INC - Inter-Neighborhood Cooperation

Guidelines for Hosting An INC Delegate meeting

Select the date (second Saturday of the month) you wish to host and advise INC President or Secretary as soon as possible. Dates are often reserved 6-12 months in advance. Rule of thumb cost is about $75 depending on how much food and whether or not you buy or make coffee and what is served.

Host Responsibilities:

Building Reservation/Use

• Clear the use of the facility with proper authorities
• The facility should have HC parking and access if at all possible
• Advise INC of the building location and any special notes about getting there, parking and HC access.  Advise INC as soon as possible.  You may need to preview the facility first.
•  INC Connection monthly newsletter goes to press about a week before the meeting.
• Ensure access to the building for INC by 745A at the latest. Some members arrive by 8:00AM
• Clean up (INC members usually will help as well)

Provide food and beverages for about 50-60 attendees

• Coffee (Regular and Decaf)
• Hot water is nice to have and if included, you provide tea bags
• Juice (100% preferred)- Half gallon is usually enough; fruit is a nice option (grapes, berries, etc)
• Water – if water fountains are not available, bottled water is a nice to have item
• Cream or creamer, sugar, sugar substitute, stirs
• Breakfast oriented food – remember some cannot eat sugary items so it is nice to provide alternative items (mini bagels, sugar-free cookies, cheese, etc.).
• If you bring bagels with cream cheese, remember knives for spreading and cutting
• Napkins and/or small paper plates

[Note: if any food items remain, Randle Loeb from CHUN can use these for the homeless]

Room setup

• Table for sign up
• Table for literature (newsletters, brochures HOA’s bring, etc.)
• Table or area for food, beverage service
• Chairs for at least 60 people
• Screen for slide presentations
• Projector if available (speaker provides their own cable to their own computer)

Presentation Announcements

• Welcome from a host HOA representative & please include “housekeeping” notes such as where restrooms are located, recycling if available, etc.
• Invite your respective City Councilperson and introduce that representative at the meeting
• Speakers (other than initial remarks by City Councilperson and INC Hosting group)
• If you have an idea for a speaker, INC is open to hearing about that
• A/V system
• Advising members of the meeting date/time and location of the facility
• INC directional signage
• Meeting agenda and management of the meeting

INC Responsibilities