Ways To Become Involved
The Scottish Club of Tulsa exists because of the dedication our Members have to preserve and perpetuate Scottish ideals, traditions, literature, and song. That dedication is visible through the thousands of volunteer hours that are selflessly given, in the limelight and behind the scenes to keep the S.C.O.T. a vibrant organization. In addition to our Gatherings, we have several annual events that need people on the ground to make them happen, from greeting members and non-members alike, to assist in organizing the various fundraising events held each year, and to bring new ideas to the table. The most important of these roles is of course, sitting on the Council, which handles the day to day operations of the Club, but there are many other ways to share your talents and gifts. Following is a description of our various committees and the duties they encompass.
Greeting CommitteeThe function of the Greeting Committee is to be present at all Gatherings.
- To have an inviting and pleasant disposition when greeting the Membership and their guests as they arrive.
- To help answer questions and to direct Members or their guests to Committee Chairpersons or Council Officers who can aid or assist in answering concerns, questions, or in implementing suggestions.
- To aid or assist the Membership Chairperson in locating the Name Badges of the Membership as they are being checked in at the Membership Desk.
Ultimately, the Greeting Committee helps make certain that every Member and their guests feel welcomed and comfortable at our Gatherings.
Set Up and Tear Down CommitteeThe function of the Set Up and Tear Down Committee is to be present at all Gatherings.
- To have a strong knowledge of where all supplies are kept.
- To set up the Head Table with the appropriate table cloth and Club Table Banner.
- To coordinate with the Entertainment Committee to know the needs for the Gathering, to set up the audio/speaker system, to set up the projector and projection screen when necessary, to set up the Education Table with the Club’s Books, Maps of Scotland’s Clans, and all other educational materials.
The function of this Committee is to organize with all other Committees in developing Entertainment Programs, the logistics of those Programs, and to make certain that their activities are family appropriate, are age and morally acceptable and appropriate, scheduled and ready to be implemented no less than three months in advance of the presentation date.
- To develop and organize activities at every Gathering.
- To share all information on the Entertainment Program in a written report with the Council, the Children’s Entertainment, I.T. and Media Chairs no less than two months in advance of the presentation date.
- To book and contract, with Council consent, Musicians, Bands, Demonstrators, Instructors, Presenters, Speakers, and Suppliers within the confines of the Entertainment Budget as set by the S.C.O.T. Council.
- To coordinate with the Set Up and Tear Down Committee to make certain that all S.C.O.T. property is accounted for and properly put away at the end of each activity, event, function, presentation and performance.
The function of this Committee is to begin meeting in May, to work with the Entertainment Committee in developing all aspects of the Trunk or Treat program from cost projections, concepts, and logistics. This Committee is responsible for Booking and Contracting Suppliers, Vendors, and Volunteers for activities such as the Dunk Tank rental and Face Painting.
- To promote and maintain the family friendly carnival theme.
- To provide written reports to the S.C.O.T. Council of the Committee findings and planning.
To organize all activities, games, candy donations, participants, and volunteers, within the confines of the Trunk or Treat Budget set by the S.C.O.T. Council.
The Committee Chairperson is responsible for fundraising and making annual applications to corporate sponsors for their continued financial sponsorship. To develop and submit Thank You letters to the Council for critique and approval, which are then sent to all Corporate Sponsors and Donors. Submitting a list of the Donors, Sponsors and Volunteers to the Council and to the Awards Committee. The Committee Chairperson is also responsible for working with our Main Sponsor, the American Legion Post 308, to coordinate the date and time frame of the Trunk or Treat event as well as obtain approval from the Legion Representative for the events activities and logistics.
Annual Robert Burns CommitteeThe function of this Committee is to develop the Date, Time, Location and logistics of the Annual Robert Burns Commemorative Supper Event.
- To provide monthly written reports to the Council concerning the Committee findings and planning.
- To maintain the spirit of the Original Commemorative Supper held on July 21st, 1801.
- To hold the S.C.O.T. Commemorative Supper in a manner that is dignified, educational, and proper, while being as historically correct as possible and unique from the common Birthday celebrations that are typically held in January
- To begin Committee Meetings and planning proposals by February of each year.
- To develop the Menu and the Programs, coordinate the workers to make certain that the facility is clean and ready to be utilized.
- To purchase the food for the Menu, organize the delivery of the food, organize the Volunteers for cooking and preparation of the food.
- To develop a fine dining decor theme that is elegant and to purchase or lease decor as necessary.
- To coordinate with various committee chairpersons to develop advertising and ticket pricing for Members and non-members and to coordinate with the President of the S.C.O.T. to accommodate the President’s role in selecting the Speakers, Toast presenters, and musical accompaniment.
- To organize with the Entertainment Chairperson for Musical Accompaniments before the Burns Supper Ceremony and for the Cèilidh following the Awards Ceremony.
- To work with the Entertainment Chairperson and the S.C.O.T. Treasurer to make certain that the Entertainers, Presenters, or Speakers are properly paid in a timely manner. To organize with the Set Up and Tear Down Committee to organize Volunteers to take down and put away all decor, left over food, wash dishes, wipe down chairs and tables, gather up table cloths, sweep and mop the floors, and remove trash to the dumpsters.
- To return all leased products according to the terms of the Contract.
The function of the Bowling In Kilts Committee is to begin meeting monthly for planning, no later than November, to locate a host facility for the event, considering group discounts, fees, profitability, schedule availability, and size requirements of the S.C.O.T.
- To order the Bowling Trophy from Southwest Tulsa Trophy.
- To coordinate with the I.T., Media, Membership Chairs, and the S.C.O.T. Treasurer to track ticket sales.
- To organize with the S.C.O.T. Treasurer to have proceeds from the ticket sales transferred to the Committees bank account.
- To coordinate with the S.C.O.T. Council on the designation of profits.
- To make monthly written reports to the S.C.O.T. Council concerning the Committee meetings, budget proposals, contract proposals, findings, profitability, ticket prices, etc.
- To coordinate with the I.T. and Media chair to develop advertising and ticket pricing for Members and Non-members, and to receive Council approval for same.
The function of the “Nessie's Nest” Committee is to develop and organize educationally fun activities for adolescent and juvenile aged youth that promote Scottish Culture and Heritage such as crafts, dance, foods, language, music and song. The common goal is to promote interest in the Club among the younger generations.
- To organize with the Entertainment Committee Chairperson and the Set Up and Tear Down Committee Chairperson to establish activities in a complimentary way.
- To operate within the confines of the Committee’s Budget as established by the S.C.O.T. Council.
- To organize with the President, I.T., and Media Chairpersons to advertise upcoming activities to the Membership that promote interest and participation.
All Committees are required to list their Committee Members to the S.C.O.T. Council upon developing and as Committee Membership changes. The S.C.O.T. President has sole authority on developing or closing a Committee and is a de facto member of every Committee.
