MARCO MEN'S CLUB

Official MMC Forms, Documents and Instructions

HOT TIP:  Looking for the latest versions of the Events Spreadsheets
 
CLICK HERE to go to the webpage dedicated to ALL Event Spreadsheets

Some forms are provided in PDF and also in EXCEL or WORD versions that you can edit.

  SCROLL DOWN OR USE THIS HANDY INDEX BELOW TO JUMP TO THE FORM OR INFORMATION YOU ARE INTERESTED IN.

INDEX TO FORMS AND OTHER INFORMATION ON THIS WEB PAGE
Find the document, form or information you are looking for in the index & click the link to the left for the details.
As you scroll down use the <Return to Top> link to get back here.
CLICK the number to JUMP to the Details & all Forms SECTION 1
INDEX
GENERAL CLUB FORMS AND LINKS
1A MEMBERSHIP APPLICATION
Follow this ink to a webpage with multiple forms.  You can pay your membership fee with a credit card.
1B CURRENT DUES PAYING OPTIONS
Link to a webpage with multiple forms
CLICK the number to JUMP to the Details & all Forms SECTION 2
INDEX

EVENT FORMS & INSTRUCTIONS for the CHAIRMAN & HOST
2A-1 CHAIRMAN & HOST CHECKLIST FOR EVENT PLANNING
This is a checklist for the Event Chairman and the Host to use as they set up a new event.  Even if you are an experienced Host or Chairman it's a good idea to review this document.
2A-2 THE HOST HANDBOOK
How to be a HOST.  There are 2 versions for the different types of events
Be sure to read this if you are new to Hosting events, or if you just need a "refersher"!  Follow these links to the appropriate type event:
All Regular Events
Regular social events such as dinners, lunches, parties.
Ticketed Events 
Such as theater and sporting events (this handbook is under development).
2B MMC STANDARD EVENT CONTRACT FORM
Use this form to establish a Contract between the MMC and the Vendor when setting up a new Event.  The form must be signed by a MMC representative (such as the VP or Event Chairman) and the Vendor.  The Host may choose to participate, but should always receive a copy of the completed form.
2C EVENT PRICING CALCULATOR
This form is available on every copy of the events spreadsheet on Tab (1C)

Use this form early in the process of setting up a new event to document the expenses and establish the event price for the flyer.  Run "What If " evaluations to see how flyer price or the number of attendees impacts the cost to the club. 
This requires approval of the SrVP before flyer can be posted on the website.
2I EVENT FLYERS: TEMPLATE FOR CREATING
Template for creating new Event Flyers.
Use this when generating new flyers from scratch.
2H EVENT FLYERS:  CHECKLIST FOR PROOF-READING
Use this to make sure that flyers have all the necessary information before posting them on the website.
2G ACCESS TO PAST EVENT FLYERS
It is sometimes useful to review past flyers as new events are being set up.  These are PDF's, but still can provide a template for the new flyer.
2D
EVENT SPREADSHEETS   (i.e. Excel Workbooks)
The Host is expected to use these when logging in reservations as members send in their checks.. These spreadsheets automatically create many things that enhance the event such as: Nametags, Meal tickets, Envelope labels, a Who's Coming" report for the website, the final event reports for the Host (see 2E & 2F below), & more.  These Spreadsheets were introduced in 2017 and have become the standard for MMC events.

2022 Update: These Spreadsheets (Workbooks) have become so popular that a separate webpage has been been set up for them.  Click the '2D' link to the left to go there.
2E EVENT INCOME/EXPENSE REPORT
This report form is also included in the Event Spreadsheet (item 2D above) and is partially completed automatically as the attendees are logged in.
The Host is required to submit this form along with the checks to the SrVP after the event.
2F EVENT REVIEW & SUMMARY REPORT
This form is also included in the Event Spreadsheet (item 2D above) and is partially completed automatically as the attendees are logged in.
The Host is required to submit this form to the SrVP after the event.
CLICK the number to JUMP to the Details & all Forms Section 3
INDEX
OTHER FORMS AND LINKS 
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3A Florida Form to withhold personal information.
RESTRICTED Limited access storage area for editable documents.  Requires login credentials.
ALL DETAILS
LINKS TO THE FORMS & TIPS FORM or LINK DESCRIPTION, SAMPLE IMAGE & DETAILS
SECTION 1
GENERAL CLUB FORMS AND LINKS               
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1A)  MEMBERSHIP APPLICATION

Follow this link to the club's webpage with all the information and forms for joining the club.

Membership Application












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The preferred method (Option #1) is to submit your application and pay your fee electronically by Credit Card.

Forms are also provided (Option #2) to join in the traditional manner by filling out a form and sending it in with your check, but the process takes longer.


This is an interactive form based on an Excel Spreadsheet.  It is compatible with both new and old version of Excel, and is also provided as a PDF that can be printed and filled out.
1B) CURRENT DUES PAYING OPTIONS


Follow this link for all options and documents to pay your dues.
The next dues collection session will be in NOVEMBER-DECEMBER 2021 when members will be asked to pay $60 for the 2022 membership year.

 CURRENT MMC DUES INVOICE


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This is "Landing Page" for all the ways you can pay your dues during the annual Dues Collection Period.


The Preferred option is to pay by Credit Card.
SECTION 2 DETAILS
 ALL FORMS & INSTRUCTIONS FOR EVENT CHAIRMAN & HOSTS  
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Click here to jump down to the Event Spreadsheets
2A-1) CHAIRMAN & HOST CHECKLIST FOR EVENT PLANNING

PDF Version

The intended audience for this document is the person who has overall responsibility for an event. Typically the Senior VP or a VP on the MMC board, but also might be one of appointed board members, such as the Cruise or Theater director.  The host should also review this check list.

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Any questions? 
Contact the current Senior VP in charge of activities.
2A-2) THE HOST HANDBOOK

Information for Event Hosts

The "How to be a Host" Handbook!
There are two versions of the "Handbook".

1) The first is for regular social events like Lunches, Dinners, Parties, etc.
PDF version for regular events.

2) The second Handbook is for Ticketed events like Theater & Sporting events.
PDF version for Theater Events.

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Every Host should read these documents before Hosting an Event.  They should then use them as a reference to help them manage the Event.
2B) MMC STANDARD EVENT CONTRACT FORM

Blank Activity Agreement
(Formal Event Contract between the MMC & the Vendor)

PDF version   (view & print)

.DOC version (download)

.DOCX version (download)










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The Activity Agreement is used by the VP's (and others) to set dates, time, pricing, and other details between the MMC and venues (or other vendors) in establishing various social activities for the MMC members to enjoy.  This signed document is the "contract" with the Vendor.
2C)  EVENT PRICING CALCULATOR
To be used for all events that have fixed costs, such as entertainment, as opposed to variable costs 'per person' like meals.
December 2023

This form is contained in every copy of the Events Spreadsheet & is to be used by the Event Chairman (typically a VP) in collaboration with the Host, and submitted to the SrVP for approval before the flyer is posted on the website.

Click to DOWNLOAD the EXCEL events workbook and see Tab(1C).

XLSX for current versions of Excel

XLS for older versions of  Excel

Trouble downloading Excel files?  CLICK HERE

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Use this form in the initial stages of event planning to set the price for an event.  Once the price has been published in the Newsletter it cannot changed. The club will have to cover any losses.

This Tab provides a tool to calculate the effect on costs as a function of number of people attending.  Typically, if an event is not subsidized, it's expected to breakeven (losing just enough to account for the Hosts fee).   But suppose an event has a meal and entertainment.  We set a price based on the variable cost (the meal) plus an amount to generate the income to cover the entertainment.  But that income is a function of the number of people who attend.  We estimate attendance, based on past experience.  This spreadsheet Tab allows you to plug in different numbers of attendees and see the impact.
2D) EVENT SPREADSHEETS

 Two SPREADSHEETS (i.e. Excel Workbooks) are available to use when logging in reservations for various events and creating all the supporting documentation.
 
The first one is for regular events such as lunches, dinners, parties, etc.  The spreadsheet will create name tags, meal coupons, envelope labels, a "Who's Coming List" for the website and all supporting documentation for such events.

The second one is for events with tickets such as theater and sporting events.  These events typically do not require name tags, but do need mailing labels for tickets and the "Who's Coming List" for the website .

These Excel workbooks are compatible with the Apple Numbers spreadsheet program, but you will need to export it back to Excel before sending it to the Webmaster.  It will work seamlessly with the
 Excel version that Microsoft sells for Apple devices.








 

2022-02 Update
These Spreadsheets (Workbooks) have become so popular that a separate webpage has been been set up for them.  Click Here to go to the new webpage..

2E) EVENT INCOME/EXPENSE REPORT
This same report is provided as one of the tabs in the Events Spreadsheets (see item 2D above)

1) PRINTABLE VERSION TO FILL OUT BY HAND:
DOWNLOAD PDF VERSION

SPREADSHEET VERSIONS THAT YOU CAN FILL OUT ELECTRONICALLY:

2) For Excel versions 1987-2003 use this:
DOWNLOAD .XLS

3) For 2007+ versions of Excel use this:
DOWNLOAD .XLSX


Please use the version that is provided as a tab in the Events Spreadsheet, item 2D.  It will already have some of the data entered on it.

Trouble downloading Excel files?  CLICK HERE
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Use this report to document all income and expense details for the event.  It needs to be submitted to the MMC Treasurer within a week after the event, along with the signed checks & any cash.
This form is also provided as one of the Tabs in the Events spreadsheets in item 2D above. Some of the form is automatically populated as the Host fill's in data on Tab 1 of the spreadsheet.

Click here to identify the current Treasurer.
2F) EVENT REVIEW & SUMMARY REPORT
Final
Event Report
This same report is provided as one of the tabs in the Events Spreadsheets (see item 2D above)

DOWNLOADS:

1) PRINTABLE VERSION TO FILL OUT BY HAND
PDF version

SPREADSHEET VERSIONS:
2) For Excel versions 1987-2003 use this:
DOWNLOAD XLS

3) For 2007+ versions of Excel use this:
DOWNLOAD XLXS


Please use the version that is provided as a tab in the Events Spreadsheet, item 2D.  It will already have some of the data entered on it.
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Use this report after an event to provide a record and critique of how the event went.  The club will use this information to improve future events. Submit the report to the MMC Senior Vice President.  Click the link to identify the current SVP.
2G) ACCESS TO PAST FLYERS

Download and view PDF versions of Past Event Flyers here.  These are useful guides when creating a new flyer.
Follow the link below to the archive of past flyers.


CLICK HERE TO VIEW PAST FLYERS









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You can access past flyers dating back to 2008 for many major events that repeat most years.  All links take you to the original PDF flyer.  Unfortunately the versions that can be edited are not available.  If you can't find an example of the event you are looking for contact the Webmaster by filling out this form:
 Click here for the form.
2H) CHECKLIST FOR PROOF-READING FLYERS

Use this checklist to make sure flyers are ready for posting on the website.


PDF VERSION


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Use this check list when creating a new flyer or proof reading a flyer before publication.
2I) TEMPLATE FOR CREATING NEW FLYERS

Use this template as a guide when creating new flyers.  It will help you to at least consider all the possible things a good flyer might contain.  Flyers will not be posted on the website until they are complete and acxcurate.

PDF VERSION


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Use this one page document to guide you as you create new Event Flyers. Consider each attribute and see how it applies to your event.
SECTION 3 -OTHER FORMS AND LINKS   <return to top of page>
3A) FLORIDA STATE FORM
Follow this link:

Request to withhold personal information

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Fill out this form and send it to the Florida Department of Safety and Motor Vehicles to protect your personal information.  Otherwise, your drivers license and vehicle information is a matter of public record for anyone to view/have.

Note: This came from the Sept 2010 MMC Speaker Keith Dameron who spoke on identity theft.

3B) RESTRICTED DOC STORAGE

CLICK HERE
and enter the Username & Password
to access the Restricted MMC Documents storage page.

A
Username and Password are required to access this section of the website.  You can download the original document of your choice.  Just be sure to send your updated version, with an updated issue nunber, back to the webmaster so he can replace the vaulted copy.


If you need HELP to with the Username and Password follow this link:
CLICK HERE TO CONTACT THE CURRENT PRESIDENT



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These documents are used by the  mmc  board  of Directors in managing the club.  This archive helps provide continuity and consistency from year to year by providing original documents in a form that can be edited.. 

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This page last updated on Monday, November 11, 2024 by Ed Crane, webmaster since 2006