Chanctonbury Probus Club
Chanctonbury Probus Club

Social Committee

The club appoints a series of Officers who manage the club's affairs and are appointed at the annual general meeting that is held in May each year. We have a Social Committee and its Chairman is elected under this process

 

The Social Committee currently is:-

Laki Marangos - Chairman
Ian Gibson - Secretary
John Keayes
Simon Powlson
Alan Jeffs
Bruce Tompson

 

Club Members should contact the Committe if they would like to suggest any social event. 

 

NOTE at the bottom of this webpage you can see an Advice document designed to help event organisers together with a copy of the Club's "Standard Flyer" format

A copy of the latest Committee meeting minutes is shown below:-

 

Social Committee Meeting

held on Monday 6 April 2020

at 3.00pm through video-conference

In the chair:        Ted Hooker

Present:               Ian Gibson, Alan Jeffs, John Keayes, Laki Marangos and Simon Powlson

Apologies:           None

Discussion, comments & agreed actions

Ted was pleased that despite restrictions around the Coronavirus Pandemic we were able to meet via video-conferencing, however due to limited time availability on that media, the agenda for this meeting had been shortened.

1.   Confirmation of the Minutes of the meeting held on 7 January 2020

The minutes were approved as a true record of that meeting.

2.   Matters arising from those Minutes

  1. Item 6. Event Organization and Flyers – John said he had spoken to the Fidentia insurance brokers who confirmed that the Club’s policy offers “financial protection against legal costs involved in the event of a liability claim (including Bodily injury and third-party property damage) being made by a club member or the public”

John had described our typical events programme to Fidentia and therefore understands that the Club is protected from claims or potential negligence. The only thing we are NOT presently covered for is Golf, as this is seen to be a “Leisure Sport” – Fidentia could cover that as an extra policy if we need it.

After discussion Alan agreed to drop a line to the few golfers in the Club who are not members of a golf club about this.

 

3.   Review of social events held since last meeting

Ted reminded the committee about social activities held since the last meeting as follows:-

The Ten Pin Bowling organized by John Gilbert – Ted confirmed that John was aware of the slow lunch service problems experienced following the fun morning at the Out of Bounds centre.

The Curling arranged by Simon Powlson - everyone agreed that this had been a very enjoyable event.

Ted thanked those event organizers.

Fishbourne Roman Palace – this visit has been cancelled and cheques destroyed by organizer Simon.

4. Coronavirus impact on planned events for 2020

Everyone was aware that due to the Coronavirus Pandemic, Chairman Graham had written to all Club members and associates suspending all activities until government advice is clearer.

Ted had drafted the latest position on the “Social Calendar” and  took the meeting through each event on his 30/03/2020 table below:-   

2020

Event

Organizer

Status

April 23rd

 

 

 

 

27th

25th Annual Dinner

 

 

 

 

Chichester Historical tour & Lunch

Rob Golding

 

 

 

 

Roger Millard

Postponed - An email on this had been distributed today to all members & associates and cheques will be destroyed.

 

Cancelled – no cheques were involved

May 11th

Leonardslee Gardens

Ted Hooker

Cancelled – cheques have been destroyed

June 1st

Inter-Probus Club Croquet

Laki Marangos

Postponed – cheques destroyed. It is hoped it might be possible to reschedule later this year

July

 

 

 

August

 

 

 

September 11th – 15th

Normandy Visit

Laki Marangos

In abeyance – Laki has emailed all those who have signed up & a final decision on the trip will be made by July

October

Chairman’s Invitation Lunch

Clive Jones

In abeyance

November 13th

Call My Bluff Wine Challenge

Laki Marangos

Still planned at this stage

December

 

 

 

 

5. Any Other Business

  1. How we might resume Club activities & events – We discussed how to proceed when the government has made decisions emerging from the Pandemic. Alan suggested early activities might be walks; golf and perhaps croquet. Ted will discuss this with the Club Management Committee later this week.

 

  1. Ladies Lunch planned for 16 July 2020– John reminded the meeting that Angela Jones had earmarked this date and suggested he speaks with her about this event for the Ladies. After the meeting John spoke with Angela who thought it likely that the lunch would have to be cancelled.

 

Next Committee Meeting is planned at 3.00pm Monday 29 June 2020 probably through video-conferencing.

Minutes by John Keayes produced on 06.04.2020

Action to be taken by

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

AJ

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

JK

Advice on Organising an Event

 

Develop a Clear Proposition

 

Ideas for social events can be generated by the Social Committee or suggested by members.  The ideas are discussed at the Social Committee meeting and the appointed Organiser will research the detail, particularly an indication of event cost and timing, and the Social Committee Chairman will take this information along to a Club Lunch to get an indication of likely numbers before progressing further.

 

Transport to/from the event must be considered. 

 

If it is agreed that personal transport is best then parking information should be provided where possible.

 

If a coach is used it is particularly important to have a good indication of interest as this can add greatly to the cost of the event.  It is sometimes useful to send out an interim flyer to gauge interest to aid coach booking.

 

The organiser should also consider how much walking may be involved so that this can be made clear to members.

 

Food may also be a significant element in the decision to proceed.  A meal may be part of the event or a more informal approach may be taken with members agreeing to meet for a meal after the event and pay individually.

 

The Event Flyer

 

The Organiser may find it useful to test all of the above against the Club’s standard Event Flyer which is a useful check that all aspects of the event have been taken into consideration.

 

The Open to section is included as there are occasionally instances when only members may attend.  And example of this was Rick Borrett’s Live Target Shooting Event (Sept 19).  The norm is for events to be open to Members, Associates and their Partners/guests.  In some instances the event may be open to friends/relatives/non Chanctonbury Probus members but this should first be agreed with the Social Committee Chairman, however an event should not have to depend on non Chanctonbury Probus members to make it viable.

 

The principal headings (in bold) should all be completed to ensure consistency, however each event is different and in some cases extra pages for example for maps or itineraries may need to be included.  In others the flyer will be very short and simple.

 

Information on the Club’s insurance can be found on the Club website Insurance Page.  Where appropriate, Members should be advised to carry their own Travel Insurance. 

 

 

 

Costs/Budgeting

 

This can be the most difficult part of the exercise, particularly if a coach is involved as the objective is the event to break even.  A contingency allowance should be built in in cases where unexpected costs may arise and it is prudent to be conservative about likely numbers.

 

When a coach is used, or in other instances where gratuities are appropriate, these should be included in the cost of the Event.

 

The Organiser can get advice on costings from the Social Committee and SC Chairman.  The cost needs to be clearly stated on the Flyer together with what would be refundable in cases of cancellation by members.  The Club Cancellation Policy (see Club Rules number 8) states that “All events must be paid for at the time of booking.  In the event of cancellation and if the booking can be resold, a refund can be given.  If it cannot be resold, payment for the booked event must be made.

 

If the Organiser is concerned that the event may make a loss due to insufficient take up, this should be raised with the Social Committee Chairman, who may talk to members of the Management Committee if appropriate, and a decision will be made as to whether the Event should proceed or whether it should be cancelled.

 

Flyer Distribution

 

When the flyer is ready the Organiser sends it to the Social Committee Chairman who will check it over and forward it to the Secretary for distribution to Members and Associates.

 

Finances

 

All cheques must be made out to the “Chanctonbury Probus Club”.  The Organiser will liaise with the Treasurer, passing his cheques for banking and requesting a club cheque for any payments to be made, e.g. deposit/final payment. 

 

All financial transactions relating to the Event should be handled by the Treasurer.  The Organiser should not use his own money to pay for Events.  At the time of writing the Club can only make payments by cheque.  Where an Event provider only accepts card or online payment (e.g. for deposit) the Organiser must make the Treasurer aware before using his own card and must obtain an immediate reimbursement from the Treasurer.

 

The Organiser will keep the Social Committee Chairman and Committee updated on progress.

 

 

After the Event

 

The Organiser will write a short piece about the Event for the Club Website and for the Annual Journal.

 

 

Ted Hooker, Jan 2020

Standard Flyer Format

DESCRIPTION OF PROBUS EVENT

DD Month YYYY

Event Summary Description

...................................................

Event Date(s)                         DD MONTH YYYY

Organiser                               A N Other

Start Time:                             HH:MM

Duration/End Time:              HH:MM

Meeting Point:                      Venue Name/Description   (Post Code: AB1 2CD)

Parking:                                 On site / Pay & Display / Free / ABC Car Park (Post Code: AB1 2CD)

Refreshments:                       Restaurant / See Attached Menu Options / On Site / Bring Your Own

Open To:                                Members Only / Partners / Guests

Total Cost per person:          £….. (Payable in advance / On the day / Refundable or not?) inclusive, or

           (£….. event + £….. refreshments / meals / drinks / gratuities)

ACTION NEEDED

Reply to:      By Email:           another@btinternet.com

                     By Phone:         01903 123 456

                     By Post:            See details on Tear-Off Slip below

----------------------------------------------------------------------------------------------------------------------------------------------------

Deadline for Replies:      DD MONTH YYYY

Event:   …………………

To:  A.N Other, 99 Somewhere Avenue, Storrington, RH20 1AB

Please delete the appropriate line(s) below ...

I wish to attend the XYZ Probus Event  and enclose a cheque for:   £              for              people

I wish to attend the lunch                        and enclose a cheque for:   £              for              people

I do not wish to come

Name:  _______________________________

----------------------------------------------------------------------------------------------------------------------------------------------------

Deadline for Replies:      DD MONTH YYYY

Event:   A Daytime Visit to Probus Event

To:  A.N Other, 99 Somewhere Avenue, Storrington, RH20 1AB

Please tick the appropriate choice from the line(s) below...

Menu Choice for ____________________         1a / 1b / 1c         2a / 2b / 2c         3a / 3b / 3c         4a / 4b / 4c 

Menu Choice for ____________________         1a / 1b / 1c         2a / 2b / 2c         3a / 3b / 3c         4a / 4b / 4c 

I do not wish to come

Name:  _______________________________

Partner _______________________________

Guest(s) _______________________________

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© John Keayes