Insurance

• Event Waiver  (the form is 8½ x14)

• Parental Consent (waiver for a minor)

• Policy & Risk Management Manual

• Incident Reporting & Guidelines

Printable Version  PDF

(Adobe Reader required)

The following are the steps to be followed for someone wishing to organize a Club event.

Identify type of event

• Trailride

• Rally  (Rallies require prior Board approval)

• Social

Should the event require some type of funding from the club (such as in the set up of a rally) this should be requested in time for the Board to consider it at a regularly schedule Board meeting prior to any money being spent.

Set date and Location ensuring that any permits or permission, if required, is obtained.

Advise

• Events Coordinator: Robert Harris
• Insurance Coordinator and make arrangements to get insurance waivers (if a vehicular event): Peter Langer
• Webmaster: John Thomas

Submit Article for newsletter with the details of the event (date, time, meeting place, length of event, lunch required)

If any equipment is required, check with the Quartermaster (Bob Boland) for availability.

 The day of the event:

• Ensure that everyone signs insurance waivers (vehicular event) or an attendance sheet (social event).
• Conduct a driver’s meeting prior to departure- where we are going, CB channel etc.
• Try to solicit someone who attends the event to commit to writing an article for the newsletter.
• Ask anyone who takes pictures at the event to copy them onto a CD for the next Club meeting and ask if the Club could keep them for the year-end slide show.

 After the event:

• Submit insurance waivers/attendance sheets to the Membership Secretary (Julia Thomas).
• Submit all monies and receipts to the Treasurer, in the form received within 30 days of the event.

We are also now required to use a separate waiver for minors and our past practice of having the parent of the minor sign the event waiver is no longer acceptable.

Wayne Groom

Just a few reminders

If you are Running a Event

• Contact the Event Coordinator, Webmaster, Newsletter Editor.
• Contact board member  prior to expending any funds.
• Request a budget/advance and ensure approval is obtained prior to spending funds.
• Write and submit articles for club newsletter for at least 2 months prior to event.
• Obtain waivers from Insurance Rep. or download form from here (the form is 8½ x14) and ensure all those participating read and sign the waiver.
• Ensure that someone participating in the event has agreed to write and submit a follow-up article for the newsletter after the event.
• Submit all receipts to the Treasurer within 30 days of the event and or prior to the Club’s fiscal year-end, whichever comes first.
• Encourage all those participating to submit pictures to the Slide Show Coordinator and Webmaster as soon as possible after the event. (if you want the pics on the web make sure you blur the tags).

This is all part of your Standard Operating Procedures and By-Laws.

John Thomas
WebMaster