At the end of each year there is a Formal Meal. Begun by Debbie for the Unit it was previously organised by the Unit. At the end of September there were two Guides asked to speak to a restaurants chief . Discussed were menus, colour schemes, times and dates, dress codes and preparation of food. The meal was paid for by each Guides family before the end of October. At home dresses were chosen, hair do’s and shoes sorted out weeks before the event.
2009 saw this change late in the planning procedure. Firstly we had to get everyone registered. By this time earlier plans had to be changed. The formal meal is now a District Event. With help the 2010’s Formal End of Year Meal is now Saturday – December 4th 2010.
- Notice of the Formal Meal will be in the District Calendar on the web. The Units calender – which in turn are created by the Guides.
- A new End of Year theme will be worked on through out the year.
- Theme to be decided by the Guides at the beginning of the year. 2009 was a Christmas theme, so this will not be chosen for 2010.
- Activities will be throughout the year. ie place mats, invitations, table decorations [mugwomps], serviettes, grace and vespers sheets, serviette holders, place cards … These will be stored in a large plastic container [somewhere in the office]
- Invites to family, friends and people who have helped throughout the year will go out weeks before to this meal. The invites will be hardcopy cards, posters and emails.
- RSVP needs to be received by mid November.
- Please send a suggestion or two of the meal preparation you are to bring with the RSVP.
- Your RSPV will be confirmed to you by mid November.
- Confirmation of what part of the meal preparation your family has offered to bring will be sent to you as well.
- The District will supply the meat varieties and preparation.
- All parts of meals to have the actual ingredients within them printed / written out.
- Please supply the recipe.
- The Formal wear is good clothes for those attending the meal.
- The setting of tressel tables is to be in a horse shoe .
- Decoration of the main area will begin at 10.30. All decorations will be made prior to the day so that all needing to be done is to place them up and around.
- Activities for free time sorted out well in advance. A kitchen fly for shelter set up on the day at the back of the office grounds.
- Kitchen fly to be in place for erection by 10.30.
- First Aid kit and safety preparations will be made prior to the event. [as per every event]
- A Risk Analysis Plan (created for the event [as per every event]) is to be on display in the entry hall.
- Sign in book to be in the entry hall.
- Photo release forms to be in the entry hall for those who are not members of the Girl Guides {Associate Adult, Adult or Youth members]
- Photos taken will be sent to each persons email address if indicated they would like a copy of their/ their Guides photos sent directly to them.
- Meal will begin at 1pm.
We are in need of:
- a kitchen co-ordinator, [position filled]
- a hostess/ host co-ordinator.
- a decorator co-ordinator,
- an outside activities person {will be taught about kitchen flies]
- a craft / artist and music coordinator.
- a Public Relations person for the event.
- a Photographic co-ordinator.
- a clean up co-ordinator.
Please note the adult coordinators job is just to make sure everything is there. Every so often check on progress. The Guides are able to run things from this point.
