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Avon
Outdoor Activities Club
Policy for Booking Club Events
1.
A “club event” is defined as an event which Avon Outdoor Activities
Club (“the club”) takes responsibility for organising. The club
will normally bear the cost of a “club event”, and be entitled
to amounts paid by members for attending the event.
2. The general rule is that any event which is to be a “club event”
must be approved by the club’s Committee before any such event is
booked.
3. However, by exception, the Activities Co-ordinator (or, if this role
is shared, one of the Activities Co-ordinators) may agree that an event
is a “club event” without the Committee’s approval where
the total cost of the event does not exceed £1,500. For the avoidance
of doubt, if the deposit payable for an event is less than £1,500,
but the total cost of the event exceeds £1,500 then the event cannot
be accepted as a “club event” by the Activities Co-ordinator
alone: such acceptance can only be given by the Committee. If in doubt,
the Activity Co-ordinator should consult the Committee.
4. Where the Committee does not agree with any decision taken by the Activities
Co-ordinator under rule 3 above the Committee has the right to challenge
and amend any such decision. However, the Committee will take into account
any financial or other commitments made by a member in good faith as a
result of the Activity Co-ordinator’s decision.
5. If an event is booked by a club member without following the above
rules then that event is not a “club event” (and is deemed to
be a private, non club trip organised by the individual club member),
until or unless the event is adopted by the club as a “club event”
under rule 2 or 3 above. Where an event is a private, non club event,
it will not be advertised by the club; and the club is not responsible
for any aspect of the event (including any financial liabilities arising
from it).
6. It is the responsibility of the Activities Co-ordinator to ensure that
all activities to be undertaken on a “club event” are covered
by the club’s insurance policy. (Note that certain activities are
only covered by the club’s insurance policy if the activity is provided
by a third party provider with their own equivalent insurance cover).
If any such activities are not covered by the club’s insurance policy
then the event should not be adopted as a “club event”.
7.
Where any issues not covered by the above rules arise the Committee’s
decision on such issues is final.
Last
reviewed: January 2012
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