Organising and Developing the Regional Programme
HASSRA Regions stage a number of events throughout the year. Activities may include qualifiers for HASSRA Festivals, theatre and day trips, weekends away etc. Responsibility for providing these opportunities for members lies with the Regional BOM/COM and their team of organisers. Normally organisers have sole responsibility for their event but there may be circumstances where they will work as part of a team to deliver a large or complex event e.g. Sports/Family Fun Days.
The role of a Regional Organiser is to ensure that:
- events are organised and run in accordance with the HASSRA guidance in this manual
- package tour regulations guidance are followed
- the event meets the needs of the participants
- events are fully and appropriately publicised to all the regional membership
- there is a point of contact who will handle enquiries from members
- feedback is obtained and provided for the Regional Committee
- events are well attended, represent value for money, and so continue to be a worthwhile part of the regional programme
- inform the national team of attendees so that expenses can be paid and stats completed
Step 1: Planning
Planning is key to running a successful event. The Regional Committee will agree, annually, a regional event schedule. The regional event schedule will take into account, where applicable, the events and timings of the festivals and Inter Association (A) Cricket event giving the qualifier adequate time to register for the Festival and arrange time off to travel to the event where necessary. Regions may still wish to run a regional event in a year where there is no National Championship.
Step 2: Consider Package Tour Regulations
New Package Tour Regulations (PTR) come into force in July 2018 and apply to Tour Operators. These regulations may affect some of the trips that HASSRA volunteers organise. This note provides guidance to help you understand how the PTR work and what you need to do to avoid becoming a Tour Operator under the terms of PTR. This is important because the PTR states that anyone organising trips falling within these regulations who does not provide the information or appropriate security in the event of insolvency as required by the PTR, “will be guilty of an offence and liable to a fine of up to £5000 on a summary conviction or a fine without a specified maximum if convicted on indictment.”
Trips Covered by the Regulations
The PTR apply to trips which are:
- offered for sale at an inclusive price AND
- are 24 hours or more in length OR includes overnight accommodation AND
- include at least two of the following three components:
- other tourist services
If your trip contains at least two out of these three elements the new regulations will apply to your trip and you will be deemed to be a tour operator subject to the PTR. That means you are required to provide:
- tour operator liability insurance
- financial protection.
How to Avoid Coming within the PTR
HASSRA is not and does not want to become a Tour Operator under the terms of the PTR, as it brings with it a range of regulatory and financial obligations. You, as a volunteer, will almost certainly want to take steps to avoid coming within the PTR. Moreover, organising a trip through an accredited tour operator has the benefit of ensuring that you and your members can benefit from the consumer protections offered by the PTR.
Essentially this means volunteers should not put together a bespoke trip themselves using different providers for things such as travel, accommodation and activities, even if those providers are APTA/ATOL protected.
Event Organiser Action
When trips our volunteers must ensure:
- it is clear in your advert/communications that the trip is being arranged by a tour operator and not by a HASSRA volunteer.
- the tour operator complies with the PTR i.e. has tour operator liability insurance and financial protection. Many operators will include reference to these in their terms and conditions or there will be a symbol showing ABTA or other bonding/financial protection on their website or documentation. The organiser should ask the tour operator if they has these before booking a trip.
- the HASSRA volunteer sends the terms and conditions of the tour operator to each person going on the trip or includes a link to them in correspondence.
- payment for the trip is made either directly to the tour operator or is held in a HASSRA club or regional/event sub-committee bank account and then transferred to the tour operator. Volunteers must never hold monies on behalf of any member.
- all trips that include flights must be booked through an accredited tour operator because HASSRA does not have an Air Travel Organiser’s License (ATOL)..
Colleagues at CSSC have taken legal advice on PTR and have informed us there may be some limited exceptions to the PTR. This is where a small groups of members- let us say a group of golfers – jointly agree to attend an informal event, such as a golfing weekend, and delegate one of their number to make the arrangements. In this case, each member of the group will be deemed to be acting in their own capacity and PTR will not apply.
But please be aware this can stray into a grey area where there is a risk of falling within the PTR the bigger and more organised the event becomes. So it is important to think carefully before entering into this kind of arrangement.
If you want further information or have any questions please contact CONTACT.HASSRAANDCOMMUNITY10000@DWP.GSI.GOV.UK
Step 3: Costs
The organiser will need to obtain estimated costs for your event, beginning with sourcing a venue. They should also consider likely costs for catering, travel and any additional requirements e.g. equipment or prizes.
The BOM/COM/events committee are free to decide the fee for any regional events. As travel expenses can be claimed, by individuals or clubs, the organiser should be mindful that the proposed venue should be accessible to as many members as possible and close to public transport links.
If prizes are to be awarded the organiser should agree this with the BOM/COM/events committee. The region may also award a perpetual trophy.
Details of the event, proposed date, venue and outline costs should be submitted to the Regional BOM/COM for approval. A Single Activity Club organiser should, in consultation with your fellow committee members, submit an annual grant application.
Once approval is received, the organiser should confirm the booking, including catering requirements, with the venue, book officials to ensure and consider if external first aid providers are required.
The organiser must complete a Risk Assessment.
The organiser will also need to inform the national team about your event to ensure it is covered by third party public liability insurance.
Step 4: Publicity
The event can now be publicised using all available communication channels, including the website and social media.
Step 5: Entries & Finalising Arrangements
As entries are received they should be entered onto a spreadsheet, or word document if preferred, with amendments made as necessary. If the event is over-subscribed the organiser should contact those affected and advise that they are on a reserve list.
The regional committee may provide any specific kit or equipment to run the event. They will need to be advised of requirements in plenty of time.
One week before the event issue participants, preferably by email, with:
- starting time
- draw (if required)
- timetable (if required)
- kit/footwear requirements (if necessary)
- code of conduct
- your contact details [preferably a mobile phone number]; and
- any other information required.
It is good practice to arrange in advance for one or two people to take photographs and be “reporter” for the day so that the event can be publicised and thus encourage further interest. However, the organiser should ensure that participants have no objections to being photographed and are aware that the photo may appear on the regional website.
Prior to the event the organiser will need to gather the following:
- completed risk assessment
- attendance register
- contact details for officials
- draw and timetable (if required)
- kit & equipment (if required)
- results template
- trophy/s and
Step 6: The Event
On the day of the event the organiser should:
- arrive well before the designated start time to ensure that they can greet competitors and record their attendance.
- ensure they have your mobile phone available for members or officials to contact them should they be delayed.
- sign off risk assessment and confirm that all arrangements are in place.
- explain the rules and be prepared to answer any questions.
- make any payments required, ensuring that expenditure vouchers are completed as appropriate.
- complete the results template.
- announce results and present prizes and, if applicable, trophy.
- ask the winner(s) to complete a wear & tear stencil if awarded a trophy.
- if the event is a regional qualifier for a National final provide the winner/s with the necessary information and advise that written confirmation will be issued.
Step 7: After the Event
In the week following the event:
- issue results, feedback questionnaire and link to expenses form to competitors.
- ask the photographer and reporter to e-mail a selection of photos and the event report to the regional website publisher.
- return kit & equipment.
- advise the regional committee or who attended and winners/runners up
- send e-mail to HASSRA.RBPSUPPORT@DWP.GSI.GOV.UK giving details of attendees so that expenses can be processed and regional event statistics can be completed
Appendix 51 – Feedback Questionnaire