to TSCRA officers, RAP Team, Special Rangers and staff (TSCRA Staff) Four Weeks before Event Personally invite local TSCRA Directors and ask them to bring one non member (TSCRA Staff) Obtain approval of invitations from all parties (TSCRA Staff) Mail and event information to the local County Extension Agent (TSCRA Staff) Identify and mail event flyers to local businesses/people that would distribute flyers Confirm entertainment if needed/requested

3 Three Weeks before Event Develop and send press release (TSCRA Staff) Post event information in The Cattleman Update Secure door prizes from TSCRA, sponsors and others Two Weeks before Event Send first invitation exactly two weeks prior to event (TSCRA Staff) Update host(s) on RSVPs (TSCRA Staff) One Week before Event Send reminder 3 business days prior to the event (TSCRA Staff) Prepare detailed schedule for event. Get approval of hosts, speakers and emcee (TSCRA Staff) Finalize event guide (TSCRA Staff) Confirm number of expected attendees with Novartis/caterer (TSCRA Staff) Confirm any venue details (table and chair rental, gate/door unlock times, cleanup etc.) (TSCRA Staff) Update host(s) on RSVPs (TSCRA Staff) One Day before Event Send final event guide and detailed agenda to TSCRA officers, RAP Team, Special Rangers and staff (TSCRA Staff) Post event information to TSCRA Facebook page (TSCRA Staff) Day of Event TSCRA staff generally arrives 2 3 hours prior to registration time depending on venue set up Registration should be ready to receive guests no later than 5:00 p.m. (TSCRA staff) Event Follow Up Provide a write up for The Cattleman Update (TSCRA Staff) Provide an event summary for host(s) and sponsors (TSCRA Staff) Send thank you to members that attended (TSCRA Staff) Send follow up letter to non member attendees who did not join during event (TSCRA Staff) *TSCRA does not provide alcohol during Ranch Gatherings. If alcohol is requested, the host or a sponsor must provide and serve all alcohol. TSCRA Contact: Stacy Fox or sfox@tscra.org

4 Ranch Gathering Sponsorship Levels The following sponsorship and recognition levels for ranch gatherings apply to cash and in kind sponsorships. Ranch gathering sponsorships do count towards annual TSCRA sponsorship level recognition. Sponsorship Levels: $1,000: o Priority recognition on printed and invitations, press release and website event listing o Priority verbal recognition during event o Opportunity to address attendees during the event o Display table during the event (when applicable) o Priority recognition in all post event follow up o Post event list of attendees $500: o Recognition on invitations, press release and website event listing o Display table during event (when applicable) o Post event list of attendees $250: o Display table during event (when applicable) $100: Door Prize Donor o Recognition during door prize drawings as a supporter

5 Public Event Guidelines for Elected Officials, Candidates for Public Office, or their Representatives This document is for the use of TSCRA leaders and staff as a guide on how to handle requests by elected officials, candidates for public office, and/or their representative(s) to speak, hand out materials, and/or be introduced via public announcement at a TSCRA public event. These guidelines are necessary to assist TSCRA in complying with state ethics laws that prohibit incorporated business entities, such as TSCRA, from supporting or opposing candidates for public office. TSCRA PAC is not prohibited from this. Due to the fact that the majority of TSCRA events are open to the public (even by purchase of a ticket) and not solely sponsored/paid for by TSCRA PAC, TSCRA cannot allow one candidate for public office to speak, hand out materials, and/or be introduced via public announcement unless all candidates for that public office are allowed the same opportunity. If this occurs, it is viewed as a political contribution and thus, TSCRA would be in violation of state law. Therefore, if an individual and/or their representative requests to speak, hand out materials, and/or be introduced via public announcement at a TSCRA public event in advance or in person, please use the following points as a guide on how to handle the situation. 1. Ask if the individual if he/she is currently a federal, state, or local elected official or if the person is there to represent an elected official. Examples of this would be a U.S. Senator, U.S. Congressman, State Senator, State Representative, etc. If the answer is yes then they can speak, hand out non-political materials, and/or be introduced via public announcement to event attendees. If the answer is no, then they should not be given an opportunity to speak, hand out materials, or be introduced via public announcement. They should be told that any such actions could violate state ethics laws for that specific TSCRA public event. 2. Current elected officials are allowed to speak at the discretion of the TSCRA leaders and staff onsite at the event or in advance of the event. They should only speak in their capacity as an elected official. They cannot speak about their political campaign. They should not solicit campaign contributions, ask people to vote for them, talk about other candidates, etc. 3. Staff of elected officials should not be allowed to speak unless absolutely necessary or unless they are replacing an elected official who was scheduled to speak. 4. Elected officials and/or their staff may hand out non-political materials to event attendees. 5. Political candidates may attend TSCRA public events (including ticketed events if the tickets are made available to the general public). They may informally introduce themselves to event attendees and engage in casual conversation. They may also wear a name badge that indicates their name and the office they are running for. They may not, however, hand out materials or place materials out for event attendees to take. For any questions, please call Jason Skaggs at (cell)