Master Masons Night Support Manual

Transcription

1 Master Masons Night Support Manual Membership Committee Grottoes of North America Revised November 2, 2016

2 BEYOND A MISSION STATEMENT Introduction and explanation of a Master Mason s Night There are currently 129 Grottoes in North America consisting of approximately 10,800 members. To provide a better means of communication, coordination and cooperation amongst the Grottoes and their members, Grotto Associations were created to aid, assist and support them. As of January 2016, fifteen such Associations exist extending from coast to coast. The greater portion of the Grottoes own their own building and property. Many have adjacent property that enjoin a playground, picnic areas, sports field, etc. Grottoes are generally active within their communities and are recognized for their local support of community affairs and events. Many Grottoes rent out their facility which provides a center for other Fraternal and civic oriented organizations. Weekly, monthly and/or annual sanctioned events are hosted by the Grottoes. Steak cook outs, fish fries, BBQs, picnics and holiday festival events are all available at most Grottoes. Civic events such as annual or holiday parades, festival weeks, classic car shows and sports activities are several occasions where Grottoes either support, sanction or participate. Many Grottoes create individual team Units that incorporate a marching team for parades. Clown Units are always in demand and are very popular with the youngsters. Ladies Auxiliaries (Caldrons) help make the Grottoes successful and their input and participation is essential when scheduling activities. As your Grotto prepares to host a Master Mason s Night, early communication is essential. Your Grotto s general location, address, phone number and should all be included in your Letter of Invitation. This page of information should also be included with your Letter of Invitation to give your perspective candidate an insight as to what Grotto is. Page 2 of 13

3 What is a Master Masons Night? An event or meeting held by a local Grotto where non-prophets are invited and told about the Grotto and the benefits of joining. Supreme Council Support When you submit a pre-event form, the membership committee will review your plan and offer suggestions. We ll supply materials like It s Great to be a Grotto Prophet booklets and Dentistry Brochures. The Membership budget will reimburse 50% of the costs, up to $300. We ll be glad to go over your event following completion with you so it s even better next year. Top 10 reasons to hold a Master Masons Night Reason #10 Reason #9 Reason #8 Reason #7 Reason #6 Reason #5 Reason #4 Reason #3 Reason #2 More people at Supreme Council Sessions More Enchanted Lanterns Less need of a per capita increase More people at Association functions More volunteers at Special Olympics, CP events and toothbrush days Larger units & bigger parades More Prophets at meetings More potential line officers Bigger parties And the top reason. Reason #1 More Prophets = More Fun! Some things a Master Mason Night is NOT (necessarily) Page 3 of 13

4 A night event They can just as easily be a daytime event such as a picnic, boating trip, or other event. Costly While several Grottoes host a dinner, it need not be expensive. Guy s Only Ladies, and in some cases, children can certainly be included. Brainstorming ideas to consider Put a date in your yearly calendar from the start. Get all of your members involved. Have some incentive or prize for members who bring a guest. Have greeters at the door to welcome guests. If ladies are invited, have something for them (flowers, pin, etc.). Have unit heads in uniform if any and describe what their unit does. Keep the meeting short and to the point. If they are not the guest of a specific Prophet, assign a Prophet to follow up after the event. Invite your Supreme Council District Deputy to assist in the presentation. Invite your Grand Lodge Area or District Deputy to attend. Plan area Blue Lodge visits to coincide with arrival of invitation to those lodges. Take an ad out in your Grand Lodge publication or area Blue Lodge newsletter. MM Night Timetable Over 30 days prior Decide on date, location, and type of event. Submit pre-event form to Supreme Council. Mail information to area Blue Lodges. Mail invitations to all Prophets to distribute day prior Visit area Blue Lodges Arrange agenda and confirm presenters. 3 days prior Phone reminder calls to those who have RSVP d. Day of Event Within 14 days Within 30 days HAVE A GREAT TIME! Follow up call from an officer or assigned Prophet. Offer initiation opportunity. Top Line sponsor to call and remind of initiation. Page 4 of 13

5 Submit event final report and copies of receipts. Later Top Line Signer reminds new Prophets of first few meetings. Greet them when they come in. If initiation was short form, invite them to a ceremonial. Find their interests and steer them to unit/committee. Visit those Blue Lodges again. ON THE FOLLOWING PAGES ARE THE REGISTRATION AND FINAL REPORT FORMS. ALSO INCLUDED ARE LETTERS, FLYERS, AND NOTICES TO BE USED AS EXAMPLES FOR YOUR USE. PLEASE MODIFY TO FIT YOUR SPECIFIC EVENT. Page 5 of 13

6 GROTTOES OF NORTH AMERICA Master Mason Night Pre-Event Request (Must be approved at least 30 days prior to your event!!) MUST INCLUDE BUDGET AMOUNT TO BE SPENT AND HAVE PRIOR APPROVAL IN ORDER TO RECEIVE REIMBURSEMENT OF HALF YOUR COST UP TO $300.00! This event is not to be held in conjunction with any other event Grotto Date and time of Event City/ State Short explanation of your program: List names of those to be assigned to follow-up with Prospective Prophets and how they will follow-up (phone call, , visit, etc.) Event Location Budget (Amount planned to be spent) $ Chairman Phone # Number of Masons to be invited? Number of Lodges and other bodies promoted to? Are ladies to be invited also? The following is available at no cost. Limit 100 each. 1. It s Great to be a Grotto Member booklet how many? 2. Pocket Petitions how many? 3. Dental Care Brochures how many? Send to: Grottoes of North America 430 Beecher Road Gahanna, OH or; Fax to: or; to robin.garrett@scgrotto.org Page 6 of 13

7 GROTTOES OF NORTH AMERICA Masonic Hospitality Final Report Grotto/Association City/ State Date of Event Total Costs (include receipts) $ Number of Masons attending Summary of Event Were It s Great to be a Grotto Member booklets used? Petitions? Humanitarian Foundation brochures? Pocket Number of potential candidates? List all who will follow-up on prospective candidates and how? Reminder: In order to be reimbursed half your cost up to $ you must have submitted a pre-event request and include all your receipts with this report and send to: Grottoes of North America 430 Beecher Road Gahanna, OH Or fax: Or robin.garrett@scgrotto.org Page 7 of 13

8 LETTER OF INVITATION Dear Brother, As a Master Mason I would like to show you a benefit you may not be aware of. Everyone is familiar with the Blue Lodge as this is where you took your three degrees in Masonry. But, are you aware that the Grotto is the Master Mason s playground? Never heard of it? Well that is because it is the best kept secret in Masonry. Let me tell you a little about the Grotto. The Grottoes were created long ago as Master Masons were forbidden to be caught in a Tavern or nightclub where they could let their hair down, so they created Grottoes so they could enjoy the finer things in life among friends and Brethren at their own club or (Grotto) without restrictions placed on them from the Grand Lodge. The Grotto is therefore not a Masonic organization but an organization made up of Master Masons and their families. [Enter a description here such as: The Grotto is a little different from the Blue Lodge. We are also a family oriented organization where the wife and kids are always welcome. We have our own seven and a half acre park called Ault Park by I.C.C. in East Peoria that every member can use for free. We have a playground for the kids to enjoy. We have monthly Steak Fries the first Friday of every month serving from 6-8 pm and Fish Fries on the fourth Friday of every month serving from 6-8 pm, and there is typically a party a month where we have entertainment for you and your wife. We have a Grotto picnic for you and yours to attend every year for free. We also participate in parades all around the area for which we can use our 1934 Mack fire truck to ride on in the parades. This fire truck also carries the Grotto clowns who are always a big hit at the parades. We also have a marching drum unit that joins us in the parades. Our Grotto also hosts a car show that brings in cars from all around. We have a Luau every year that has become a very large event and will be held on August 14, 2xxx at 6 pm. We have a Halloween party every year with hot dogs and more. The Grotto and Caldron Ladies have a turkey dinner and a chicken dinner every year that is just like mom makes. Our corned beef and cabbage dinner is considered by many as one of the best they ever had and is also held once every year. We hold Christmas parties for the kids where Santa Claus always makes an appearance. We hold an annual Valentine Party with entertainment that you and your significant other can attend and Easter parties for the kids to enjoy. We have conventions for the adults to attend and relax, as these events are really fun. We will also be hosting a Past Grand Masters outdoor Third Degree that promises to be a big event and we hope you will attend. It will be held on September 1, 2xxx. (NAME OF) Grotto also has a club house that can seat 200 people with a beautiful bar that is always open to Members and they can use the facility for free if they have a family gathering that is too big for their home.] The Grotto also has an official charity, The Humanitarian Foundation. We support dentistry programs that take care of children with special needs. This charitable work is our way of giving back to the community and is a fun way to help children with special needs. Now that I have told you a little about the Grotto maybe you will understand why we feel so strongly about our organization and think that maybe you, too, would like to be a part of something that is bigger Page 8 of 13

9 than all of us. If this is something you would be interested in please consider joining us at our event on [DATE and TIME] at [LOCATION OF EVENT] or stop by anytime at our Grotto located at: Our address: [ADDRESS] [CITY STATE ZIP] Online at: [WEBSITE] As a Master Mason, this is your official invitation to come and see what the Grotto is all about. [NAME], Monarch of [YOUR] Grotto Page 9 of 13

10 THESE ARE EXAMPLE LETTERS TO BE SENT TO A LOCAL BLUE LODGE. [Date] [Name] [Address] [Address] Dear Worshipful Master, {YOUR] Grotto invites you, your officers, and all members of your lodge, to a free picnic on [DAY], [DATE] at [TIME]. The picnic is at [ADDRESS]. This is [LOCATED NEAR]. This is our way of introducing you to the fun side of Masonry, aka Grotto. Grotto membership consists only of Master Masons. What we offer is good family fellowship, with involvement of our ladies in many of our activities. Our reasonable initiation fees cover the cost of a fez, and the first year s dues. We do have a Clown [AND OTHER] Unit if you care to participate in that activity. We allow our ladies to join with us in parades and similar type activities whenever we participate. Our main purpose is to promote good family fellowship within the Grotto. One way we do this, is by having informal gettogethers, picnics and joint socials with adjoining Grottoes. Come and enjoy yourself and be sure to bring your lady, too. Please RSVP to [NAME] at [ADDRESS] or [PHONE #] by [DATE] so we know how many to prepare for. Yours Fraternally, [NAME] Monarch, [YOUR] Grotto RSVP: [PHONE #] [xxx@xxxx.com] Page 10 of 13

11 Letter to YOUR Prophets [Date] [Name] [Address] [Address] Dear Brother Secretary, [DATE] is a Master Masons Night at [YOUR] Grotto. That means that any Master Mason that is not a member of the Grotto and his lady are invited to enjoy our famous [MEAL/EVENT] with all the trimmings plus some Grotto [milk] for absolutely nothing. All they have to do is call me for reservations by [DATE]. Master Masons that belong to the Grotto can also enjoy this delightful [EVENT/MEAL] for only [$COST] and [$COST] for his lady. Bring a non-grotto Master Mason and both couple s dinners are FREE. They will also need to make reservations by [DATE]. The hospitality begins at [TIME] with dinner to be served at [TIME]. We would appreciate it Brother Secretary if you would read this letter at your [MONTH] stated meeting. Fraternally, [Name] [YOUR] Grotto Secretary (phone number) Page 11 of 13

12 BAKU GROTTO S Famous 2 PORK CHOP DINNER For Prospective Members FRIDAY, April 30, 2xxx Bring a Master Mason Non-Grotto Member and both couples dinners are FREE! Grotto Members please come out and enjoy yourselves. Cost is $8.00 per person Social Hour: 6:00 Dinner: 7:00 For reservations call: Prophet in Charge at ###-###-#### Or at username@provider.com Page 12 of 13

13 El Jaala Grotto, MOVPER presents its annual Master Mason s Night Tuesday, April 27, 2xxx CLUB CASA 353 N. River Rd., Des Plaines, IL (just north of Golf Road) Join us for dinner at 6:30 pm as our guest. Hear about: The Master Mason s Playground Golf before meetings The World Famous Black Horse Troop Being television stars The Int l Champion Masonic Motor Patrol Volunteering at Special Olympics The El Jaala Clowns Our 2 nd degree team to help Blue Lodges Cook s Night Out Dentistry for Children with Special Needs Sno-Kones Illinois & Midwest Grotto Associations Annual Supreme Council Session in City, State Program will end by 9:00pm Open to the 1 st 25 Non-Prophet Master Masons that RSVP. No obligation to join. However, there will be an opportunity to do so for those that wish to. Petition fee of $$ and $$ dues for the remainder of YEAR must be paid at time of joining. Visit us as OR RSVP (###) ###-#### Page 13 of 13