Example Events Form

Every full member of BNHIVC is expected to organise at least two activities per year. This means that the range of sports, social and cultural activities in which you can participate is limited only by your own imagination. BNHIVC publishes an Events Form (example left) in our printed bulletin for members to submit the events they wish to organize. Details of an event being organized by a member are entered into the form, which is then sent to the Activities Officer. The Activities Officer tries to ensure there is a balanced programme throughout the month and that there are only complimentary activities on at the same date and time.

 

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 © Basingstoke & North Hampshire IVC - www.bnhivc.org