Circle K International
 Ad Hoc Committee Chair Report Form
Please send a completed copy to the International Vice-President 
and Host Committee Liaison by the 15th of each month.

Committee:  		Large-Scale Service Project

Chair:  		Cathy Collier

Month:  		May

•	Please summarize the activities of the committee for the month.

Finance/Logistics:

•	More follow up was done on donations letters and more letters were sent.
•	Potential donors were contacted via telephone, and some have confirmed they will donate.
•	The budget was updated.
•	Circle K Districts were contacted about participating in book drives.
•	T-shirts were ordered.

Internal and External Marketing:

•	A press release was written and mailed to several media sources in St. Louis.
•	Many media sources were contacted via telephone and email to encourage coverage of the event.
•	An email was sent to the governors to forward to their club and district reflectors.

Website:

•	Newsletters and minutes were added.
•	Registration cut-off was added.
•	More details were added.

Cathy:
•	A Governor/Administrator newsletter was sent.
•	Project contacts were emailed.
•	Registrations were received and processed.
•	Confirmation emails for registration and flight information were sent.
•	Attendees were added to the email reflector.

Other:
•	Soldiers were contacted to request their presence for the read-a-thon.
•	The committee met two times this month.
•	Further logistics were determined for each site.
•	One site was replaced because it would not be ready for us in time.
•	Pins were ordered and received.
•	Information for a display board of area restaurants and attractions was gathered.

•	Please list the goals of the committee for the next month. 

Finance/Logistics—Andrea (chair):

•	Continue to gather more donations.
•	Confirm donations of meals and supplies.
•	Confirm details of each site and that site leaders are prepared to do the project.
•	Confirm transportation and other accommodations.

Internal and External Marketing—Megan (chair):

•	Contact media to get external publicity.

Fellowship Day—Chassidy:

•	Plan activities.
•	Plan cookout meal.

Website—Cathy:

•	Add newsletters and minutes.
•	Updates.

Read-a-Thon:

•	Prepare materials for each site.
•	Work with site leaders to be sure everything is ready.

Cathy:
•	Governor/Administrator newsletter.
•	Process registrations.
•	Work on flight pick-ups and special needs requests.
•	Be sure everything is taken care of!

Other:
•	Plan arrival day activities.
•	Plan service-learning activities.
•	Prepare evaluation forms.
•	Find a DJ to provide music for the dances.
•	Prepare registration materials for the event.
•	Have the committee bring things we need that they already have so that costs will be reduced.

•	Please list any financial resources that the committee would like to request.  Explain in detail.

•	Please list any questions and/or comments for the International Vice-President and/or the host committee liaison.

               Signature	Cathy Collier              		Date 	5/15/04