Activity Group Event Guidelines 

Date Adopted: October 1, 2019
Proposed Updates: March 3, 2024

1. CONVENORS AND CO-ORDINATORS

The Social Events Convenor has overall responsibility for all large functions that involve the whole club like the Annual Summer Picnic and Holiday Party. Many social events such as theatre events, have their own co-ordinator or committee, who obtain guidance and support from the Social Convenor. The Activity Group Convenor is primarily responsible for the annual Activity Fair and providing support to Activity Coordinators where possible. Activity groups that involve a subset of members with a particular interest also each have a co-ordinator. These co-ordinators have the guidance and support of the Convenor. Both Convenors are members of the Management Team and communicate with it and the Club as a whole.

2. INSURANCE

General Liability

The Beaver Valley Probus Club has General Liability Insurance coverage for sanctioned activities/events organized and operated with full knowledge and approval of the Management Board. In the event of a claim, this insurance would respond to defend the Club. Invited guests (including spouses) are covered if they are registered as guests. List all guests at your activities and have them complete the Standard Waiver Form before participating. Liability coverage does not extend to members of the general public.

In general terms, GL Insurance is a policy that covers the Club for claims arising from the Club’s liability due to damage or injury (caused by negligent acts, errors or omissions) during the performance of the Club’s business. In other words, if a person (whether a Member or Member’s guest) is involved in an occurence at a Probus Club sponsored event/activity, the Probus General Liability policy is designed to respond, defend a claim should one be made, and address any settlement or damages that may result from the claim.

As an event/activity coordinator consider any risks that may be associated with your activity. Ensure your members are aware of them and can judge whether it is suitable for them to participate. Probus Canada recommends that you not serve alcohol. At Club events like the Christmas Dinner, alcohol may be purchased from a licensed vendor. Probus does not supply or sell alcohol.

Directors’ and Officers’ Liability Insurance (“D & 0 Insurance”)

This is a specialized form of insurance coverage. D & O Insurance is typically designed to protect the management team of the Club for claims made against it pertaining to negligent acts, errors and/or omissions in the performance of their management duties. It includes not only Directors and Officers but also extends to cover volunteers and members of any duly constituted committee.

3. LIABILITY WHEN HOSTING PROBUS GROUPS

Your home insurance policy is the first line of liability coverage. Probus Liability Insurance is next. It is recommended that you do not offer alcoholic beverages to activity participants.

4. STARTING NEW ACTIVITIES/EVENTS

Activity Groups can be started anytime but the usual time is the Activity Fair. Anyone wishing to start a new Activity Group, should first fill out the "New Activity Group Request Form" and speak to the Activity Group Convenor who may know if anyone else is interested or will help in finding others. If you have an idea for a new club-wide Social Event or are willing to take the lead on an existing Social Event, please contact the Social Events Convenor.

5. THE ACTIVITY FAIR

The Activity Fair is the annual showcase for the Beaver Valley PROBUS Club’s activity groups. It is organized by the Activity Group Convenor and the Co-ordinators of all groups. Each group has a display of their activities, and greets Club members who are interested in those activities and may want to join in and provides information about how to sign-up online.

6. SCHEDULING ACTIVITIES/EVENTS

Activities will get the greatest participation if they don’t conflict with other Club Events or Activity Groups. Check the latest newsletter. Check the Club calendar on the website. Call the Social Events Convenor in case planned Club Events have not yet been formalized and announced. Check the schedule of activities at our meeting in the Beaver Valley Community Centre.

7. COST OF EVENTS/ACTIVITIES

The cost of any paid Social Event is bourne by the participants. Payment for all Social Events must be made online through our website or via event email invitations. The Event Coordinator must first fill out the "Event Budget " google sheet and ensure the budget is approved by the Treasurer before the invitation goes out to the Club members and before any payment is collected. Any subsidies applied to club-wide events must be formally approved the Management Committee beforehand. Any costs incurred by Activity Groups must be taken on by the participants of the Activity Group and be agreed upon in advance. The Beaver Valley PROBUS Club does not pay for room rentals, supplies or any other costs that might be incurred by the Activity Group. The Activity Co-ordinator is responsible for calculating any costs, and communicating and collecting any payment where applicable. 

8. SUPPORT FOR ACTIVITY CO-ORDINATORS

The role of the Activity Group Convenor (part of the Management Committee), is to support Activity Group co-ordinators. Support is also available from:

- members of your group (where the leader is the organizer, not the expert)
- the Social Event Convenor 
- any or all of the Management Committee
- other co-ordinators (see Activity website for list)

9. COMMUNICATION RESPONSIBILITIES

Keep your members well informed by taking full advantage of our Club’s communication vehicles. The purpose of each is to:

Website - describe your activity to potential members of your activity group. Suggestions regarding content can be found on the website. Be sure to keep your section of the website up- to-date at all times by sending updates to help@beavervalleyprobus.com. The content of your section must comply with Club guidelines.

Monthly meetings - prepare announcements about your group's activities, recognizing not all activity group members may be present. Normally the Communications Manager will request input from Activity Co-ordinators the week prior to the monthly meetings, for Announcements that are to be read out during the meeting.

Newsletter - share the enjoyment of your activities with other club members. Most of our memebers are interested in what you do. Your newsletter article should be a brief, concise summary of what your group has been up to over the past month and a brief general description of what is coming up in the near future. The content of your articles must comply with Club policies and guidelines.

Email and Activity Group meetings - request information from your group and provide them with the specific details of future plans. Remember to blind carbon copy (Bcc) members of your group if you are sending an email from your personal email account. For group members that do not have email, suggest they buddy with a member who does or you may wish to form a telephone committee within your group.

Keep the Activities Convenor (and thus the Management Team) advised of your activities through the website, newsletter and emails. For you to be insured, the Management Team must be aware of your activities.

10. MANAGING NO-SHOWS

Members have great initial enthusiasm and often sign up for groups and events but don’t follow through with participation. When organizing an event, reduce your financial exposure and avoid unnecessary work. Ensure follow-through by requiring online payment before members can participate in the event. We do have a no-refund policy, which is communicated with each event invitation. Within Activity Groups, ask ‘no shows’ if they would like to be removed from distribution lists. 

11. ACTIVITY GROUP SIZES

The group decides what its optimum size for their specific activity. Meeting place capacity, safety, activity restrictions are some factors which may influence determining optimum group size. If participation numbers warrant, and an Activity Coordinator is available, an additional group could be considered to accommodate the demand for that activity. Management Board approval would be required. Non-member guests should not be welcomed if they make participation by members less satisfying.

12.TRANSPORTATION OF MEMBERS TO EVENTS/ACTIVITIES

For the smaller groups, car-pooling is the usual mode of transportation. For Club events, the Social Events Convenor often rents buses and can provide advice on renting for a large activity group. The cost of transportation is borne by the members participating.

13. LENGTH OF SERVICE FOR GROUP CO-ORDINATORS

There is no ‘term of service’ for co-ordinators. Continue to do it as long as you enjoy it. But think ahead. Job share. Get a member of your group to co-ordinate with you. You will both want to take holidays. Build in a succession plan. Have someone who will be involved in leading this year and take over next year. Every group benefits from new ideas and personalities.

14. HOW LONG DOES A GROUP LAST?

Any group will last only as long as enough people enjoy it and someone will organize it. Groups can ‘fade away’ for many reasons. The group may not operate as envisioned by those who signed up. Some may try it for a while and decide it’s not for them. Members may want to try another activity. Physical capabilities change. The focus of the group may change - or not change enough. Don’t feel badly if the time comes to disband a group. Please let the Activity Convenor know if your group is no longer active or the leadership changes.

15. SAFETY

The provision/facilitation of safe and enjoyable events and activities for our members and guests is a priority of the Probus Club. Event/Activity Coordinators should plan and facilitate their event/activity accordingly and be familiar with the Club’s Incident Response Guidelines.