Events

Concept | Scoping | Approval | Promotion | Conduct | Evaluation 

Concept 

• What sport or activity? 
  
• Where will it be conducted? 
• When will it be conducted? 
  
• Who is the event for? 
  
• Draft a Plan on a Page (portrait).  

Scoping  

• Who will provide the activity?
• Does the provider have insurance?
• How much will it cost? Request quotes. 
• How will payments be made? 
  • Participant > Provider, or 
  • Participant > RAVSTASS > Provider 

Approval

• Deliver Plan on a Page to Division Director (cc Vice President). 
• Review whether activity complies with our Safety Risk Limitation Matrix. 
• Decision of Division Director whether to proceed (cc Vice President). 
  
• Decision of whether a Payment Portal is required on the website to collect funds (consult with Treasurer). 

Promotion 

• Invite participation via some, or all of the following methods: 
  • Forward the Plan on a Page to the Division Chat Thread. 
  • Creating a dedicated Chat Thread for the Activity (refer to Style Guide). 
  • Creating a Facebook Event on the RAVSTASS Official FB page. 
    • Add Provider as 'Co-Host' in order that appears on their site. 
    • Add link to Payment Portal (consult with Treasurer). 
    • Add GPS co-ordinates for location of the event. 
  • Forwarding the FB Event to the FB RAVSTASS Members FB group. 
    
• Track registrations, via the Event page, and/or consult Treasurer to confirm payments and thereby registrations being received. 
• Confirm with Provider that registrations are sufficient, and event will proceed. 
• Provide Joining Instructions to Participants. 

Conduct 

• Brief Participants. Ensure the Provider includes the following: 
  • Brief Safety. 
  • Brief First Aid. 
  • Brief Weather. 
  • Brief Communications Plan. 
    • Primary - e.g. Mobile Phone (specify the Mobile #'ers) 
    • Alternate - e.g. CB Radio (specify the Channel #'ers) 
    • Contingency - e.g. 2 x personnel (specify the location) 
    • Emergency - e.g. Emergency Locator Transmitter (ELT) registered with AMSA. 
  • Participants sign a Risk Acceptance & Waiver Agreement. 
• Conduct the Activity. 
  • Track progress via Strava. 
  • Capture Imagery. 
• Debrief Participants. 
  • Thank members for their participation. 
  • Encourage submission of Incident Reports (if any). 
  • Ask key questions for the Post Activity Report.  
    
• Pay the Supplier via either: 
  • Organiser pays Provider and then requests Reimbursement from Treasurer . 
  • Organiser obtains Invoice from Provider and forwards to Treasurer for payment. 
    
• Add imagery to socials (refer to Style Guide) via either:
  • Add to your own socials accounts and @ravstass #ravstass 
  • Email ravstass@gmail.com with imagery. 
    

Evaluation 

• Submit Post Activity Report. 
• Review EOM Finance Report for Financial Performance.