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Organizing your first event
This can be a nail-biting affair!
Will anybody come?
Will too many people come?
Will they wreck my house?
What will it cost me?
The tips below, are designed to help you get started.
Once you’ve done one, the rest are easy.
Another member or friend could help you organise your first event.
They will be able to advise you on what will be popular, how to organise it, how to advertise
it, whether to charge, who to invite etc..
If asked nicely, they’ll even come along to lend a hand!
Choose your first event carefully.
Don’t be too ambitious. As you probably don’t know too many members yet, keep it small and informal, so you get a good chance to
mix and make new friends.
Book your event.
Everything is popular on Friday evenings and Saturdays, so you will probably
need to book. Allow sufficient numbers. It’s easier to overbook
and cancel than under-book and add extra later.
If you’re asked to pay a
deposit, then pass the charge on to those attending. Don't be a
martyr!
Enter your event on the
diary (Web Calendar).
This is usually available on the pub nights, or if you prefer, contact one of
the committee. If possible, pick a day where there’s no other event.
Include maximum numbers, book-by dates, expected cost, contact phone number
(optional), name etc.
Invite people
along who you already know. Although the diary sheet is supposed to be
an invitation to all the members of Quorum, people still like to be invited
personally.
It’s your event, so you’re
in charge. If someone isn't behaving as you would want, tell them
nicely and politely behave or leave.
Cost: Events are usually run on a budget. Restaurant
meals are usually £20 to £30 so if it’s likely to be more, its a good idea to
warn people. For evening events at your home, add “BAB” (bring a bottle
or 4-pack) on the diary - it’s expected!
Refund and Subsidies of up to a maximum
of £30 (£50 for Christmas and New Year parties) for cost of food etc. will
normally be met by the club. Please check with one of the committee that
funds are available before hand, and provide a receipt. The club will
not normally provide funding for alcoholic drinks!
Advertise: Not everyone will read the
Diary or Web Calendar so
advertising your event is a good idea. Send an email to the members using
the Quorum mailing list. Include time and date (people are often a
little late so make allowances). If necessary, include a map.
Quorum Social Club have a
public liability insurance, but its cover may be somewhat limited.
Take care and lock your precious valuables away. Check with one
of the committee members about what will be covered. Dangerous sports,
bikethons, firework parties and Jackie's cooking are usually not
included by the insurance.
EQUIPMENT
Quorum has some of its own equipment which is available for cub events.
Portable barbecue (2 of) Rounders equipment. A Gazebo
Steve has a good supply of wine and beer glasses which he will normally lend
to someone who will fill one for him. Likewise, John has plenty of plastic
party plates.
Well, now is over to you. Good luck with your first event,
and if there is food, then don’t forget to ask me !
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This site was last updated
12 Mar 2008
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