Outreach makes a distinction between Group Events and Group Activities.
Group Events are those organised by the Management Committee, or by individual members or groups of members, on behalf of the Management Committee.
Group Activities are generally more informal gatherings that are organised by individual members or groups of members and do not need the involvement of the Management Committee.
The following describes the separate processes for organising Events and Activities.
Group Events
Typically, these will be in the core area of the membership.
The Management Committee or members of the Group may identify an opportunity for an Event to take place.
The Group Events Coordinator will confirm that the Event should be sponsored by the Group and confirm who is to be the Event Leader.
The Group Events Coordinator will update the Group website with the information on the Event and consider whether it should also be promoted on the BN Northwest Regional calendar.
For each Event:
- The Event Leader will make arrangements with the organisation hosting the Event to confirm date, time, that it is a Naturist event and ascertain the charges or booking process the host expects for the Event.
- Before advising members of the cost of the Event, the Event Leader will agree with the Group Treasurer any funds that are to be provided by the Group to support the Event.
- The Event Leader will agree with the Event Coordinator the level of risk assessment required. Normally risk will be managed by the host organisation, as such risk assessments are usually only required if the Event is in open public space when the Group risk proforma should be used to document the risk assessment.
- If the Event is to take place in a public space the Event Leader will:
- Agree with the Group Chair which organisations need to be approach for approvals/licences/notifications of the Event.
- Agree with the Group Safeguarding Officer whether provisions need to be put in place to meet the Group’s Safeguarding policy.
- The Event Leader should attend the Event and provide leadership/organisation for the Event.
- The Event Leader will arrange for a review to be sent to the Event Coordinator to be published on the Group’s website.
- Group Activities
- All members of the Group are encouraged to organise and host Activities for themselves and fellow members of the Group.
- The Management Committee does not have responsibility for organising or funding an Activity.
- Attendance of an Activity is only by invitation of the host.
- The cost of Activities will normally be shared amongst those attending, the host must make clear how the costs will be shared when they make the invitation to attend.
- Members considering organising an Activity can see who lives where in the members map on the Group website and then contact people who may be interested through the WhatsApp channel.
- An Activity does not need the approval of the Management Committee to proceed.
- If the Activity host wants the support from the Management Committee they should contact the Event Coordinator or Chair. The request for support should be specific, with the timeline thought through and a clear expectation of the action required. The Committee will respond promptly to advise whether the support can be provided. The Committee may need 10 days’ notice to be able to provide support.
- If the Management Committee is asked to support an Activity, it may be that following discussion with the host the Activity becomes an Event.