EVENTS & NEWS
A Guide To Paddlesport
Easter Sailing in Devon / Cornwall
Organise an event
We do need people to start thinking ahead and planning new things for us all to do, BUT in order to make things happen effectively there are few guidelines to follow...Before you book anything:
Contact the activities co-ordinator at activitiesATaoac.co.uk to check the activity is covered by AOAC’s insurance policy and to agree the proposed date so we don't end up with everything happening at the same time.Once the activities co-ordinator has agreed that the insurance and proposed date are ok, then you should complete the Event Details form and email this to the activities co-ordinator (at activitiesATaoac.co.uk), copied to the treasurer (at treasurerATaoac.co.uk).
The activities co-ordinator will check the event details form and, if all the details are ok, then he/she will confirm to you that you can book the activity. (Note: if an event is booked without this confirmation from the activities co-ordinator, then the event (and its costs) potentially become the individual responsibility of the person who has booked it, rather than the club's responsibility).After you've booked the event:
The event form can be used to create an advert for the event - please send an updated form to the activities co-ordinator and he/she will ensure it goes into the calendar, the newsletter and weekly events list.At this point you also need to put something on the notice board (for Wednesday evenings at the pub) to advertise the event.
Please advertise weekends away on the board, in the weekly email and on the calendar at least 6 weeks before the event to ensure sufficient numbers of members attend. Please keep an eye on how quickly the event is filling up, and speak to the activities co-ordinator if you think it isn't filling up quickly enough.Complete a risk assessment form. Generic ones exist on the website for most activities, to be returned to the policy officer. Just yell if you need any help filling it in.
If you need to pay any expenses then you should send a cheque request form to the treasurer, at the address on the form. Please enclose any supporting documents (e.g.invoice from YHA). If possible, the club should pay the expense directly by cheque. However, if you have paid the expense yourself, then you will also need to enclose proof that it has been paid (e.g receipt from the supplier). Keep a note of who has booked on to the event and who has paid. Send any cheques / cash received from members to the treasurer as soon as possible. Please do not hang on to them until nearer/after the event.
After the event:
Fill in an income & expenditure form or complete a spreadsheet showing the income and expenditure. This needs to be returned to the treasurer with any remaining cheques / cash collected from members immediately after the event. Send the form and cheques / cash to the treasurer at the address on the form.Other things to be aware of
If you need advice about an activity talk to one of the organisers - identified on the website or the newsletter or the club notice board. Please note that non-members on club trips may NOT use club equipment (for guidance on when non-members can attend AOAC events see the Committee/Policy Documents pages of this website).And finally...
Looking forward to a fantastic year packed with loads of activities that are well attended and led by loads of different people - after all, variety is the spice of life and that is what the club is all about!
Cheers!! Activities Co-ordinator (Carrie Stone)