Committees

IMA Horticultural Society
Penrod Sales

Plans and implements sales of chrysanthemums, asters, or other items on Penrod Day to benefit the Horticultural Society library.

Key contacts:

March or April:

Arrange to order chrysanthemums. Also arrange for purchase of plastic sleeves and for these to be placed on plants.

June or July:

Letter of application comes from Penrod Society. Fill this out and forward to Hort Soc treasurer, who mails application plus a check for space rental to the Penrod Society. (For years we have had space #1, but there is no guarantee that we will always get that space.)
Coordinate with museum Special Events Coordinator to get proper space assignment, arrange all the details, and order complimentary tickets for workers (these are limited; Hort Soc can purchase additional tickets for workers who do not wish to purchase their own).

Eary August:

Send a work order to museum maintenance department for l long table and 6 chairs to be delivered to our space on Friday before Penrod Day.
Line up volunteers to work on Penrod Day and on the Friday afternoon before. Recruit these volunteers at the general meeting closest to Penrod Day and at board meetings. You will need:
About 6 workers for Friday afternoon before Penrod
About 16 workers for 2-hour shifts Penrod Day between 9:00 AM and 6:00 PM
Designate one person in each shift as cashier. This person never leaves the cash box and is responsible for making all change. The final cashier of the day verifies the money received, pays back the cash advance, and secures the money until it is turned in to the treasurer for deposit in the bank.

Week before Penrod:

Distribute complimentary Penrod tickets to any volunteer workers who need them.
Get cash box and change from treasurer. Should have $100-200 in change (bills in denominations of $1, $5, and $10, plus quarters if the price requires it). The amount of change in each denomination is determined by the price of the plants. Put a few paper clips and rubber bands in the cash box, plus a few pieces of note paper.
Prepare a neat, well-made sign giving price of plants. Sign should be mounted on a post which can be anchored in the ground.
Check the following inventory of Penrod Day work materials (kept in Horticultural Libary closet at Newfields). Replenish as needed.
Folding tent
Horticultural Society banner
4 fresh rolls 1/2 inch masking tape
4 fresh black waterproof ink "Sharpie" marking pens
1 fresh card of "peg-type" thumb tacks
2 fresh rolls "write-on" type Scotch tape
4 black iron 5-foot boundary stakes with attached manila boundary rope and set of snap-hooks for letter plates
1 maul (heavy hammer for driving boundary stakes)
1 can insect spray
13 metal alphabet tags with snap-on fasteners for mounting alphabet tags on rear boundary rope
Card of heavy 1-1/2 inch safety pins
Money box
2 ballpoint pens (for customer check writing)
Horticultural Society easel and promotional literature (lecture series, membership forms, etc.)
Chrysanthemum and aster care instruction sheets.
Name tags for booth volunteers.

Friday afternoon before Penrod:

Plants are delivered to the IMA around 4:30 PM, and must be unloaded by 5-6 volunteers (the horticultural staff often helps). Try to have the nursery identify the varieties, to help in selling the mums.
Set boundary stakes and string boundary rope around rear of Hort Soc sales area.
Attach metal alphabet tags on rear boundary rope.
Set up tent. Verify delivery of work table, 6 folding chairs, and trash container.
Mount Hort Soc banner across top of tent entrance.
Erect price display any other advertising signs (e.g., Hort Soc tripod and sign).
Lay water supply hose from greenhouse across parking lot and through hedge for watering plants in event of wilting.

Penrod Day:

Chairman should arrive at Hort Soc area by 9:00 AM.
Verify installation of boundary stakes, rope, and alphabet tags.
At street end of work table, on each side, lay out 12" strips of masking tape. These are used to mark sold plants with customer names for later pickup (store purchased plants in alphabetical zones at the rear of the stand). Replace strips of tape as used.
Check on attractiveness of display and supervise relocation of plants to street front as sales proceed.
Encourage sales volunteers to stand at street front and promote sales.
Customers pay by check or cash only.
Enclose mum/aster instruction sheet and Hort Soc lecture flyer in plastic sleeve.
Encourage gardening enthusiasts to join the Hort Soc.

Close of Penrod Day (i.e., when all sold plants have been picked up):

Collect all working material as listed in inventory and return them to where they were stored.
Audit monetary receipts and plant remainders, if any.
Provide for return of cash advance to treasurer.
Provide for security of money box and contents until deposited in bank.
Arrange to store extra plants for discounted sale to members at next program evening, or sell to Greenhouse.

Follow-up: