We need people to think ahead and plan new things for us to do, BUT in order to make things happen effectively there are few guidelines to follow...

Before you book anything:

Complete the Event Proposal Form or contact the activities co-ordinator at activitiesATaoac.co.uk to agree the proposed date so we don't end up with everything happening at the same time.

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: until confirmation from the activities co-ordinator, the event (and its costs) remain 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 will be used to create an advert for the event on the calendar and the weekly newsletter

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 participants list. Enter names at any time on the Event Proposal form but please complete within three weeks of the event's finish date.

If you need to pay any expenses then you should complete the Cheque Request Form. Please supply 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:

Make up an income/expenditure sheet or a spreadsheet showing the income and expenditure. This is simple; two lists: one of who was on the trip and how much each of them paid - and one of the items of expenditure and the cost for each. 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 when given the address.

Other things to be aware of

If you need advice about an activity talk to one of the Sports Coordinators - identified on the website .

Check that all participants are current members - see list of members menu

And finally...

Looking forward to a fantastic year packed with loads of activities!