Lead An Event

No, it's not magic... New events appear on the Adventure Club calendar because members because (just like you) set them up. If you are new to the Club or have never coordinated an event before, you might feel a little intimidated. Below are some simple steps for getting an event listed. You can also ask an officer, executive committee member or long-time member for some advice.

1. Select your event and chose some open dates on the Club calendar. Contact the vendor to make arrangements and obtain information such as minimum and maximum number of participants, price, deposit requirements, physical limitations etc. If you can negotiate a deal to get a group discount, even better. Sometimes with a group discount we can give members a break on price and still have a few dollars left over to contribute to the Club treasury. If you are looking for a vendor, we have a Vendor listing on the web site. Some of the more experienced members can also guide you in finding a vendor for specific adventures.
   
   
2. Submit your event for approval directly on the web site or to the Events Chair by phone or mail. Upon approval, your event will be listed on the web site and included in the next newsletter. Plan early and try to get your event listed at least two months in advance. If there is a conflict with dates etc, the Events Chair will work with you to select an alternative date if possible.
   
   
3. Download Event Forms from the web site or ask an officer or executive committee member for copies. These forms allow you to record the attendees, phone number, deposits/payments made and attendance.
   
   
4. Collect payment for the event as appropriate. Please note the up-charge policy for guests. Also, members who make a deposit and then cancel cannot have their deposit returned unless another member is found to take their place You can help out by sending out an announcement about open slots, but it is the member's responsibility to find a replacement. Members who sign up but do not show up are responsible for any costs incurred by their vacant slot.
   
   
5. Make sure all members and guests signed up for the event have instructions on what to bring and wear as well as directions/maps.
   
   
6. Have fun at the event!
   
   
7. Submit your completed Event Registration Report along with any profit to the Club P.O. Box. If your event lost money, you can be reimbursed. provided that all members who signed up paid as appropriate and all club policies were followed.
   

All this might seem a little overwhelming at first but it's really not too difficult.
If you have any questions, please contact the Member Chair
or any of the or club board members.