TOP 10 things to remember when organising your group getaway
1. It’s a marathon, not a sprint
You have embarked on a really great task to get your group away. Keep at it and don’t get discouraged! Now you have chosen a venue, go and have a look round it.
You have embarked on a really great task to get your group away. Keep at it and don’t get discouraged! Now you have chosen a venue, go and have a look round it.
2. Have clear aims
For the event. What will you do? Why? What do you aim to achieve? Are your priorities reflection, team building, activity or spiritual input? What you aim to achieve will significantly effect what you do.
For the event. What will you do? Why? What do you aim to achieve? Are your priorities reflection, team building, activity or spiritual input? What you aim to achieve will significantly effect what you do.
3. Plan well ahead
You can’t start too early, but you can start too late! It will almost certainly take months to plan your group’s event. Make a detailed list of all that you have to do. You won’t be able to do this on your own, so look to recruit some helpers and delegate areas of responsibility to each person. Then check up from time to time if they are doing OK. Meet regularly with the helpers. Train the team for the task ahead.
You can’t start too early, but you can start too late! It will almost certainly take months to plan your group’s event. Make a detailed list of all that you have to do. You won’t be able to do this on your own, so look to recruit some helpers and delegate areas of responsibility to each person. Then check up from time to time if they are doing OK. Meet regularly with the helpers. Train the team for the task ahead.
4. Budget
Carefully for the event. The sums of money involved and your legal liability to the venue you choose can be significant. Draw up that budget in detail now. Pay on time, you may incur penalties if you don’t.
Carefully for the event. The sums of money involved and your legal liability to the venue you choose can be significant. Draw up that budget in detail now. Pay on time, you may incur penalties if you don’t.
5. Promote
The event thoroughly. You may want to produce a simple leaflet. Don’t assume people will come because you had the great idea to go away. It is a great idea but get them to sign up early and pay a deposit- even your closest friends! Never assume they will come until the pay the whole fee! Issue a simple receipt.
The event thoroughly. You may want to produce a simple leaflet. Don’t assume people will come because you had the great idea to go away. It is a great idea but get them to sign up early and pay a deposit-
6. Take out cancellation insurance
The centre can provide you with details of a good value for money policy. It provides cover for your group for what could be expensive financial liabilities in the event of cancellation. This will be subject to the policy terms and conditions. You can contact A T Bell Insurance Brockers Ltd, who are authorised and regularly by the Financial Service Authority for more details, on 020 8462 0769 or email: insure@atbell.co.uk.
The centre can provide you with details of a good value for money policy. It provides cover for your group for what could be expensive financial liabilities in the event of cancellation. This will be subject to the policy terms and conditions. You can contact A T Bell Insurance Brockers Ltd, who are authorised and regularly by the Financial Service Authority for more details, on 020 8462 0769 or email: insure@atbell.co.uk.
7. Programme
The event. Write down time and details of activities. Ask the centre for advice if you are not sure about meals. If it is a large group remember that it takes time to move people around a large venue. They also need to go to the toilet at least once during your packed day! Don’t fill the programme too much. Good programmes allow space.
The event. Write down time and details of activities. Ask the centre for advice if you are not sure about meals. If it is a large group remember that it takes time to move people around a large venue. They also need to go to the toilet at least once during your packed day! Don’t fill the programme too much. Good programmes allow space.
8. Read the information
Provide carefully. Small print can seem boring, but it is vital and usually very helpful. Many venues provide a group leaders’ booklet which lists a lot of helpful detail. Complete any forms and submit them on time. Be as accurate as you can with the information requested.
Provide carefully. Small print can seem boring, but it is vital and usually very helpful. Many venues provide a group leaders’ booklet which lists a lot of helpful detail. Complete any forms and submit them on time. Be as accurate as you can with the information requested.
9. Get some resources from CCI
To make your life easier. There are books, resource sheets, checklists, even a CD to help you prepare your team of helpers. Subjects covered include safety, programme ideas, activities, menus and much more.
You can join the association on line either as a church or “ Associate” group leader – go to www.cci.org.uk.
To make your life easier. There are books, resource sheets, checklists, even a CD to help you prepare your team of helpers. Subjects covered include safety, programme ideas, activities, menus and much more.
You can join the association on line either as a church or “ Associate” group leader – go to www.cci.org.uk.
10. Evaluate
After the event whether you achieved the aims you set out in item 2. Give some friendly and constructive feedback to the centre or complete their feedback form. Start planning after that for the next event! Go back to item 1 – after a strong cup of something!
After the event whether you achieved the aims you set out in item 2. Give some friendly and constructive feedback to the centre or complete their feedback form. Start planning after that for the next event! Go back to item 1 – after a strong cup of something!
Tese are taken from the CCI website and a downloadable sheet is available there ...along with many more resources..
How can CCI help you?
CCI is the association of people and organisations who think that residential events have a profound effect on people’s lives. CCI provides group leaders with resources, advice, low cost membership, help with legislation and planning. In fact their series of Key Resources Sheets gives fuller answers to all the ten points shown on the previous pages. Ring them for help on 01908 641641 or visit their website www.cci.org.uk to buy resources to help make your task as group leader even easier.
CCI is the association of people and organisations who think that residential events have a profound effect on people’s lives. CCI provides group leaders with resources, advice, low cost membership, help with legislation and planning. In fact their series of Key Resources Sheets gives fuller answers to all the ten points shown on the previous pages. Ring them for help on 01908 641641 or visit their website www.cci.org.uk to buy resources to help make your task as group leader even easier.