How do you do this?
A) Consider what the “risks” are.
To the continuation of the society
To a successful lecture programme
To successful visits and study courses
To successful tours
1 Risks to the continuation of the society
Have you sufficient funds?
Do you produce annual audited accounts?
Do cheques require 2 signatures?
Can you maintain membership levels?
Can you provide a committee?
Have you got a secure venue?
Have you a good programme secretary?
Do you plan a programme with varied interests?
Are booking forms completed properly?
What happens if the lecturer cancels/fails to show?
What back-up have you got for equipment?
What happens if the venue booking goes wrong?
How do you deal with emergencies at meeting (illness/fire evacuation)?
Problems with transport (no show, poor driver, poor vehicle standards)
Problems with venue, not expecting group, catering etc
How do you deal with emergencies like illness, people cancelling at last- minute due to illness
etc, no show of lecturer or guide?
4 Risks to successful tours
How to choose a reliable, properly insured and ABTA/ATOL company?
Problems with transport (delays, poor driver, poor vehicle standards)
Problems with hotel/venues.
How do you deal with emergencies like illness, theft or complaints?
B) Having listed your risks, agree a plan or policy for each. For example, do you give refunds if members cancel due to ill health? Do all the Committee know the evacuation procedure for your meeting place? Do you have a list of local lecturers you could call upon at short notice? Do you display NADFAS’ insurance statement?
We are sure that Societies are well practised in all this, but it may be a worthwhile exercise to discuss these matters with your committee. Each society will have different issues and a different solution; discussion and planning will reduce problems.
02.02.06