Procedure to take when the Provisional Programme is established after the AGM -
1) Venue and Marina contacts
When you have agreed to be the organiser of a specific event, you need to contact the venue, i.e. Pub, Marina, Sailing Club before year end if possible and make a provisional booking for the suggested date.
Make sure you have specified lunch or dinner as required.
Always make the point that, as it is a sailing event, the weather is key but 2 days notice will be given if we need to cancel.
Early next year, contact the Venue and confirm the booking, and a “book by” date,
Ask for menu choices and prices, dress code and time
Do they require individual menu choices?
Do they require a deposit?
Contact the Marina for provisional booking. Ask for their call sign and any tidal limitations.
If contact was by phone, take the name and e-mail address of the person you had the discussion with and confirm all the above points in writing.
2) In good time Advise Webperson at email@example.com for inclusion of the items below on the NEXT EVENTS page of the Social Sailing web site,
Venue, Marina and date of event
Call sign for entering Marina and any other information
Specifications for Venue – time and dress etc
Menus and request Choice of menu if applicable
Book by date - this should be a day earlier than that of the Venue!
Email contact for booking
3) Keep a list of people coming and always acknowledge email bookings as otherwise members are not sure if their email has been received.
On their ‘book by date’, inform venue of final numbers/menu choices etc.
Advise Marina of numbers of boats, their names, length and draft. - as specified on the members list.
4) On the day - make a final check of the HISC ferry availability. - or cancel if necessary
At the venue - decide whether gratuities should be made individually by collection, included in initial price or if a sum should be given out of fleet funds.
Or - beforehand buy gift for hosts - eg Sailing Clubs
At the end of a week the last organiser should phone HISC re probable time that Ferry will be needed on return.
HISC FERRY will initially be organised by Fleet Captain for all events during the summer