Guidelines For Event Organisers

Organising a Club Event can be as simple or as difficult as you care to make it and depends greatly on the type of event that you’re planning – obviously putting together a National Rally requires considerably more time, effort and commitment than organising a monthly natter night but one is just as important to the functioning of the Club as another.

If you wish to undertake the organisation of an event then that’s great providing it’s done in the correct way. Contrary to popular belief, the Committee isn’t there to organise these events but to co-ordinate your efforts in doing so – this is your Club and these events are for your benefit and should be the type of events that the members wish. Below are some guidelines to (hopefully) help smooth your way to putting on events that we all enjoy.

Assuming that you have an event in mind and that you are sure that it's both practical and something in which others would like to participate, the next step is to propose the idea to the Social Secretary who's job it is to co-ordinate these events. He will then make a decision as to whether or not the event is practical and desirable - don't be disappointed if the event cannot be accommodated until next year (remember, the Calendar is put together 12 months in advance) - if the event is worthwhile, it will be just as desirable next year.

Assuming that you get the go ahead to put the event together, you then need to carefully check out availability of dates, costs etc and of course whether or not the venue is willing and able to host what you require (there's little point in arranging a Pub meet only to find that everyone is turned away 'cos the pub doesn't allow motorcycles). Costs need to be kept realistic or the event is finished before it begins - if your desired venue looks too expensive there is always the option to negotiate or take the business elsewhere - many businesses will take a firm stand on non-negotiation until you're half way out of the door and they see the money following you. Dates are also a major factor with an event - check what else is on in both the Club and elsewhere 'cos you have a far better chance of getting a good turnout if your event doesn't coincide with some other popular event. Never try to arrange an event at the time of a Club National Rally - if the Journal Editor realises, your venue won't get included in the Journal and the same goes for this website.

Pick something that you would like to do - if no-one else turns up at least you'll get to enjoy yourself!

One other thing that you should remember is that if you are the organiser, you are not just there to enjoy yourself, you are also there to ensure that others enjoy themselves even if that means you don't have as much fun as you'd hoped because you are looking after others. Many new members find it difficult to become involved at their first meeting and some go away disillusioned, never to return - it is a major part of your responsibility as the organiser, to ensure this doesn't happen by looking out for and taking care of members regardless of whether or not you know them. Evening Pub meets tend to be the worst venues for this type of problem 'cos while your sitting in the corner talking to your friends and ignoring everyone else, that new member has arrived, been ignored and left never to darken the door of your venue again.