Procedure  For  Organising  Events

1        The Events

Following the preparation of the Club Programme and after presentation to The Rotary Club Assembly the Committee Chairmen and their teams organises the events that have been planned.

2        Type Of Event

This Procedure can be used to plan and organise any of the events that take place during the Rotary Year. The events are typically choir concerts, brass/silver bands, barbecue, quiz, walks,  Christmas  Carols and the Remembrance Day Parade.

3        Procedure

Chairmen and committee books performers and proposed venue for concerts etc. For barbecues agrees venue and budget for food and drink.

Agrees fees for performers and costs for hiring halls, school, college, Silvester Horne Institute etc.

Arranges to programme planned events on Church Stretton Website and library Logbook.

Helps to prepare publicity material with Publicity Officer for inclusion in Stretton Focus and local papers. Also produces posters for distribution around town.

With the committees agrees prices for tickets and arranges printing and sale of tickets.

Inform Venue of probable numbers attending and any special requirements.

Organises raffles and purchases prizes.

Organises any planned refreshments, purchases drinks, snacks and for the barbecue arranges for supply of meat etc.

For all events arranges help from Rotary members including door duties, raffle ticket sales

             and serving of light refreshments.

             For walks plan route and book pub refreshment if required, attend to any safety needs.

             For the Remembrance Day Parade appoint marshalls and advise duties.

             For the Youth Speaks Competition arranges school participation, number of teams etc,                

             and arranges venue and Adjudicators. Also asks for help from Rotarians for timekeeping   

             duties.

             For certain indoor events arrange drinks licence if required.

             Produce timetable for certain events, eg. School interviews and Youth Speaks. Also liaise  

             with school. If the Stroke Awareness Day is to continue liaise with NHS and arrange venue

             where tests are to be carried out. 

Arranges for Rotary President to introduce events and give thanks to performers, helpers

       and hosts for all other events.