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The Priory of Saint Thomas Becke

VIEWS: 6 PAGES: 36

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									    The Priory of
Saint Thomas áBecket




Convent Planning Guide
                                                                   ble f n s
                                                                          en
                                                                T a o C ot t

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

Chapter 1: The Convent & Vigil . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   1-1
      The Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       1-1
      The Church . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           1-1
      Church Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             1-1
      Information on the Vigil . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 1-1
      Convent Time Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        1-2
      The Vigil . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      1-2
      Extra Room for Council Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           1-2
      Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      1-2
              Church Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        1-3

Chapter 2: Accommodations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  2-1
      Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    2-1
      Hotels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .     2-1
      Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      2-1
      Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         2-1
      Hotel Confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               2-1
              Hotel Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     2-3

Chapter 3: The Gathering/Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       3-1
      Gathering Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                3-1
      Venue Choices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            3-1
              Restaurant/Pub . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   3-1
              Member Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    3-1
      Attendance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         3-2
      Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    3-2
              Gathering/Reception Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                 3-3

Chapter 4: The Banquet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             4-1
      Query Establishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   4-1
      Visit Establishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               4-1
      Timing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       4-1
      Pricing per person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             4-1
      Place Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          4-2
      Food Intolerance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             4-2
              Banquet Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                         4-3




                                                   i         Comments - owhamilton@cox.net
Chapter 5: Convent: Announcement, Costs, Directions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                  5-1
      Administrative Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               5-1
              Convent Program Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       5-1
              Convent Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                         5-2
              Name & Place Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     5-2
      Priory Guests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .        5-2
      Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    5-2
      Friday Gathering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             5-2
      Banquet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      5-3
      CAUTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          5-4

Appendix A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .     A-1
      Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       A-1
             Convent Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        A-1
             Reservation Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  A-2
             Directions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            A-3
             Example of Reservation/Menu Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                  A-5
             Example of Attendees Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                             A-6
             Example of Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    A-6

Appendix B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   B-1
      Blank Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          B-1
               Check-off List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              B-1
               Church Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     B-2
               Hotel Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  B-3
               Gathering/Reception Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                              B-4
               Banquet Planning Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    B-5
               Reservation Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                B-6
               Attendee Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 B-7
               Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         B-8




                                                  ii         Comments - owhamilton@cox.net
                                                    t dut n
                                                    r
                                                  In o cio
         The convent is the most important event in the life of a Priory. It is a time when all of the Knights and
Dames gather to enjoy the fellowship of each other, and that is a most important purpose. In addition to fellowship a
convent must provide for ceremony, investitures, promotions, awards and a time for the Prior and the Priory Council
to meet to conduct the business affairs of the Priory.

         Recently a Deputy Grand Prior commented on how much he enjoyed attending convents in his area of
responsibility because it provided him the opportunity to meet and greet a large number of fellow Templars. He also
noted that each of the Priories has a distinctive characteristic. That characteristic is influenced not only by the
membership but by geographical dispersion. He contrasted our Priory with members throughout North Carolina and
Southeastern Virginia with the Washington DC Priory whose members are from a much smaller geographical area.
He noted that some priories usually have their convents in the same church and banquet at the same location from
year to year. Contrast that to our Saint Thomas á Becket Priory who holds convents all over the state of North
Carolina and even Williamsburg, Virginia.




Prepared by:                                                                                Edited and presented by:
Oliver Hamilton, KCTJ                                                                          Rita Hamilton, DCTJ
Chief of Protocol                                                                                          Secretary
                                                    July 19, 2006




                                     iii      Comments - owhamilton@cox.net
                                                      r r
                                                    Fow ad
         Over the years The Priory of Saint Thomas á Becket has settled on a convent weekend that begins with a
social gathering on Friday evening that permits the members to meet the postulants and the postulants to meet the
members and for all to enjoy the fellowship of one another. After the social event the postulants adjourn for their
vigil. On Saturday morning the Prior meets with the Priory Council. In the afternoon there is the convent, followed
by a banquet.

        One can be of no greater service to the Priory than to undertake the planning and staging of a convent.
When you step forward and volunteer for the responsibility you should not hesitate to recruit fellow Knights and
Dames in your area to help share the load.

         Committee effort makes it much easier to do a convent! At the Priory Convent in the fall of 2002, the
members of the Priory who lived in Southeastern Virginia volunteered to plan and stage a convent in Bruton Parish
Church in Colonial Williamsburg. The site was accepted and the group organized to get the job done. The convent
was held in the spring of 2004. That convent was planned and staged by several Knights and one Dame and is a
good example of teamwork. The group decided to collectively host the Friday evening reception, which was held at
the home of a member, and to host a hospitality room at the hotel where all of the members of the Priory could
enjoy the fellowship of each other. With a number of people contributing their time and pocketbook, it took only one
coordinator to set up the time line, keep the checkoff list and send out the announcements! The Grand Prior
attended that convent and was impressed; so impressed that he set the ball in motion for the Grand Convent to be
held in Bruton Parish Church in Williamsburg in the spring of 2007.

                                                            t
         Should you not be able to set up a committee, don’ despair, you can still accomplish the mission. The
Vernal convent of 2006 held in Saint Thomas Episcopal Church in Bath NC was planned and staged by one Knight
and one Dame. With such a wonderful historic setting it was one of the best attended convents that our Priory has
held. There were seventy-two Knights, Dames, Postulants and Guests at the Washington North Carolina Yacht and
Country Club for the Friday reception. Historic St. Thomas church held some forty robed knights and dames plus
several guests for the convent, and seventy-seven attended the banquet held at the River Forest Manor in Belhaven,
                                  t
NC after the convent. So you don’ have to have a committee to hold a convent! But, it does help!

                                                                                                   s
         This guide has been prepared to assist you in your undertaking. It is based on the author’ experience in
planning and staging the two aforementioned convents. When you complete your convent, your thoughts and
suggestions for improving this guide, will be most appreciated by all who follow you! Please send your comments or
suggestions to the Priory Secretary.




                                     iv      Comments - owhamilton@cox.net
                                     pt 1T       nen& il
                                C h a er : h e C o v t V ig

                                                          t
                                                 T h e D ae
        The first and the most important task in planning for a convent is establishing a date and
arranging for the use of a church. The first item on your agenda is to assess the availability of a suitable
church and consult the Prior and determine when to schedule the event. There is always a host of
considerations: holidays, Grand Convents; Scottish heritage events; the weather. You can probably add
several others. Ask the Prior to give you a target date or dates that are acceptable. Ideally the convent
should be scheduled at least twelve months in advance.


                                                          rh
                                               T h e C h uc
        When you have the target date or dates, the next item on your agenda is to arrange for the use of
a church. Our priory usually commits a minimum amount as a donation to the host church. You need to
ask the Prior about this contribution because you may need that information when you seek the use of the
church. As an example, for the vernal convent held in the St. Thomas Episcopal Church in Bath, the
priory committed to a minimum donation of $250 or the entire mite contributed by the Knights and
Dames at the convent. The mite exceeded the minimum commitment by a considerable amount.

        It is always easier to work with your own church if the facilities are suitable. You might also look
to a church where one of our Priory is a member. Familiarity with the church organization can ease the
way for arranging for the use of the facilities. However, if you identify another Christian Church that you
                                           t
think would be best for the convent, don’ be dissuaded; contact them.


                                                 rh     ia
                                            C h uc O ffic ls
        After you establish an appointment, you will want to collect your notes for your meeting with the
church official or officials. You will need the dates that you have obtained from the Prior for the convent
that you are scheduling. You should also have some information about the Templars and about our
Priory. A copy of the Convent Ceremony may also be useful.

        Church denominations have different outlooks on fraternal societies and some are wary of so
called “Secret Societies.” It is always useful to emphasize that we have no secrets and that we are a
Christian fellowship devoted to helping those less fortunate than we are. It may also be useful to note that
a requirement for membership in our order is that one be a Christian and that the order is open to both
male and female.


                                         fom t n nh     il
                                        Inr aio o te V ig
        It is also very important that you have information on the Vigil - why and how it is conducted,
when it is done and for how long we need the church. Also the church should agree that we may use the
church for the vigil. Should the church sanctuary not be available for the vigil, perhaps there is a chapel
that could be used.


                                1-1          comments to owhamilton@cox.net
                                        nenT         u em t
                                      C ov t im e R eqir ens
          Now that you have convinced the church officials that we are a legitimate Christian group and
determined a date and that the facilities are available for the convent, what do you ask for? First, the
Sanctuary for the convent. Our convents are usually scheduled for 4:00 P.M. and last for about ninety
minutes. After the ceremony we always try to take pictures so another thirty minutes is needed. Then
there is the gathering at the church before the convent for practice and instructions. Therefore, adding up
all the time, we like to have a commitment for the use of the Sanctuary for the convent from 1:30 to 6:30
P.M.. That allows the Priory ample time for getting ready and wrapping up.


                                                          il
                                                 T h e V ig
          Once the convent is agreed upon, you will want to address the vigil. Not all priories require a
vigil for their postulates. In our Priory the vigil has evolved into a sacred and most meaningful event for
those to be invested at the convent. The vigil is usually held at 8:00 P.M. the evening before the convent.
It is a solemn time for the postulant and a wonderful opportunity to spend an hour in prayer and
meditation. Ideally, the vigil is held in the sanctuary where the convent will be held the next day. So you
will need to ask the church where the convent is to be held for permission to use the sanctuary on the
evening before the convent, say from 7:30 P.M. to 10:00 P.M. for the vigil. That will obviously entail an
explanation of why we conduct a vigil for postulants and something about the event.


                                     r o r uc      il   in
                                  E xtaR om fo C on M eet g
         You should also inquire about the possibility of using a meeting room at the church for the Priory
Council meeting. The Priory Council usually meets at 10:00 A.M. on the day of the convent. These
meetings usually last for two and a half hours. So, inquire about the availability of a meeting room for
9:300A.M. to 1:00 P.M. on the day of the convent. If you can arrange that fine, if not, there are
alternatives.


                                                     ult
                                                  R es s
         Good work! Now that you have established a date and secured the use of a church, you have
taken the most important step in planning for the convent. In accordance with chapter VII-C, paragraph
one in the SMOTJ manual, Priors are required to tender a request to the Grand Prior to place a proposed
                              s
Convent on the Grand Priory’ Calendar and to request that the Grand Prior or another senior Grand
Priory Officer attend and officiate at the investiture and installation. Until there is a reply from the Grand
Prior in hand, the Convent is not considered to be officially scheduled! You should report your
accomplishment immediately to the Prior. When the Prior gives you the go ahead, move on to arranging
for the Friday reception, accommodations, the Priory Council meeting and the Banquet.




                                1-2          comments to owhamilton@cox.net
                                        rh    nin t
                                   C h uc P la n gN oes



   Church:        _______________________________________________________________________



Dates Reserved:          Fri-Sat                  Date___________        Month_________



                          Vigil                        Friday            7:30 - 10:00 P.M.



                    Council Meeting?              Saturday Morning      9:30A.M. - 1:00 P.M.



                        Convent                       Saturday            1:30 - 6:30 P.M.




                         1-3           comments to owhamilton@cox.net
                                        pt Aco daios
                                   C h a er2: cm m o t n
        The second step in your planning process is to arrange for accommodations for those attending
the convent. It is always a plus to have a hotel reasonably convenient to the church where the convent is
to be held. So, survey the field and note the candidate hotels that are suitable for our group. Hopefully
you will have more than one candidate because competition does have benefits.


                                                       t
                                                    R aes
         Hotels will usually work with you to give you their best group rate. And they will usually reserve
a block of rooms for the group. Seek input from the Prior as well as Knights and Dames who have
planned and staged convents in the past to determine the number of rooms that will probably be required.
After you have the number, contact the hotels. If at all possible, visit the hotels and talk to a manager and
ask to see some rooms. You should give them the dates for which the rooms are needed as well as the
number of rooms that you want to reserve, and ask for the best possible group rate for the convent dates.
You should also ask for a complimentary room for the Grand Prior or his designated representative.


                                                      t
                                                   H oels
        Hotels will agree to a group rate and to reserve a block of rooms. They usually will reserve the
block of rooms until thirty days prior to the event. Within the thirty days before the convent schedule,
hotels will usually agree to extend the group rate to members of the group only if rooms are available.
They will not usually agree to hold rooms within thirty days of the event.


                                                        c
                                                    S pae
         When surveying candidate hotels, you should ascertain the availability of space for the Priory
Council meeting and the feasibility of using the hotel dining facilities for the banquet. It is also useful to
get the costs associated with meeting space and some reasonable cost per person for the banquet.


                                                 sm t
                                                  es
                                                As sen
        Now that you have gathered all the data you are ready to select the hotel that will best meet the
needs of the group. You should consider not only the rate but also the quality of the hotel, convenience to
the church, banquet facilities and meeting space.


                                              t n m tn
                                           H oel C ofir aio
        Once you have selected the hotel, it is useful to again meet with a manager and go over the
arrangements. They will need a group name so that the reservation clerks can locate the appropriate rate.
The Sovereign Military Order of the Temple of Jerusalem is a bit difficult for the average reservation
clerk. You may find it best to use “Knights Templar” to identify our group. Then you will agree on the
number of room to be held for our group and the room rate. Should you need to arrange for a meeting
room for the Priory Council, now is the time.


                                2-1          comments to owhamilton@cox.net
        Our Priory is responsible for providing a room for the Grand Prior or his designated
representative. Hotels will often provide complimentary accommodations for the honored guest of the
group. Usually they have a policy of one complimentary room for every stated number of rooms - say one
for every twenty rooms rented or one for every twenty five. You should ask for a complimentary room
for our Grand Prior or his representative.

         Ask for the complimentary use of a conference room on Saturday morning from 9:30 A.M. to
1:00 P.M.. Should you not be able to get a complimentary conference room, you should get a rate. Also,
get a price for coffee and ice water for the meeting.

        It is most convenient if the banquet can be held at the hotel. So you should ask about facilities,
space and sample menus with costs. Be mindful that the more business that you can give the hotel, the
better your position for getting an economical package.

         When you have concluded your arrangements with the hotel, you should write them a letter to re-
cap your agreement and their commitment. Be certain that you cover dates and prices and be especially
careful to set down in writing their commitment to rates and complimentary rooms and space.

         At this point you should have the necessary information to tell the Prior that you have made
arrangements for accommodations. You should also be in a position to make a recommendations
concerning the location of the Priory Council meeting. If space at the hotel is complimentary that may be
the best choice for the Council meeting. If there is a charge, but space at the church is available, you need
to make the decision. The hotel may be more convenient; the church may be more economical.




                                2-2         comments to owhamilton@cox.net
                                           t      nin t
                                        H oel P la n gN oes

Hotel a:

POC:              Name:                                             Phone Number:


Date Contacted:


                  Special Rate for rooms:

                  # of Rooms to be reserved:

                  Cut off Date for reserved block of rooms:

                  Extension of rates if rooms available?

                  Extra room for GP at no cost?

                  Meeting room available?

                  Meeting room complimentary? Or Cost?

                  Cost of coffee/ice water for council meeting:

                                              Reception at Hotel?

                  Reception facilities available?

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Cash Bar available?

                  Bar minimum (if any):

                  Bartending cost (if any):

                                              Banquet at Hotel?

                  Banquet facilities available?

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Cash Bar available?

                  Bar minimum (if any):

                  Bartending cost (if any):

Notes:




                            2-3             comments to owhamilton@cox.net
                                 pt :         t in/ ept n
                            C h a er3T h e G ah er gR ec io

                    re
       Surely you’ feeling a bit more relaxed now. You have an agreement for the Church for the
convent and vigil. And you have taken care of accommodations and a place for the Priory Council
                s
meeting. Now it’ time to tackle the social parts of a convent.


                                             t in r s
                                          G ah er gP upoe
        Since our Priory was organized, the Friday evening gathering has evolved to an event that our
fellow Knights and Dames look forward to attending. We are scattered over a large geographical area and
                                                                   s
there are not many opportunities to gather and enjoy each other’ company other than at our convents.
The Friday evening gathering is an important social event. It is also a time when all of the members get to
meet our postulants and they get to meet all of us. And, it is also a good time for Priory members to get to
know the Grand Prior or his designated representative.

        So now you should spend some time thinking about and planning for the Friday evening
gathering. At our convents over the years various venues have been used successfully for the gathering.


                                                 u ic
                                             V ene C h o es
        You can choose a restaurant or pub, or you may wish to arrange for a cocktail party with a finger
food buffet. There also may be the possibility of having the Friday gathering at a members home. Any
path that you choose requires some leg work.


                                               t rn b
                                                a /
                                            R esua tP u
            s
        Let’ zero in on a gathering at a restaurant. First you need to identify a suitable establishment in
reasonable proximity to the hotel. Then you should contact the management and ask if they can
accommodate sixty or so guests on the Friday date of the convent and if they are willing to reserve the
space. Even though you use sixty as a planning figure you should promise to give a reasonable count
around five days before the event, one that may be a few less or more. At the Vernal Convent held in
Bath we had 72 people for the gathering which was a cocktail buffet with a cash bar. (Note: Always set
up a cash bar.) By far the best arrangement with a restaurant is that members will order from the menu,
be issued individual checks, and be responsible for their own checks, including the bar bill.


                                                       m
                                             M em berH o e
If there is a member who wishes to hold the gathering in their home they should count on sixty or so
attendees. You can also work with that member host to develop the cost that will have to be collected for
the event in their home.




                                3-1         comments to owhamilton@cox.net
                                               t da c
                                             Aten n e
        Regardless of what you arrange for the Friday gathering you will need to get an expected
attendance by asking the members to let you know if they plan to attend and how many guests they will
have. Should you elect a cocktail buffet you may wish to ask the hotel about setting up a cash bar and
providing a cocktail buffet and the cost of each.


                                                    s
                                                 C ots
Also when estimating costs, you must remember that our Grand Prior or his representative and their
spouses are our guests and their cost must be allocated among the membership.

                ve                                                         t
         If you’ arranged for a restaurant for the gathering you shouldn’ have to worry any more about
cost. On the other hand if you have chosen a gathering place that requires that members pay up front, you
should set up some monitoring arrangement. One system that works quite well is name tags. Ask the
Treasurer to give you a list of the members that have paid and make a name tag for each of them and each
of their guests. The name tags identify all who have paid to attend the gathering.

                ve                                                s
        So you’ made the decision about Friday gathering and that’ another check for your check off
list. Now you can start planning for the banquet.




                               3-2        comments to owhamilton@cox.net
                              t in / ept n nin t
                           G ah er g R ec io P la n gN oes

Event Location:   ____Hotel ____ Restaurant         ____ Pub   ____Private Home   ____Country Club


POC:              Name:                                             Phone Number:



Date Contacted:


                  Reception facilities available?

                  Room cost:

                  Hours room is available for event:

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Cash Bar available?

                  Bar minimum:

                  Bartending cost (if any):

Notes:




                            3-3           comments to owhamilton@cox.net
                                            pt T         nu
                                       C h a er4: h e B a qet

         The final event that you need to cover for the convent week end is the banquet to be held after
the convent on Saturday evening. You and all of your fellow Knights and Dames will be in formal attire,
so your choice of a place should be appropriate for an elegant evening. And a good meal is always
appreciated. It is certainly possible to find an elegant dining facility that is just not capable of handling
sixty or more people for a dinner. So do your best to locate a suitable establishment that can handle our
group.


                                           er E t h m t
                                                a
                                         Q u y sblis ens
        A banquet held at the host hotel is usually the most convenient for the members of the Priory. If
the host hotel has facilities for staging a banquet for 60 - 80 people you will certainly want to include
them in your list of candidates. Just like choosing a hotel you may wish to gather information from a
number of dining facilities concerning their willingness and capability of doing our banquet.


                                             it t h m t
                                                 a
                                          V isE sblis ens
         When you have narrowed the candidates down to a select few you should visit them to talk about
the event. Your should ask for a cash bar so members can obtain before dinner drinks, wine for dinner,
and after dinner drinks for toasting. Then you need to investigate the menu choices and costs. A number
of our fellow Knights and Dames prefer beef; others prefer seafood; and some like chicken. Occasionally
you might get a request for a vegetarian meal but that is rare and most kitchens can readily accommodate
that. Some convent planners elect to use a buffet set up with a choice of two of three entrees and a desert
table. Whatever you choose, you must obtain an agreement with the chosen establishment and a price to
include tax and gratuity.


                                                        g
                                                  T im in
        The banquet needs to be scheduled reasonably close to the end of the convent. You should allow
two hours for the convent (ex: 4-6 P.M.), time for picture taking at the church, then time to get back to
the hotel to freshen up and time to get from the hotel to the banquet facility.

       After you have made your agreement with the establishment that will stage the banquet your are
encouraged to send them a letter stating your agreement on the cash bar, the menu, and the total price.


                                             ic g       s
                                           P r in perperon
        Now that you have a place and a cost per person, you need to determine a cost per member
associated with the banquet. Remember there will be guest whose costs have to be allocated. We always
expect the Grand Prior or his representative (say two people) and you may wish to invite the minister of
                             s
the church and the minister’ spouse to the banquet. Consult with the Prior and get his approval to invite
the minister and ask if there are other guests of the Priory that he plans to invite to the banquet.


                                4-1          comments to owhamilton@cox.net
                                                    c r
                                                P lae C ads
         Should you choose the more formal dinner where everyone is seated and served you should
consider place cards. Place cards that are color coded to the menu selection with the name printed on
both sides are useful for several reasons; the name is visible to all at the table; the wait staff knows that
        s
person’ menu choice; and they serve as a check off for those who are scheduled to attend.


                                               o t ac
                                                   o e
                                             Fod In lern
         Often food choice discussion revolves around the temptation to have as a choice, a vegetarian
meal. In this day and age, it is not necessary to offer a vegetarian choice, for that is one of the easiest
plates for a well equipped kitchen to handle. What you might consider is a check on the form used for
menu selection, to determine severe dietary limitations. You might have lactose intolerant, peanut
                                                                                s
sensitive, or some other food type that would place a limitation on a person’ enjoyment of a meal. This,
if serious, can be accommodated by the kitchen, but they need to know about it. The word “severe”
should be used. A mild food intolerance or sensitivity can usually be handled by that individual without
turning the kitchen into an uproar. This is just a option for you to consider and not necessarily
recommended.




                                4-2          comments to owhamilton@cox.net
                                        nu      nin t
                                     B a qetP la n gN oes

Event Location:


POC:              Name:                                           Phone Number:



Date Contacted:


                  Maximum number of people that can be seated/served:

                  Minimum # of people:

                  Room cost, if any?

                  Hours room is available:

                  Tax rate:

                  Gratuity:

                  Average cost per person, including tax & tip:

                  Menu Choices:
                                    ___________________________________________Cost:_________

                                    ___________________________________________Cost:_________

                                    ___________________________________________Cost:_________

                  Cash bar available prior banquet?

                  During meal?

                  After meal?

                  Set up charge for Bar if any:

                  Cost for bartending, if any:

                  Bar minimum if any:

Notes:




                              4-3         comments to owhamilton@cox.net
                         pt C nen n c t s
                                  :  u em ,   s ecios
                    C h a er5: ov tAnon en C ot, D ir t n
        When you have completed making all the arrangements for the convent you are ready to
announce the event to the membership. You should provide them with a general schedule, costs, places
and directions. An example of a convent announcement with costs and directions is included in
Appendix A.

        Priory members have a pretty good idea of what to expect at a convent, but it is a good idea to
give scheduling information with dates and times. The announcement should give the name of the church
where the convent will be held with some general information. For example the convent will be held at
(name & address of the church) on Saturday (date). Knights and Dames with speaking parts or other
convent duties should be at the church by 3:00 P.M., others should be in place by 3:30 P.M.. Likewise
you should give the location, date and time of the Friday gathering, the Priory Council meeting, and the
Banquet. You may do this in narrative form with a sequenced schedule of events.

        Now to a very important item, determining the cost that members are asked to pay. These are the
costs that have to be covered for a convent:

        A)      Administrative Costs
        B)      Priory Guests
        C)      Space
        D)      Friday Gathering
        E)      Banquet


                                             is t e s
                                               r      s
                                        Adm intaiv C ot
        In this category, we cover:
                 - Programs
                 - Preparing & copying the announcement of the convent
                 - Postage & Envelopes
                 - Name cards and holders
                 - Place cards.



                                          nenP orm s
                                        C o v t rga C ot
         Beginning with the convent held in Williamsburg in the spring of 2004, our Priory has used a
rather formal program for our convents. Programs can vary widely in cost, so you must determine the
cost of programs before you can do a proper estimate of the administrative cost. Then you must find
someone to print the programs. The Priory programs are now renowned throughout the organization for
their sophistication. You must decide if you wish to continue this process and must also determine the
cost per person attending the convent. The protocol is to give out the tasseled programs to knights and
dames and to hand out a simple sheet to visitors and observers.


The other items are reasonably easy to estimate. O.K., Now you have done the drill and have a good
estimate of your administrative costs. What next?

                               5-1         comments to owhamilton@cox.net
                                            nenAno c t
                                                   u em
                                          C o v t n n en
         You must prepare the announcement of the convent and get it distributed. There are three ways
to do this: separate mailing; inclusion in the newsletter; inclusion and mailing. The Priory Secretary
should be equipped to do the mailing and the newsletter editor can include the announcement in the
newsletter. Both should be notified. Emailing is useful, however there are still members without email or
computers. They must be notified by mail. The most effective way to announce the convent is through
the U.S. Postal service using the Priory website and email for redundancy. Announcements should go out
60 day prior to the schedules date of the convent.



                                              m        c r
                                           N a e & P lae C ads
The Priory Treasurer can give you the names and meal choices so you can prepare name tags and place
cards if you choose to use them.


                                                ioy es s
                                              P rr G u t
        We always invite the Grand Prior to our convents. If the Grand Prior is not available, he usually
designates a Deputy Grand Prior to represent him. You should count on two, husband and wife. Since
they are our guests the Priory pays for accommodations, ground transportation while our guest are in the
area (rental car, perhaps), and the cost of the reception and banquet.

        It is the normal practice to invite the minister of the host church and his or her spouse to the
banquet. You should confer with the Prior to obtain his concurrence and ascertain if he has additional
guest that will be hosted by the Prior. Now that you have the guests list, add the cost of the functions that
they will attend to your cost of guests.


                                                       c
                                                   S pae
         There is another cost item that you have to cover - the cost of space, i.e. use of a conference room
for the Priory Council meeting. Always try to negotiate space cost out of the equation, but sometimes you
have to bite the bullet.


                                             ida G t in
                                            Fr y ah er g
          Determining the cost of the Friday gathering should not be too difficult, but you may use a
facility that will provide food or you may need to use a caterer. When you total the cost - facilities, food,
bar, etc, be certain that you agree on a gratuity and get the percentage that you have to add for tax. Now
that you have all of those costs pinned down you can determine a cost per person.




                                5-2          comments to owhamilton@cox.net
                                                    nu
                                                 B a qet
        The same routine applies to the banquet with one nuisance - the cost for the various menu items
that you plan to offer may vary. Just do some dead reckoning and come up with one cost per meal. Note
carefully if there are any extra costs that have to be covered such as bartending fees and remember to
include taxes and gratuity.


         Now that you have all the costs identified, you have to get creative. You will want to add up all
the costs for administrative item, guests and space so you can allocate it among the members. A
reasonable rule of thumb is that you will have 45 members and their guests at the Friday gathering and 60
                    s
at the banquet. Let’ say that your total estimated cost for administration, guests, and space is $615.

                                                      s
If you add $8 to the cost that the members and member’ guests
will pay for the banquet:                                                    (60 * $8 = $480),
and $3 to the cost of the Friday gathering:                                  (45 * $3 = $135),
you will cover the expense:                                              ($480 + $135 = $615)
of the convent.

         Now if there are more attendees than projected the Priory Treasurer is happy. On the other hand
if attendees are over estimated, the Prior is not pleased.

       Also if you plan to use a restaurant for the Friday gathering with the attendees paying their own
way you will have to allocate all of the administrative, guest, and space cost to those attending the
banquet or else charge a registration fee.

       Note: at the Priory Council meeting held at the vernal convent in 2006, it was proposed that all
administrative cost associated with the convent and all costs associated with Priory guests be paid by the
Treasurer from oblations. That proposal has not yet been acted upon.


              re
        You’ closing in on the target. Armed with all of the arrangements that you have made and the
cost projections you are ready to announce the convent to the membership. Appendix A shows a sample
announcement with information on the places, dates, and costs. In addition, there is a form that the
members can use to make menu selections and determine the amount of their payment.

         Remember to set a deadline by which the members must respond, and set that date early enough
to give you time to get the essential information to the places where the gathering will be held and to the
banquet facility. Send the announcement to the Priory Secretary for distribution to the membership. The
Secretary should have your information 70 days in advance of the convent.

         Also you must stay in touch with the Prior, not only to keep him appraised on your plans but also
to get the information necessary for you to make hotel reservations and arrangements for the Grand Prior
or his representative.




                                              C AU T IO N
                               5-3          comments to owhamilton@cox.net
      It is a good idea to write a letter to the managers of the establishments that will be used and
summarize the agreements that have been made.

         This is particularly important in regards to bar arrangements. If it is to be a cash bar you will
want to make sure that the arrangement is that each attendee is responsible for his or her own bar bill and
that the Priory is not responsible for any bar bills.

        If you have made commitments for a bar set up cost or the cost of bartenders that should be
carefully identified.

      You may also wish to determine the prices that will be charged for drinks so you can give the
members some advance information and there are no surprises when checks are presented!

                       ll
        Good Luck! You’ do a great job!




                               5-4          comments to owhamilton@cox.net
                                                 dix
                                             Appen A
                                                     m
                                                 E xa ples
                                         nenAno c t
                                               u em
                                       C ov t n n en

          The Priory of Saint Thomas á Becket of North Carolina


Brother Knights and Sister Dames,

The Vernal Convent of The Priory of Saint Thomas á Becket will be held at Saint Thomas Episcopal Church in Bath, North
Carolina on Saturday, May 6, 2006 at 4:00 P.M..

Bath is the oldest town in the State. It was founded in 1705 and Saint Thomas is the oldest church in the State. Construction was
begun in 1734 and the church has been in continuous use ever since. Bath is located about 16 miles east of Washington, NC.

Hampton Inn, 2085 West 15th Street, in Washington, NC will be the host hotel for this convent. Call (252) 940 - 4556 to make
your reservation. The hotel is offering our members a special rate of $75 (plus tax) per room per night. This rate includes a
continental breakfast. Identify yourself as a member of the “Knights Templar of North Carolina” to obtain the special rate. The
Inn has also agreed to extend this special rate to cover Thursday evening, 4 May, for those of you who plan to come early for the
shooting event being organized by Brothers Foy and Kane.

The hotel has reserved a block of rooms for us and will guarantee availability through 3 April. After April 3rd, they will not
guarantee availability but if a room is available they will reserve it for you at the special rate. Please make your reservations
early. May 5-6 is graduation weekend at East Carolina University in Greenville. The Hampton Inn may benefit from overcrowded
hotels in Greenville.

Arrangements have been made for Priory members, postulants and guests to gather at 6:00 P.M. on Friday evening May 5, 2006,
at the Washington Yacht and Country Club, 7155 River Road, for cocktails (cash bar) with heavy hors d’       oeuvres. The bar will
remain open after our postulants depart for their vigil. So you can stay a while to enjoy the fellowship or else select one of
            s
Washington’ restaurants for dinner after the gathering.

The Priory Council will meet in the conference room at the Hampton Inn on Saturday morning, May 6. The hotel is setting up to
accommodate all members of the council and any members who wish to attend as observers.

Also, on Saturday morning, members might wish to tour some historic houses in Bath. Tours of two houses, the Palmer-Marsh
                                                               s
house (1751) and the Bonner house (1830), start at the Visitor’ Center. The center opens at 9:00 A.M. on Saturdays and each
house will take about 40 minutes. The cost is only $1 per house.

After the Convent, we will journey further east to the River Forest Manor in Belhaven, NC for our banquet. In 1899 John
Wilkinson, President of J. L. Roper Lumber Company and Vice-President of Norfolk and Southern Railroad constructed a
beautiful Victorian Mansion on the banks of the Pungo River. Italian craftsmen were called in to carve the ornate ceilings and the
oak mantles for each of the eleven fireplaces. The mansion was completed in 1904 and served Mr. Wilkinson and his wife for
many years. In 1947 the property was purchased by Axson Smith of Belhaven. Today it is known as the River Forest Manor and
features a world famous restaurant, hotel and marina. Many celebrities, including James Cagney, Burl Ives and Walter Cronkite
have been guests at the River Forest Manor.

Our banquet will be held in the River Front Room with access to a large deck that faces the water. Chef Brown invites you to
choose a dinner entree of either prime rib, yellow-fin tuna or hunter roasted chicken. A cash bar will be open before, during and
after dinner.

Join us “DOWN EAST” in one of the most historic areas of North Carolina for a Country Convent! A reservation form is
enclosed and must be received by our Treasurer, Dame Carol Foy, no later than Saturday, April 29, 2006.

Non nobis, Domine, non nobis,


Oliver W. Hamilton, Jr., KCTJ, FSA Scot
Convent Convenor

                                                               A-1
                                                  eraio Fom
                                               R esvt n r

To:      Dame Carol Foy, DCTJ
         P.O. Box 460
         Pollocksville, NC 28573


                                                                                                         The Priory of
                                                                                                     St.Thomas á Becket



From: ____________________________ Phone number:_________________________


1. Reservations for Cocktail Buffet (Washington Yacht & Country Club)
        1800 hours Friday, May 5, 2006
 NAME (For name tags)                                                                                 $18.00
                                                                                                      per person




                         TOTAL AMOUNT FOR RECEPTION ($18/person)                                      $


2. Reservation for post Convent Banquet at River Forest Manor, Belhaven - Saturday, May 6, 2006
Please enter name as you wish it printed on place card and select entree.
                      Name (for place card)                                Entree (circle one)            $40
                                                                                                       Cost/person

                                                                    Beef            Tuna   Chicken


                                                                    Beef            Tuna   Chicken


                                                                    Beef            Tuna   Chicken


                                                                    Beef            Tuna   Chicken


                          TOTAL AMOUNT FOR BANQUET ($40/person)



                    RECEPTION ($18 / person)

                    BANQUET ($40 / person)

                    TOTAL AMOUNT ENCLOSED:



3. A total of ___________ people in my party plan to tour historic homes in Bath.




                                                        A-2
                                                        ecios
                                                     D ir t n

                                              BANQUET MENU
                                          House Salad with dressing
                              Your place card will indicate your entree selection of:
                                               Prime Rib (8 oz)
                                            Yellow Fin Tuna (6 oz)
                                                   s
                                          Hunter’ Roasted Chicken

                                                      s
                         Vegetables: Potatoes and Chef’ choice of Garden Vegetables

                                                   Rolls & butter
                                                 Coffee, tea or soda

                                               Dessert: Cherry cobbler




                  Hampton Inn
               2085 W. 15th Street
              Washington, NC 27889



From the WEST use US 264 East. The hotel is on
the western side of Washington. Watch for the
intersection of US 264 and 15th Street and turn left at
the stop light. You will see the Hampton Inn when
you make the turn. Go about a block and turn right,
into the hotel parking lot.

From the NORTH use US 17 South. When you
enter the town of Washington, watch for the
intersection of US 17 and 15th Street. It has a stop
light and you should turn right. Just beyond the light
is a small shopping plaza, Pamlico Plaza. 15th Street runs along the northern side of the plaza. Stay on 15th street for
about 0.8 mile. The Hampton Inn will be on your left.

         If you miss the turn, stay on US 17 South to the intersection of US 264 West and turn right. Stay on US 264
         West for about 1.6 miles to 15th Street (traffic light). Turn right onto 15th street and you will see the
         Hampton Inn on the right after the turn.



From the SOUTH, use US 17 North. After you cross the bridge go about five blocks and turn left onto US 264
West, proceeding about 1.6 miles to 15th street. Turn right at the light onto 15th street. You will see the Hampton Inn
on the right after the turn.




                                                          A-3
                                                                     Washington Yacht & Country Club
                                                                             7155 River Road
                                                                             Washington, NC




                                                              From the Hampton Inn, exit the parking lot and turn
                                                              left. Go a block to the light and turn left onto US
                                                              264 East. Proceed about 1.6 miles to the intersection
                                                              of US 17. Turn right at the light onto US 17 South.
                                                              Go two blocks and turn left onto 3rd Street. No more
                                                              turns! 3rd street becomes Park Drive which becomes
                                                              River Road, also Route 32.. Route 32 takes a turn to
                                                              the left. Do NOT take the turn; stay on River Road
                                                              which dead ends at the Washington Yacht &
               Washington Yacht & Country Club                Country Club.




                St. Thomas Church
                     Bath, NC


Exit the hotel parking lot and turn left. Go a block
to the light and turn left onto US 264 East. Stay on
US 264 East for about 10.5 miles to the intersection
with Route 92. Stay right onto Route 92. Bath is
about 5.5 miles east of the US 264 & Route 92
intersection. You will cross a bridge over Bath
Creek. After the bridge, turn right onto Main Street.
Go one block and turn left onto Craven Street. Saint
Thomas Episcopal Church is on your right.

                                                                       St. Thomas Church, Bath

From the St. Thomas Church, continue East on Craven Street to King

                                                                                 River Forest Manor
                                                                                 738 East Main Street
                                                                                    Belhaven, NC


                                                                      Street. Turn left onto King Street. You will
                                                                      be headed north. King Street will become
                                                                      Jackson Swamp Road. Stay straight. (Do
                                                                      NOT turn onto Post Road.) Jackson Swamp
                                                                      Road dead ends at US 264 about six miles
                                                                      from Bath. Turn right onto US 264 East.
                                                                      You will go through the town of Pantego
                                                                      before you reach Belhaven. When you
                                                                      reach Belhaven, stay on US 264 Business.
                                                                      (Do NOT take the bypass.) US 264
                                                                      Business will put you on Main Street in
                                                                      Belhaven. Stay on Main Street through the
                                                                      business district to the River Forest Manor
                     River Forest Manor, Belhaven                     on your right.




                                                        A-4
                                m    f eraio / u t n
                            E xa ple o R esvt nM en S elecios
To:     Dame Carol Foy, DCTJ
        P.O. Box 460
        Pollocksville, NC 28573

From: __________________________________ Phone number:_________________________


1. Reservations for Cocktail Buffet (Washington Yacht & Country Club)
        1800 hours Friday, May 5, 2006
 NAMES (For name tags)                                                                        $20.00
                                                                                              Cost/person




                    TOTAL AMOUNT FOR RECEPTION ($20/person)                                   $


2. Reservation for post Convent Banquet at River Forest Manor, Belhaven - Saturday, May 6, 2006
Please enter name as you wish it printed on place card and select entree. (See reverse for full menu.)
                   Name (for place card)                             Entree (circle one)         $40
                                                                                              Cost/person

                                                              Beef         Tuna     Chicken


                                                              Beef         Tuna     Chicken


                                                              Beef         Tuna     Chicken


                                                              Beef         Tuna     Chicken


                     TOTAL AMOUNT FOR BANQUET ($40/person)



                  RECEPTION ($20 / person)

                  BANQUET ($40 / person)

                  TOTAL AMOUNT ENCLOSED:



3. A total of ___________ people in my party plan to tour historic homes in Bath.




                                                   A-5
                                           m    f t dees akin
                                       E xa ple o Aten T rc g
Name to appear on reception card                     Reception                       Banquet
Ham Hamilton                               member      Yes 1      paid       Yes 1     paid     Beef
Rita Hamilton                              member      Yes 1      paid       Yes 1     paid    Chicken
      Tom Brock                              guest     Yes 1      paid       Yes 1     paid     Beef
        Larry Hamilton                       guest      No                   Yes 1     paid     Tuna




                                            xam         i
                                           E p le ofCos tng

                                                  One Time Cost      Per Person

      Banquet:
      River Forest Manor, Belhaven
      -- Cash Bartending                              $50.00
      -- Dinner cost per person                                          $25.00
      -- Tax                                                             $1.75
      -- Tip                                                             $5.00
      -- Room cost                                    $150.00

                                        TOTAL:
      St. Thomas Church, Bath
      Donation to Church                              $150.00
      Other donations:
                                         TOTAL:
      Reception:
      Washington Yacht & CC
      Room cost:                                       none
      Selections cost per person:                                        13.25
      Tip per person                                                     2.65
      Tax                                                                0.93
      Bartending fee for cash bar                      none

      PROGRAMS:
      Check with Priory Secretary for costs
      -- Covers
      -- Tassels
      -- Printing Costs
      -- Programs for non members
      ADMINISTRATION
      -- Flyer (copying)                              $19.60
      -- Envelopes                                    $2.75
      -- Mailing (postage)                            $27.30
      -- Name tags, holders, place cards
      -- Room for council meeting                     $120.00

                                        TOTAL:
      Guest Costs (rental car, etc):




                                                      A-6
                                            dix
                                        Appen B
                                            n r
                                        B la k Fom s
                                             k- ff t
                                        C h ec o L is

           ITEM                 DONE?                   NOTES

Church

 - Date

 - Vigil

Concurrence of Prior

Hotel

 - Rooms

 - Council meeting
room

 - Complimentary room

 - Coffee/water for
meeting

Reception

  - Location

  - Menu

  - Bar

Banquet

  - Location

  - Menu

  - Bar

Directions with map

Announcement to
members

Reservation forms sent

Name tags made

Place cards made

Program(s) made
(much information is included
in the program, therefore as
much lead time as possible
is needed)




                                            B-1
                                                       es
                                   Churc h P lanning Not


   Church:        _______________________________________________________________________



Dates Reserved:          Fri-Sat                  Date___________       Month_________



                          Vigil                   _____________      _______ - ______ P.M.



                    Council Meeting?              _____________      _______ - ______ P.M.



                        Convent                   _____________      _______ - ______ P.M.




                                            B-2
                                          t      nin t
                                       H oel P la n gN oes

Hotel a:

POC:              Name:                                             Phone Number:



Date Contacted:


                  # of Rooms for special rate:

                  Cut off Date for special rate:

                  Extension of rates if rooms available?

                  Extra room for GP at no cost?

                  Meeting room available?

                  Meeting room complimentary? Or Cost?

                  Cost of coffee/ice water for council meeting:

                                              Reception at Hotel?

                  Reception facilities available?

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Bar available?

                  Bar minimum (if any):

                  Bartending cost (if any):

                                              Banquet at Hotel?

                  Banquet facilities available?

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Bar available?

                  Bar minimum (if any):

                  Bartending cost (if any):

Notes:




                                                     B-3
                              t in / ept n nin t
                           G ah er g R ec io P la n gN oes

Event Location:   ____Hotel ____ Restaurant         ____ Pub   ____Private Home   ____Country Club


POC:              Name:                                             Phone Number:



Date Contacted:


                  Reception facilities available?

                  Room cost:

                  Hours room is available for event:

                  Minimum # of people:

                  Average cost per person, including tax & tip:

                  Cash Bar available?

                  Bar minimum (if any):

                  Bartending cost (if any):

Notes:




                                                    B-4
                                       nu      nin t
                                    B a qetP la n gN oes

Event Location:


POC:              Name:                                           Phone Number:



Date Contacted:


                  Maximum number of people that can be seated/served:

                  Minimum # of people:

                  Room cost (if any):

                  Hours room is available:

                  Tax rate:

                  Gratuity:

                  Average cost per person, including tax & tip:

                  Menu Choices:
                                   ___________________________________________Cost:_________

                                   ___________________________________________Cost:_________

                                   ___________________________________________Cost:_________

                  Cash bar available prior banquet?

                  During meal?

                  After meal?

                  Set up charge for bar (if any):

                  Cost for bartending, (if any):

                  Bar minimum (if any):

Notes:




                                                    B-5
                                               eraio Fom
                                            R esvt n r

To:     Treasurer, Priory of St. Thomas á Becket
        _____________
        ____________, _______ _______




From: ____________________________ Phone number:_________________________


1. Reservations for Cocktail Buffet at _________________________________
        ______ hours Friday, ________, 200_
 NAME (For name tags)                                                                        $___.00
                                                                                             per person




                        TOTAL AMOUNT FOR RECEPTION ($__ /person)                             $


2. Reservation for post Convent Banquet at __________________- Saturday, ______, 200_
Please enter name as you wish it printed on place card and select entree.
                    Name (for place card)                          Entree (circle one)          $__
                                                                                             Cost/person

                                                              ______       ______   ______


                                                              ______       ______   ______


                                                              ______       ______   ______


                                                              ______       ______   ______


                        TOTAL AMOUNT FOR BANQUET ($__ /person)



                   RECEPTION ($__ / person)

                   BANQUET ($___/ person)

                   TOTAL AMOUNT ENCLOSED:



3. A total of ___________ people in my party plan to________________________.



                                                   B-6
                                        t dee akin
                                      Aten T rc g
Name to appear on reception card               Reception                    Banquet
                                   mbr/guest    yes/no     paid?   yes/no    paid? menu choice




                                               B-7
                                                      sin
                                                   C ot g

                                              One Time Cost   Per Person   Notes

Banquet:
_______________________________
 -- Cash Bartending
-- Dinner cost per person
-- Tax
-- Tip
-- Room cost

                                     TOTAL:
Church:
______________________________
Donation to Church
Other donations:
                                     TOTAL:
Reception:
______________________________
Room cost:
Selections cost per person:
Tip per person
Tax
Bartending fee for cash bar

PROGRAMS:
Check with Priory Secretary for costs
-- Covers
-- Tassels
-- Printing Costs
-- Programs for non members
ADMINISTRATION
-- Flyer (copying)
-- Envelopes
-- Mailing (postage)
-- Name tags, holders, place cards
-- Room for council meeting

                                     TOTAL:

Guest Costs (rental car, etc):

____________________

____________________

____________________




                                                     B-8
    dic
Appen es

								
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