Adult Social Hour (Wine)
Number of People: 1
Budget: $900.
Starting in 2003 the Social Hour Organizer role was split into 3 distinct roles: Wine, Beer and Food & Nonalcoholic Drinks. We are asking the Food table organizer to act as final arbiter on decisions that affect all three of you, such as when to go inside in the event of rain. The Food Organizer will also be responsible for all food orders and for scheduling the helpers; please coordinate your helper needs with the her/him.
Adult Social Hour is held from 5:30 to 6:25 p.m. Saturday through Friday. It is an occasion to share hors d’oerves and beverages while socializing. It should be encouraged and stressed as a socializing opportunity, not as a gathering to consume alcohol. Neither the Star Island Corporation nor the All Star II conference support events that emphasize heavy consumption of alcoholic beverages or the loud, boisterous behavior that can accompany such events. Part of your job as a leader and organizer of our evening social hour is to create an atmosphere that maintains a tone with which everyone is comfortable and no one is offended. Non alcoholic beverages should be in prominent display and the serving of alcoholic beverages low key and in moderation. Logistics play an important role in accomplishing this atmosphere. All tables should be set up on the grass area in the center of the stone village, NOT on the walkways leading up to this area. A good variety of seltzer, soda, lemonade, and fruit punch can also be attractive and further advertised with good signage.
Wine Organizer is also a demanding job logistically as at least 4 people are needed to carry it off each evening (1 experienced organizer, 1 in training and 2 helpers). There is planning and work before arrival to the island, and work each day of the conference. Although there is a lot of work involved, this can be one of the most rewarding jobs since it is better attended than any other conference event. The helpers should be responsible for setup and cleanup. This way you do not need to come early and clean up every night and your assistants are better prepared to handle the overall responsibility next year. You'll need about 3-5 helpers for the week, and should make sure people are distributed fairly, e.g. no one who's eating lobster works on Lobster Night, if possible.
There are always a number of conferees who are very concerned about the choice of wines, its presentation, and the manner in which it is dispensed. A “bartender” is preferred by some over a simple self serve table. The harshest criticism of social hour often comes from wine people when they are served poorly or ignored or even worse — served box wine. The only way box wine passes muster is when it is uncharacteristically good and served in a carafe. Big bottles are fine as long as they are corked and the empties are boxed and shipped off island for recycling by one of us. Weather permitting, Social Hour is set up outside of Vaughn Cottage (the “Stone Village”). You will need two long tables. Tables and wastebaskets come from Newton Center. If the weather is poor, the back room of Newton Center can be used.
Supplies for the week obviously come from the mainland, which means shopping needs to be done ahead of time. Seek the shopping list and other records from the previous Wine Organizer (in 2008 it was Margy Levine Young). Make purchases with an eye on packaging & containers. Wine needs to be boxed in closed containers labeled with "Social Hour Supplies – AS II," and brought to the Portsmouth Dock by 2 PM on Friday, July 3, to go out on the SIC work boat (the M.V. Pamela Thayer). Each container may not exceed the weight limit of 40 pounds. We are asked to recycle as much as we can ourselves — if we bring in bottles or cans, we should package them up & bring them off island with us on Saturday! You are asked to go out on the mid-morning boat on Saturday, July 4th, to help with organizing the supplies.
The supplies are delivered by the Pelicans from the dock to the kitchen at the back of Newton Center and are stored under lock and key. Get the key from the Hotel desk when you arrive on Saturday, and check to see that all supplies have arrived at Newton. If something is missing, speak to the Troubleshooter.
Social Hour is fully self-supporting through donations. In the past, $5. per night has been collected. However, since 2001, we have been advised by the SIC that no specific amount may be specifically requested in reference to an event serving alcoholic beverages. By NH state law, liquor may not be sold on the island; therefore, a collection basket may not be placed on a table serving liquor, but instead on the snack table, and word of mouth carries the message.
In 2009, $900 is budgeted for wine (in 2008 the expense was $800), however you should expect to cover all of this expense with donations. Social Hour is not a profit center so any excess donations go into the All Star II account. You can either front the money or get an advance from the treasurer (ask chairs for name of current treasurer). In either case, settle up with the current treasurer at the end of the week. Supplies get a little more expensive every year, but clearly it is possible to break even. Soliciting donations can be a bit tricky — a person with a booming voice can be very helpful, especially Thur. & Fri. evening when shoalers need a reminder.
Pelicans cannot buy beer, wine or liquor for us, so if you run low, you'll have to do without or take a boat ride. Since 1994, college-age conferees (18-21) have been allowed to attend Social Hour, but they do not get any alcohol. It may be necessary to have the Chairs announce at orientation that Social Hour is for adults only. Children have separate activities and Star Island Corporation policy specifically prohibits children from areas where alcohol is being served.
Some shoalers will be given the job of “Social Hour Helper” and will receive the following description of that volunteer job:
“Every evening 4-6 people are needed to set up, serve, and clean up after the social hour which serves hors d’oeuvre and beverages during the hour before dinner. As a helper, you are asked to schedule 1 or 2 times during the week when you can report early to set up, maintain tables during the hour, and stay a few minutes late to clean up. “Seat Reserved for Social Hour Helper” signs should be available so that you can have someone reserve you a place at a dinner table (you may be 5-10 minutes late to dinner due to cleanup). If you are a lobster diner, be sure you do not sign up to be a social hour helper on lobster night. ( If you are a clams lover you might WANT to sign up for that night and get a jump on clams!!!)
The social hour organizers should be contacting you since they will be arranging a schedule for the week.”
This job is a huge undertaking and requires a serious commitment in planning, communication, shopping, packaging, organizing and setup. Your efforts are most appreciated. THANK YOU!!!!
Updated June 1995, C&C 1996, K&D 2000, MELD 2002 R&S 2003, B&D 2009
