|
Activity Guidelines
Exclusive Activity
We offer members the option to nominate their
event as 'Exclusive', providing the Activities Officer
agrees to this. This means that the Activities
Co-ordinator will make sure that no one else organises
something on the same day and time. This will ensure that
people aren't diverted from your event to any others.
The 'Exclusive Activity' facility is only available for
important or large events that need a lot of people
such as a Barn Dance or a Disco or where there may be a
financial risk to the club. A chat with the Activities
Officer before submitting your event details will often
reveal whether your Club can offer the 'Exclusive
Activity' facility for your event.
Event subsidies and Guarantees
We will sometimes help subsidise events or guarantee
members against financial loss from the Club funds. If
you think you may need this help, then run through
what you are planning with the treasurer as he or she
will almost certainly not commit club funds if you apply
for help after the event. If you don't fully consult with
the treasurer before the event, then IVC reserves the
right not to pay out any money.
For events costing over £5.00, you will normally be
expected to collect at least £5 from all the attendees
as a deposit. For events costing less than £5, then
collect the full amount.
For big budget events (eg skiing or foreign holidays)
you will need probably to collect considerably more
deposit than this, though the treasurer will advise.
Remember to keep all receipts and proof of expenditure to
support your claim for reimbursement.
FINALLY, GO TO THE EVENT, ENJOY YOURSELF AND HAVE FUN
Organising Events and Activities
Any member of the committee will usually be on hand and
will be happy to give advice on how to write up event
details so that they are likely to be successful. Once
this has been done, the forms are sent to the Activities
Officer to be compiled into our monthly bulletin by
the Bulletin Editor.
If you are organising an event, you must take
all reasonable steps to ensure that the event goes ahead
as advertised. If you are unable to attend in person then
you should make sure that somebody else goes on your
behalf.
If you have to cancel your event, it is your
responsibility to make sure that everybody who notified
you of their intention to attend has been informed that
the event will not be taking place.
If you are having difficulties organising your event,
don’t forget that you can get assistance
and advice from any of the committee members.
If you have never organised an event before or have
and would like to do it better, then below are a few
guidelines to help make your event or activity a great
success.
SELECTION - Choose
an event you feel comfortable organising. Has someone
else organised an event like this before? If so speak to
them how they went about it. If you are a little shy or
nervous then ask someone to help you.
UNDERSTAND YOUR AUDIENCE
- Consider the possible attendees. Who will attend? How
much will they be prepared to pay?
CANVAS - Always canvas ideas at club night and draw up a list of possible
interested bodies to join you.
COSTS - If considerable amounts of money are to be involved and
advanced bookings need to made, ensure you get at least a
deposit from members wishing to attend. ( Also see above
'Event subsidies and guarantees').
EMERGENCIES AND CANCELLATIONS
- Record names and telephone numbers of attendees in case
of emergencies and cancellation. Make sure they also have
your phone number for the same reason.
Please do not cancel your event without advising
the activities co-ordinator. Find someone to take
over the event for you if possible. Please don't forget
to notify your potential attendees of the cancellation if
you were unable to make alternative arrangements.
SELL YOUR EVENT -
Write up details for the event as far in advance as
possible and pass to the Activities Co-ordinator. Make
your event as interesting and as amusing as you can and
win a prize for the best bulletin entry. If you wish the
event to be exclusive or carry a gold star, then please
advise the Activities co-ordinator. In order to make your
event an even bigger success the event can be advertised
in the bulletins of other IVCs in the area. Just make
your intentions clear on the Activities Form.
SUPPORT OTHER MEMBERS EVENTS
- Doubtless you will be attending your own event but it
is important to arrive on time. Better still arrive a
little earlier to be on the safe side, particularly if
there is the possibility of new members coming. It is
also a good idea to support other people's events. This
will help them get to know you and will assist in making
yours an irresistible event!
Finally go to the event, try to be courteous by
arriving on time, enjoy yourself and have fun! If you
have observed all of the above guidelines, you will find
that they spell ...
SUCCESS
|
