The Program ChairIn Your Rose Society

Presents

Philip PaulVice District Director

ARS Deep South District

To understand the necessary tasks of the Job

To organize for effectiveness To help grow the Programs Chair To provide checklists to make the job

easier

This program provides ideas that have worked well in other societiesIt is not required that you accept these ideas, they are here to help if useful

Often the Program Chair is also the First Vice President of the Society The “President in Waiting”

• You may need to also learn the roleand duties of the President

We won’t attempt that task in today’s presentation

Listen to the needs of your Membership

Organize the Year Search for Speakers Book ‘em Dan-o Communicate the Program Follow up the week before Program Day After the Program

We are in this job to help the members• Learn• Enjoy• Accomplish

Consider a Survey• In your Newsletter• At a meeting with a handout

Feedback the results early in the year Status your progress several times a year

About the audience• How long have you been growing roses?• How long have you been growing roses in

this area?• How many roses do you grow?• What types of roses do you prefer?• How much time per week spent on roses? • Do you mix roses with other plants?

Membership NeedsWhat are your major rose gardening issues?What types of programs would you like to

see next year? Planning the GardenRose Selection (What grows well here?)PlantingPruningWater, Soil, pH ManagementDisease and Insect Control, Spray ProgramsEarth Kind RosesOld Garden Roses, David Austin RosesMini and Mini Flora RosesNew Roses Rose Photography

Meeting Formats• Prefer Day, Weekend, Week night meetings• How do you like our meeting place?• Do you like business first, then program?• Or Program first, then Business?• What content would you like at every

meeting?e.g. 5 minute CR talk

Select the location for meetings – EARLY • Agree on a calendar of dates• Agree in writing on terms of relationship

It may require a contract needing Board approval

Check the site’s calendar frequently Avoid double bookings

PUBLISH A PRELIMINARY CALENDAR!!!• With Agreed Dates• To Board, Hospitality, Newsletter, etc.• Most important organizing task of the year!!• Update FREQUENTLY!• Use at every Board Meeting

2008 BSRS Calendar

Month Date Day Topic Location Speaker Notes

Jan 18-20 Fri-Sun Mid Winter Meeting Valdosta, GA    

Jan 26 Saturday Pruning Demo & Project Ringling Mallory

Feb 24 Sunday New Roses 2008 SGC Paul Web Class & Business Mtg

Mar 30 Sunday Mini Roses SGC Dr. Hering 16th Palm Sunday; 23rd Easter

Apr 26 Saturday Garden Tour Various   Starts at: 10 AM

May 18 Sunday TBD SGC 4th Weekend is Memorial Day

Jun 22 Sunday Pot Luck Luncheon SGC    

Jun 26-30 Thur-Mon ARS Spring National Denver, CO    

Sep 28 Sunday TBD SGC

Oct 10-12 Fri-Sun DSD Fall Rose Show Birmingham,

Alabama    

Nov 8 Saturday BSRS Rose Show Ringling   4th Weekend is booked at SGCThanksgiving 3rd week

Dec 7 Sunday Christmas Party/Install Peridia Date stays away from Christmas

Early in the year-Coordinate with Rose Show Chair so the show (if planned) doesn’t conflict with a regular monthly meeting.

Consider:• An annual pruning party• A tour by car or bus of local rose gardens• An annual picnic or pot-luck event• A holiday open house or party

Go to Membership Survey and fit the puzzle Consider a 5 minute CR Corner each month

In the ARS most things are done through reciprocity and barter

i.e. I will give a talk to your society,

someday I hope you will give a

talk for our society

Go to District Meetings regularly• Offer to share with other societies• Accept speaking engagements• Get District Officers to come speak

Get to know local nurseries, growers, chemical or fertilizer companies• Invite them to speak• Invite them to contribute “raffle” prizes

Contact local Public Gardens for speakers

County Agriculture AgentsLocal Laws (Fertilization, etc.)Irrigation Demonstrations

Consider having about 5 members give a short talk on “My favorite rose” (Our most popular program)Pictures, Characteristics, Why it’s my favoriteWhere to get it

Always have an extra talk in your pocket that you can give so that if an emergency occurs you can save the day.

○ Stuck in traffic○ Illness of Speaker○ Last minute speaker problems ○ Equipment Problems

When a speaker accepts--send a note:

○ Location○ Time Available for the talk, expected start time○ Agree on what equipment you will provide○ Tell the speaker what you expect them to bring○ Be sure to get speaker’s CELL Number

Last minute coordination—traffic delays, directions○ Get speakers e-mail, mail address, phone #○ Ask speaker for a backgrounder to use for

introduction○ Establish the contact person on arrival/give

their Cell Number to the speaker

Typically a 45 minute talk holds attention

Leave some time at the end for questions Total package should be within 1 hour Be in the back of room to keep time Watch the audience reaction

Order of Events What is the best mix for you?• Business before the talk, then refreshments• Presentation first, business, refreshments• Refreshments first

Consider the advantage of having the speaker around during refreshments for more questions

Make sure program information is sent to:Your Newsletter editor (1 month ahead)Your Hospitality ChairmanThe Board of Directors, OthersPublicity Chairman (1 month ahead)

Write a short article for Newsletter and PressDescribe speaker, subject, time & placeINVITE THE PUBLIC !!!!!

Contact speaker by phone or e-mail Make sure everything is all set

Ask about any last minute concerns Check with meeting site

Sometimes they will double book Get any last minute details to committees Get your support details together If a stipend for gas, etc. is planned tell

treasurer E-mail a meeting reminder to

members

Get basic logistics in place earlyBe ready to host and stick with speakerHelp speaker get setupGive speaker gift/stipend early (don’t forget)Introduce speaker to officers, members,

guests before the meetingIntroduce program to membershipThank speaker at end of talkEncourage speaker to stay for questionsHelp speaker tear down and get equipment

in car

Consider having the Society Secretary send a Thank You Note to

The speaker!

Seek Out and Listen to Member Feedback

Remember that good programs, your newsletter, Consulting Rosarians and the website are the major elements that keep the membership happy and involved.

PROGRAM SERVICES COMMITTEE

Jolene Adams, Chair 2009-2012

Susan Bishop

Louise Coleman

Pat Hibbard

Philip Paul

Marcia Sanchez-Walsh

Charles Shaner

Pat Shanley

Dave Stever

Sue Tiffany

Power Point programs on roses are available for download from the ARS website, ‘members only section.’

They are offered to our members for use by a local or district rose society or an ARS Judging or Consulting Rosarian School.

These programs arecopyright © ARS 2009 -2012

Commercial use is strictly forbidden.