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Procedures for Hosting an Monthly Ontario TMAC Chapter “Munch & Mingle”
Dates
Typically, a Munch and Mingle event takes place on the fourth Tuesday of each month, excluding February, July and December when no meeting occurs. Some flexibility is possible, however we endeavor to maintain a suitable length of time between meetings.
These events have proven to be very popular with our industry members, so the sooner you are able to select your month, the better. Please check the online calendar to see available month Or call the TMAC Ontario Liason Jantine Van Kregten at 1-800-363-4465 ext. 116.
Canceling a Date
Please be committed when reserving an M&M date. Although unforeseen events happen, our expectation is that hosts who have reserved an M&M date will show due diligence in fulfilling their commitment to the date chosen.
Invitations and Attendees
The host must be a TMAC member at the time of hosting a TMAC event. You will be provided with a draft of the invitation to your event for your approval three weeks prior to the event. Invitations will be emailed to all TMAC Ontario Chapter members. Attendees will RSVP directly to the host by a specified date, and are allowed to bring no more than two non-members, who must be potential TMAC members. A charge of $5 per non-member guest will be charged at the door and retained by TMAC Ontario. As the host, you may of course invite your own guests, however protocol dictates that all Ontario TMAC chapter members must be invited to a TMAC sanctioned event including media and industry. A host may decide to decline non-TMAC member guests, if an invitee responds after the RSVP date, or a host may decline guests beyond the designated allotment of two TMAC member guests even if they RSVP prior to the deadline. However it is the host’s responsibility to communicate this information to the invitee. TMAC Ontario Board staffs a registration table, and will supply the host with a full list of attendees and their business cards following the event. Even those guests who have been invited directly by the host will be required to register at the TMAC desk upon arrival and present two business cards.
Munch & Mingles The location of Munch & Mingles are decided by the host. In the past Munch and Mingles have been held at hotels, restaurants, attractions etc. It is recommended that sponsors try to keep the location accessible to TTC. The menu and cost for catering is determined and paid for by the host.
Format (Sample only)
A Munch and Mingle generally is from 5:00 to 7:00 PM.
5:00 to 5:50 the host provides
a cocktail-style reception for TMAC members and guests. (Thus the “Munch
and Mingle” of the event.)
Attendees are asked to take their seats by 5:50 to allow 50 minutes for
the host’s presentation.
5:50 – 6:10 TMAC “housekeeping”: TMAC - oriented announcements regarding events or members. Introduction of the host, welcoming of members and guests.
6:10-6:50 Host’s presentation. This may take any form you wish, from a destination/product knowledge lecture with audiovisual support, to a sponsored discussion of a timely industry issue or professional development lecture on topics such as copyright, traveling in uncertain times, web publishing, or photography. A panel of experts may be appropriate, or a single presenter. It is the host’s responsibility to arrange for all necessary equipment and speaker support for the event.
6:50– 7:00 questions from the floor
Wrap Up
The floor will be returned to TMAC Ontario for the
board member to wrap up the evening and thank appropriate parties.
Take Aways
We suggest waiting until the end of the presentation
to provide attendees with appropriate Media Kits or other information
or promotional materials. A door prize is always a pleasant addition to
proceedings (and prizes can only be collected by a guest present in the
room at the time of the draw).
Schedule
When the host has determined the schedule for the event,
the host will provide time lines to a TMAC Ontario liaison, including
the names of any dignitaries, who will be present and specific folk to
be thanked in the wrap-up.
Co-Sponsoring a Munch and Mingle
Hosts should be aware that they are welcome to team up with other industry members to defray the cost of a Munch and Mingle, however the ensuing team/program should ideally have a cohesive nature. Co-sponsored events must still be limited to the stipulated length of two hours. TMAC Ontario maintains a list of sponsors interested in teaming up with another host, and we are happy to act as a “matchmaker” in this respect. However, TMAC can offer no guarantee of providing such a co-sponsor and a Munch and Mingle date will not be held open conditionally for hosts pending the procurement of a partner.
