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How the hosting site is chosen at the Roundup
The next Roundup location is chosen from the location(s) that wish to host during the closing "Passing Of The Lasso" ceremony. If more than one location wants to host, the choice is made by group conscience (simple majority vote) of the members present at the closing ceremony. Location representatives are responsible for sharing why they want to host the Roundup and are given the opportunity to advocate for their location and answer questions from the fellowship prior to the vote.
Here are the Texas Roundup Committees that you will need to create when hosting a Roundup.
Location Committee: This committee scouts out venues for the next Roundup. The goal is to offer up to 3 location choices to the TRU committee to be voted on at least 6 months prior to the upcoming Roundup.
Registration Committee: This committee tracks the registration process and funds. They report the number of new registrants at each committee meeting. This committee also helps fill the Roundup schedule with volunteers to work the registration table.
Program Committee: This committee puts together the schedule for the Texas Roundup. They vote on workshop ideas and topics, recruit and find volunteers to lead workshops, and work with the communication committee to get program design accomplished and printed. The program committee also puts together workshop binders with scripts, suggested guidelines, and announcements for the breakout sessions and main conference areas. At end of the Roundup, this committee compiles the surveys and provides the data results to the RTU committee during their final meeting.
Speaker Committee: Solicits Roundup speakers for Friday night, Saturday night, and Sunday morning.
Communications Committee: Maintains & updates the TRU website, as well as creating and sending out fliers and email information for the Roundup. This committee also assists with updating the email database hosted via the webmaster of the TRU Advisory Council. The committee also works with the program committee to coordinate information & artwork for the final onsite program.
Hospitality Committee: Provides a welcoming atmosphere to Roundup attendees. The committee coordinates and provides food, snacks & beverages for the hospitality room. It also solicits volunteers to help staff the hospitality suite throughout the Roundup and welcomes attendees to the hotel.
Auction committee: Solicits and collects items to be sold at the Roundup auction, as well as setting up auction space on Friday and hosting the auction Saturday night.
Entertainment committee: This committee assists with creating "fun" or "lighter" group activities during the Texas Roundup. They work with the program committee to schedule these events.