Caloosa Dive Club Guideline for Event Coordinators
Thank you for volunteering to coordinate one of the Caloosa Dive Club events!
Below are some guidelines to help you through the planning and execution of your event.
Remember to keep good records and notes for next year, as well as all receipts.
The Dive Club Officers, Board and members are available to help you with your event!
1. Determine your event specifics and your budget.
Each event must be self-supporting. This means that your income from fees charged to members and guests must cover all of your expenses. (Please note: All 50/50 proceeds will be credited to the Caloosa Dive Club's Operating Fund, not a particular event)
You will need to determine how much to charge attendees for the event. Guests should pay twice the amount as members. Members and Guests should sign up and pre-pay for the event by the deadline that you set (this will also help you in determining your actual income). Coordinate the payment of those who signed up with our Treasurer.
Ask the Treasurer for a breakdown of the income and expenses of last year's event (or an event similar to what you are planning) to help you in your calculations. Get the notes from a previous event coordinator to help you determine how many people attended, things to remember, etc.
Your estimated expenses must include the following:
2. Advertise your event.
Start advertising your event on the Website about 2 months prior to the event (sooner if you have it available). See the "Procedure for Posting Upcoming Dinners/Events on the Website" for details.
If you would like to create a flyer, you may do so on your own, or you may ask Sandy Canning for assistance. Your flyer can be simple, or fancy, with or without pictures. It will be posted on the website just as you submit it. (The webmasters are not responsible for corrections to your flyer). Flyers can be posted on the Website and can be used to advertise your event at the meetings.
3. Create a Sign Up Sheet.
Start encouraging people to sign up for the great event you are planning!!
Your sign up sheet should be presented at the 1st meeting of the month prior to your event (i.e. if your event is in Feb, start advertising the 1st meeting in January). This will allow at least 4 meetings prior to your event to advertise it at our Club meetings. (The Annual Banquet, the Christmas Party, and the Crab Claw Fest may all request more advertising time, if desired).
There are different examples of Sign Up Sheets that have been used in the past for different types of events. Ask for help if you need it.
Determine your last day to sign up and pay. Be sure to give yourself sufficient time to finalize any food purchases, or anything else that you may need to do before the event.
4. Marketing, aka "The Talk"
"Sell" your event at the meetings, get people excited and looking forward to the great event you are planning! Mention if there will be games, prizes, entertainment, etc. Make it fun and different. Remind members about paying for the event in advance. If you can't attend a meeting prior to your event, ask someone to talk about it for you. Place your sign up sheet on the side table for members to view and sign up prior to the start of the meeting. During the meeting, pass around the sign-up sheet.
5. Ask for helpers.
Line up your "helpers" for your event, if needed.. We have lots of members willing and able to help with club activities!
6. To-do before your event
Create a check in sheet for the door, if applicable. This should be an easy-to-read list of who signed up and paid. Coordinate with the Treasurer. Clearly mark who, if anyone, is to pay at the door. If you are expecting a few people to pay at the door, ask the Treasurer to have a small petty cash fund available in case you need change for someone (i.e. they give you a $10 bill but only owe $6). Make sure you have a pen available with your check in sheet to give to the check in person at the door. Tip: You can use the club roster as a check in sheet (ask the Treasurer for a sample)
7. It's Event Day!
8. Post your Event Report on the website.
Write up a brief report (1 or 2 paragraphs) on your event, include some pictures (4-6 max), and send to our Webmaster for publication on the website. Ideally, this should be done within 1 week after your event. Tip: This may include something funny, the 50/50 winner, the food or entertainment, and thanks to all of your helpers. Note: See the associated "Procedure for Posting Dinners/Event Reports on the Website".
9. Gather receipts for reimbursement.
Gather all the receipts and Reimbursement Request Forms from yourself as well as your helpers. As the coordinator, you must sign off on the Reimbursement Request Forms (available on the website or from the Treasurer). This will allow you to track and note all of your expenses. When you have all of them, meet with our Treasurer to get the reimbursement checks to distribute to your helpers. This reimbursement money will come out of your income from the event. See the associated "Reimbursement Request Form Procedure" on the website.
10. Finalize your notes regarding your event.
Jot down some final notes including income, expenses, number of attendees, helpful hints for next time, etc.
MANY THANKS for ALL of YOUR HARD WORK!!!