Tucker Rhodes (TR) Family
STANDARD OPERATING PROCEDURE (S.O.P.)
For Hosting a Reunion
The purpose of this Standard Operating Procedure (SOP) is to ensure that everyone is aware of the requirements and procedures needed to ensure that a successful reunion is executed and to understand the roles & responsibility of each person. At the end of the day weekend all parties involved should walk away with a high level of satisfaction knowing the Lovetrain will continue to grow stronger as the years get longer.
Tucker-Rhodes Next Level Leadership Team:
Founder: Dazzie Rhodes and Sam Rashada
Director - TyKiah Wright
Director of Public Relations - Na’im Rashada
Finance Manager – Ahmad Rashada
Administration/ Standard Operating Procedures - Roslyn Parks
Standard Operating Procedures/ Activities – Karla McKnight
Activities/ Scholarship Committee – Terrell Leslie
Fundraising Coordinator/ Activities - Yvette Dimmy
Historian/ Activities/ Scholarship Committee - Wanda Singletary
Senior Artist/ Graphic Designer – Dianne Rashada
Artist/Graphic Designer – Samuel Rashada Jr. and Rakeshia Rhodes
Columbus Leadership & Senior Leaders:
Wendell Tucker and Annette Tucker
Wanda Singletary and Rodney Rhodes
Once you commit to being a host you will join and report to the leadership team for the upcoming reunion year.
Here are a few reasons why the SOP is necessary for success:
• To ensure compliance standards are met
• To ensure the procedure has no adverse impact on the family
• To ensure a fun loving time during the event
• To ensure everything goes according to schedule
• To prevent financial misconduct
• To be used as training document and roadmap
SO YOU WANT TO HOST A REUNION?
Before taking on this big responsibility ask yourself are you ready to commit to long days and restless nights to ensure the reunion is a success. (If you are not a sociable person this will make you or break you). A lot of people look at the final results and say “Oh I can do that, it is easy, All you have to do is.…” But when left with the responsibility of hosting 150+ family members they realize that it is not that simple. This document has been put in place as a guideline to help ensure your journey is a smooth one.
The TR reunion is always held during the second weekend of August every year. Sometimes there are days added to the beginning of the weekend depending on whatever the host have planned. During each reunion there will be a vote on where the reunion will be held next and who will host it. After the decision is made, THE WORK BEGINS 😄.
YES, LET'S DO IT!!
FORM A LOCAL PLANNING TEAM:
Your team should be made up of people whom you not only love but like to work with as well. They should have a variety of strengths and abilities including:
Event planning - can see the big picture but also understand the details when planning events
THE ROLE OF THE LEADERSHIP TEAM
The Leadership Team is here to support the host and local committee by providing final approval on the hotel and activities, receiving and executing all payments, collecting family dues, managing fundraisers, family communication and website maintenance. As a host, you will join the leadership team for that current reunion year. The leadership team meets monthly via conference call and the host is expected to attend and provide reunion planning updates per the timeline presented below.
Family Reunion Dues
As you know, we are responsible for family dues. It is important to keep in mind that the family dues are paid once every year. Family members 18yrs and older who are currently working are responsible for paying dues. It is important to note that if a family member is not attending the reunion, they are still required to pay their family dues. The Tucker-Rhodes LoveTrain must keep moving whether you are on board or not.
Annual dues shall be submitted to the national account for the purpose of supporting family reunion expenses, governance operating expenses, scholarship funds and other activities as deemed reasonable with meaningful impact to the family.
Family Website - www.tuckerrhodesforever.com
Our family has gone digital! The tuckerrhodesforever.com features a lot of great information about the family. It is the central location to get updated reunion information and pay dues. It is a simple, convenient and secure way to get relatives to register and buy tickets online. It also enhances communication amongst relatives, before and after the reunion, by creating a private social network. As host, it's important to ensure that the most current reunion information is posted on the site. You will work with Ahmad Rashada to keep the site updated.
Remember TIMELINE is important! The more organized you are, the more relaxed you will feel and the more successful the reunion will be.
18 - 12 months before (prior to the reunion where you throw in your towel to host the next year):
2 - 1 months
• Cut-off for final ticket sales and registration
• Send out broadcast e-mail reminders and updates
• Finalize list of expected attendees
• Check in with committees to finalize plans
• Assemble slide show or video (if applicable)
• Inform relatives of itinerary, final updates by broadcast email
Final week before:
• Prepare final guest lists
• Give final meal count to caterer
• Confirm activity reservations
• Prepare detailed schedule of the big weekend
AT THE REUNION
Arrive early to ensure the host hotel is properly set up and ready to receive the family. Thank them for coming and love on them all weekend
"When I say Tucker you say Rhodes"