Planningguide

Planning Ahead Getting the best from your program What is the aim of the event?

If you are clear about the aim of the event, other questions are more readily answered and issues are more effectively handled. Your aim should be clear and straightforward and understood by your event leadership team.

Why are you having the event?

It may be for spiritual growth, recreation and relaxation, social, skill development, specific training or adventure.

• Has your promotion of the event outlined the purpose of the event?

• Are the participant’s expectations in line with the organisers’ expectations?

For whom are you planning?

• Number, age, interests, abilities, gender mix.

• What can the participants contribute? What interests do the participants have that can be utilised?

What values are you communicating?

Serving others, co-operation, independence, sharing, personal management. What others?

How long should the activity take?

A day, a weekend, a week, the holiday period? The duration of the event should depend on your aim and the age and experience of the group as well as the time available.

What are the location options?

Fixed, mobile, fixed with short trips out. There can be hidden costs in day trips (travel and entrance fees) while often the beach and the bush at or near the venue can provide excellent opportunities for creative organisers.

How much will it cost?

Can you afford it? Key budget items include accommodation, transport, catering, admission fees, contingencies, and equipment hire. Venue fees vary enormously depending on what you want, the location, numbers and the style of the facilities. Give clear, precise information about your group (dates, size, requirements); get a clear indication of the cost.

How will the group be structured?

Whole group, small groups, mix of these. Go back to your aim - what are you trying to achieve? Are there benefits in having your group take responsibility for part of the program and organisation? Can they sometimes work in small groups as well as the full group?

What are the safety issues?

Organisers are bound under a duty of care to ensure that all activities are conducted in safety for the participants. This Artwork prepared by: JGraphics (02) 9674 6268 www.jgraphics.com.au

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does not mean that the activity should not go ahead if there is an element of risk, but that all risks have been assessed and either eliminated or reduced to acceptable levels.

Organisers have available to them many methods of assessing their programs and venues. All venues should be able to provide copies of their own emergency plans and risk analyses if requested. Some centres will have obtained accreditation from other agencies. One such agency is the Christian Venues Association endorsed accreditation program – the National Accommodation, Recreation and Tourism Accreditation (NARTA Inc) program.

All safety planning is best started well before it’s likely to be needed. Ensure those conducting activities are appropriately trained or experienced. Ensure you (and the venue) have information about local emergency services. Remember your responsibilities to provide first-aid if necessary.

Who will lead the activity?

How will you use your leadership team? Are you, the leadership team and other campers clear about the roles and responsibilities of the leaders? Who on your team has training and specialist skills that may be required? How can you best utilise the various personalities in your team? Do they clearly understand their legal and moral responsibilities?

Will the participants ‘participate’?

• Will you seek ideas and input from the campers well beforehand?

• Will you respond to their ideas and needs? Participant input can occur when you are planning as well as carrying out the activity.

What are the threads you need to draw together?

• Transport, finance, catering, accommodation, equipment, training, leaders. What else?

• Have you evaluated all the options? (e.g. 2 day versus 5 day: catered versus self-catered) Will there be a balance of activities?

Action/reflection, group/single, organised/casual, leader directed/camper input.

How will you ‘sell and tell’ the idea?

Some activities suffer from insufficient notice and planning.

There often needs to be time to enthuse, gradually building up to precise details of event.

When do you start?

As early as possible. Talk to other organisers; seek ideas; make bookings well in advance; review the sequence of steps you’ll need to go through; give everybody adequate notice.

The attention of advertisers is drawn to the Trade Practices Act 1974 and the provisions in the Act which applies to advertising. It is not possible for Christian Camping International Australia to ensure that advertisements which are published in this directory comply in all respects with the Act and the responsibility must therefore be on the person, company or advertising agency submitting the advertisement for publication. JGraphics and Christian Venues Association reserve the right to refuse any advertisement without stating the reason. All original material produced in this magazine remains the property of the publishers and cannot be reproduced without authority. No responsibility is accepted for incorrect information contained in advertisements or editorial.

“Somewhere to Go” National Directory

Event Planning Your Event Planning Checklist One Year Ahead

3 months ahead

Venue □ Choose a venue. Use this Directory or the free Venue Finder service at www.venuefinder.com.au □ Visit the venue before booking and consider the following:• size of venue and your expected numbers • the accommodation needs of your group • size of meeting rooms • recreational facilities • catering, duties and rosters • suitability for children • current fees • availability at the time you require. □ Book a Christian Venues Association Member Site. Pay the required deposit and understand the requirements and terms for minimum numbers and/or cancellation.

□ Provide detailed publicity □ Get committee to personally invite others to come to camp □ Collection of registrations & fees □ Co-ordinate bookstall & range of books with supplier.

Speaker □ Decide on the aims & objectives of your event. Choose a topic. If required invite a speaker in writing and ask for a written reply. Consider how the topic complements the aim of your group for the whole year □ Inform the speaker of the expected audience size and composition, and the aims of the event □ Decide timing for talks and discussion groups □ Check with the speaker if there is to be a fee. If not, consider an appropriate gift.

8 Months ahead Assemble a Camp Committee/Working Party.

Their responsibilities include:□ Establish cost per person, include overheads □ Plan the program - include structured & unstructured free time - check meal times with site □ Entertainment □ Duties eg. meal & cleaning rosters □ Prayer & small groups □ Music □ Bookstall □ First aid □ Catering - cooks, food, set up site if necessary.

Advertise □ Produce a registration form □ Distribute registration form and start announcing □ Consider a time payment scheme □ Collect registrations and deposits/fees.

4 Months ahead □ Reconfirm booking and prices □ Continue advertising and collection of registrations & deposits/fees.

Finalise program - check with:□ Speaker that all is still OK □ Musicians □ Children's Program organisers □ Any other outside help.

“Somewhere to Go” National Directory

1 month ahead Start work on □ Rosters □ Transport □ Provide maps □ Audio Visual requirements □ Bookstall setup/packdown & staffing arrangements.

1 to 2 weeks ahead Expect last minute cancellations and applications. □ Finalise applications □ Collect fees □ Arrange transport & rooming □ Phone site with final numbers. □ Advise site/caterers of any special dietary needs □ Check payment arrangements with the site as many require payment before leaving □ Reconfirm with those involved in program that all is OK □ Supply copy of program to campsite □ Check speaker’s needs – eg. data projector, overhead projector, photocopying, white board and pens etc.

On Arrival □ Ensure an organiser is first to arrive at site. □ Meet the site manager, finalise any last minute changes to program or numbers □ Issue name badges to campers as they arrive □ Direct campers to their rooms □ Collect outstanding fees.

Before Leaving the Site □ Ensure all cleaning duties are completed to managers satisfaction. □ Remove all decorations & notices □ Finalise and pack up bookstall □ Place all site equipment back in its correct place □ Collect lost property and take with you □ Notify manager of any damage caused by your group □ Settle the account & roll your deposit over for next year.

After the event □ Arrange a final meeting with the committee to evaluate the program and all arrangements. Pass this evaluation on to the new committee. □ Book a Christian Venues Association Member Site for the following year.

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