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. An 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.
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.
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.
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
CHANCTONBURY PROBUS CLUB
BRIGHTON OLD - BRIGHTON NEW
A VISIT TO THE ROYAL PAVILION AND THE i360 TOWER in BRIGHTON
Monday 20th May 2019
RESERVATION AND PAYMENT FORM
Photos if appropriate
ORGANISER - Probus Member (mobile number on the day)
Please come along to a relaxing but informative day out in Brighton to discover some of its history and views.
The Royal Pavilion has a colourful history stretching back over 200 years. Built as the seaside pleasure palace for King George IV, it has also served as a civic building, First World War hospital, and has become a true icon of Brighton.
The British Airways i360 structure, on the other hand, was built only a few years ago and opened on 4 August 2016. It is a 162-metre observation tower on the seafront of Brighton, at the landward end of the former West Pier. British Airways i360 was designed, engineered, manufactured and promoted by the team responsible for the London Eye.
THE PLAN FOR THE DAY
We will leave West Chiltington car park at 9.45am to arrive at The Royal Pavilion for our allocated time of 11.10am and we will have a choice of exploring the palace using audio guides which are included in the price or just wandering on your own.
The guides are simple to use and the tour can be followed by keying in the numbered signs that can be seen in most rooms in the Royal Pavilion. The audio guides use a T-coil so they are suitable for those with a ‘T’ switch on their hearing aid. The tour can be completed in about 45 minutes, but to appreciate it fully it is better to spend at least an hour.
After the Palace visit we will have free time for lunch and to explore Brighton at your leisure before needing to be at the i360 Tower by 3.00pm latest (for security checking) for the 3.30pm 'flight', which will last approx. 20 -30 minutes.
After the 'flight' there will be time to get refreshments at the West Pier Tea Rooms below the i360 before the coach arrives at 4.30/5.00pm for our return home.
BRIGHTON OLD - BRIGHTON NEW
SUMMARY & TIMINGS
Date: Monday 20 May 2019
Time: Please meet at 09.30 for prompt departure at 09.45 by coach from West Chiltington car park
Royal Pavilion Tour: booked for 11.10am
Free Time for lunch/shopping: 12.30pm - 3.00pm
i360 'Flight': arrive 3.00pm for 3.30pm 'lift-off'
Return coach: approx 4.30/5.00pm
Open To: members/associates/partners/guests
Cost: £43.50 per person, based upon a minimum of 30 attendees. (The cost will reduce for a higher attendance).
What's included in the price: return coach transport, entry tickets to the Royal Pavilion with audio guides, entry tickets to the i360 Tower & gratuity for the coach driver.
What's not included: No food or drink is included.
Reply to Clive
By email email@example.com
By phone 01903 11111 or 07464 2222222
By hand/post See details on the Reservation & Payment Form below
An email to the Organiser would also be appreciated if you are unable to come along.
Reservation & Payment Form for:
BRIGHTON OLD - BRIGHTON NEW
Date of event: 20th May 2019
Closing date for Applications & Payment – 30th March 2019
Please post your completed form and payment to:
1 Somewhere Road
I enclose a cheque* made payable to “CHANCTONBURY PROBUS CLUB” to the value of £43.50 per person.
* Cheques will be banked in early May 2019
MEMBER.......................................... MOBILE PHONE NO......................
PARTNER/GUEST.............................. MOBILE PHONE NO......................