Hospitality

CCW Organization Notebook provided by the Joliet Diocesan CCW

All successful groups have Hospitality as one of their core ingredients.  Your Parish Council of Catholic Women may not want to be ‘known’ as the “coffee & cookie” ladies of the parish, but without a welcoming atmosphere of hospitality, no program or meeting will be the success it could be.  Do remember, though, that the most important aspect of hospitality is the greeting and welcoming portions of an event, though certainly the set-up, refreshments and clean-up are also necessary.

           Some parishes have a Social Life Committee to organize receptions after Confirmation, farewell and welcome receptions for changes of clergy or other staff, organize a Parish Picnic and/or other social functions of the parish, but in many, the PCCW is asked (or expected?) to take care of all or most of these responsibilities.

           Whether your group is providing the hospitality for a parish-wide function, or one of your own events, there are some basic elements as well as a variety of ways to coordinate them.  The basics begin with decisions on room layout & equipment (podium, microphone, screen…); seating arrangements (tables, chairs, will there be a buffet or will tables be served), type of food: hot, cold, finger…; beverages: coffee, tea (don’t forget sugar, creamer, stirrers…), juice, soda, water; miscellaneous: name tags (for all, or just the hostesses?), a sign-in table? information pick-up table?

           For many groups who provide ‘hospitality’ with any regularity, doing so is almost second nature; however, the following check-list may be a useful reminder:

1.      Who will handle the initial arrangements: room reservation, room set-up?

2.      Who will check the available supplies (paper goods, beverages and their ingredients) and purchase more,if needed?

3.      Who will buy or bring any needed food items?

4.      Who will arrive early to set up? start coffee, tea? tablecloths? centerpieces? name tags, pens? accept and arrange purchased and/or donated food

5.      Which women will handle the clean-up, etc.

PCCWs organize their hospitality responsibilities in a variety of ways; see if any of the following will work for your group:

a.     The Church Commission chair provides a liturgical prayer, themed to the program and/or the season, usually providing printed copies of the prayer, and often a visual display to focus on the prayer

b.      A designated ‘Hospitality’ chair for the year checks before and after each event on paper goods, beverage supplies and updates the stocked supplies

c.      Each event has a particular ‘Coordinator’ who solicits help with all phases of the event

d.      A ‘Decorator’ agrees to provide a main table centerpiece or individual table centerpiece for all major events themed to the program or season

e.     ‘Hostesses’ – several for each event - wear badges or something distinctive and are responsible for greeting everyone, especially newcomers, and arranging for their comfort: introductions, seating…

f.      A Membership chair agrees to provide get-acquainted games, small door prizes or a ‘white elephant’ raffle

g.     A Hospitality Committee is formed at the beginning of the year to handle hospitality tasks for regular meetings.

h.      At a meeting prior to the next event, a sign-up sheet is passed around, and members sign up to purchase, bring or bake supplies or food items, arrive early to set-up, and /or remain to assist in clean up.