Volunteer Handbook:

Guidance for Event Planning

July 2005

This Handbook is available for all Canadian Lakes residents who volunteer their time to work on Canadian Lakes Association (CLA) sponsored events. Many times volunteers walk into a building (Highland Haus, Alpine Haus, or Castle) and have questions as to what is expected of them during an event. There may even be some simple questions like, “Which lights are left on after the party?” or “Who is responsible for trash removal?” The CLA hopes that this handbook will be helpful in answering those questions and more, while providing guidelines that are so vital for a successful event.

The Handbook is divided into three sections, Event Planning, Event Activities, and Event Wrap-Up . The CLA Board has reviewed these guidelines. If there is anything missing, please feel free to notify a current Board member. The thoughts, comments and suggestions of users are always appreciated.

We all know that we cannot please everyone all of the time. The Board makes every effort to take into account the many expressed feelings of the membership before any actions are taken and events planned. The CLA wants all of the citizens of the Canadian Lakes community to participate in and enjoy the various activities in and around the properties. Feedback from the community is a vital part of making the community a more valuable place to live and play. Without the many volunteers who work throughout the year on the many activities and projects, there would be no need for a CLA Board because the organization would not thrive.

We appreciate each and every one of you!!

Event Planning

General Responsibilities

The designated chairperson for any CLA sponsored event can either be a Board member or a member of the Canadian Lakes community. If the chairperson is not a Board member, a liaison from the Board will be assigned to each event and will serve as a resource to the chairperson.

The first step in planning any event is for the chairperson to secure the event file from the CLA office and review past reports. These reports should provide guidance in terms of number of volunteers needed, tasks that will need to be completed, costs associated with the event, and recommendations based upon the experience of prior committees. This step should be taken as soon as a chairperson is identified so that a timetable for planning can be established, including the amount of lead-time required.

Recruiting Volunteers

Based upon a review of the file, the chairperson should determine how many committee members are needed. If additional volunteers are needed, ads can be placed in the Lite Lines, Communique’, on the website, and through e-mail distributions. The policy for placement of ads in the Lite Lines and Communique’ is that ads for volunteers will run no sooner than two months in advance of the event. So, the committee will need to plan carefully to make sure that these ads can run on a timely basis. If the event has been held before, a review of the file might identify possible participants.

Planning Process

As chairperson, it is helpful to develop a list of tasks/activities necessary to be completed for the event. If this is a repeat event, a list can be developed from reports from prior years. If this is a new event, it may be helpful to consult with members of the Board’s social committee to get a sense of expectations for the event.

A committee meeting should be scheduled based upon the timeline identified after a review of the file. If the chairperson is not a Board member, the Board liaison should attend the initial meeting and any other meetings as deemed necessary.

To facilitate communication between committee members, it is helpful to secure telephone numbers and e-mail addresses for members and to prepare a list that can then be distributed to all members at the first meeting. If the information is not available ahead of time, this information can be secured at the first meeting and distributed at a later date.

At the meeting, the chairperson and/or Board liaison should review the basic event planning guidelines with committee members. A review of the task/activities list should be conducted with assignment of tasks/activities along with setting timelines for completion.

The budget for the event should be established at this time. Committee members should be advised that all expenditures require a receipt. Receipts should be submitted to the chairperson who will submit them to the Board liaison (if chairperson is not the Board liaison). If advance payments are required, requests should be made to the Board liaison a week in advance, if possible.

Additional meeting dates, if deemed necessary, should be established at this time to assure complete committee participation.

Access to Facilities

Sanctioned CLA activities and groups have rental access to Canadian Lakes facilities at no cost. The chairperson should confirm that the required facility has been reserved for the date and time of the event. If use of the facility prior to the event is needed (usually for decorations or set-up), the reservation needs to include this time frame as well. This confirmation can be done through the Board member assigned to the event.

The Board member assigned to the event will have keys for access to the designated facility, including cabinets. Because the Castle is alarmed when not in use on weekends and evenings, contact should be made with Safety prior to entering the facility so that the alarm is not activated.

Forms

A work order form is required if the assistance of maintenance is needed for table set-up or some other type of set-up activity. This form is filled out by the committee chair, provided to the Board liaison (if different than the chair), who in turn secures the Board President’s signature and submits to CLPOC office for implementation.

An event summary form is used to submit a final report to the Board. Copies of these forms are available at the CLA office. Ask your Board liaison to secure them for you.

Event Activities

Food Selection and Service

If food is required for the event, the committee should determine a desired menu. If there is a charge for the event, the Royal Grill reserves the right of first refusal for food and beverage service. No other caterer is to be considered unless the Royal refuses for whatever reason to cater the event. Should the Royal refuse to service the event, then a properly licensed caterer with an off-premise kitchen may be chosen. Final selection of the menu will depend on quantity and cost. A review of prior reports should assist in determining the attendance numbers.

One committee member should be designated to coordinate the food service. If a deposit is required, contact the Board liaison to secure a check from the Board Treasurer. Arrangements should be made with the Board liaison to secure final payment, if needed, prior to the event.

One of the CLA Board members is designated as the individual responsible for maintaining basic supplies for CLA sanctioned activities. Contact this Board member to review needs for the event – paper products, condiments, coffee, tea, etc. If additional supplies are needed, prepare a list for the Board member to secure the needed supplies.

The committee should purchase items other than basic supplies such as special tablecloths, snacks, special drinks, etc. An account at Gordon Food Service can be used (the Mt. Pleasant location knows the organization) where CLA receives a discount. An account is also available at Country Corners IGA, but can only be used by CLA Board members. If you need to make a purchase locally, contact your Board liaison. However, CLA is not tax exempt so tax should be charged. Arrangements should be made to have supplies available on the date and time needed.

Depending upon where the event is located, coffee makers, steamers, etc. may be available on site. The designated committee member should review committee needs and secure all of the items needed and move them, if necessary, to the appropriate location. The Board liaison can assist in this process.

The upright freezer at the Castle is designated for CLA use and is locked. If ice is needed for drinks, bags of ice can be purchased for individual drinks. If the large drink containers are used for cold drinks, ice chunks can be made by filling buckets found at the Castle and freezing them in the Castle freezer. It will be necessary to secure keys from the Board liaison to access the key for the freezer and any other locked cupboards.

Recipes for making coffee, lemonade, hot chocolate and iced tea can be found on the packets or containers.

For any buildings in the community covered by a liquor license, event participants are not permitted to bring their own alcohol onto the premises. Liquor will have to be provided by The Royal unless arrangements have been made for a special one-day license. All facilities are governed by state law that provides that for events where no charge is made, participants can bring their own alcohol. In those instances, no ice, cups, or other drink requirements can be provided for alcohol consumption. For any event where a charge of any kind is made, participants are not permitted to bring their own alcohol. In that instance, in order for alcohol to be consumed, a liquor license must be available and alcohol can then be sold at cost.

Entertainment

If entertainment, such as a DJ or a band is planned for the event, the committee should identify one member who will be in responsible for ongoing contact with the entity. If a contract is required, the committee member should secure the necessary paperwork and submit the proposed contract to the Board liaison for approval by the designated Board member. A copy of the finalized contract must be provided to the Board liaison. If special equipment is needed, this requirement should be addressed in the contract. If no contract is required, the contact person should make arrangements to secure whatever equipment may be required.

If a deposit is required, contact the Board liaison to secure a check from the Board Treasurer. Arrangements should be made with Board liaison to secure final payment, if needed, prior to the event.

Decorations

If decorations are required for the event, the committee should determine if there are any decorations from prior years that could be used. Decorations are stored at the Alpine Haus where a list of available decorations is posted outside the locked storage room. Christmas decorations are in a storeroom on the second floor of the Alpine Haus. The Board liaison can assist the committee in securing access to the decorations.

At the conclusion of the event, the committee will need to take down and appropriately store the decorations.

Publicity

Publicity includes preparation and sale of tickets, if necessary; ads for the Lite Lines, Communique’, website, and flyers for distribution throughout the community; printed programs, if needed; and display on the public signs at the corner of Timberlane and Buchanan and Pierce and West Royal Rd.

A committee member should be designated to manage ticket sales, if tickets are required for the event. Tickets can be printed through a commercial printing service or through individual member computer programs. It is the committee’s responsibility to establish sale dates and times, including the use of mail sales if appropriate. Monies collected from sales should be provided to the Board liaison throughout the sales period for regular deposit by the Treasurer.

Ads in the Lite Lines and Communique’ can be developed with the assistance of the Board member assigned to CLA publicity. The committee should consult with the Board liaison to assure that deadlines for publication (no sooner than two months in advance of the actual event) can be met. Additional ads can be placed on the CLA and CLPOC websites as well as community e-mail systems. Flyers advertising the event should be prepared and placed at Alpine Haus, Highland Haus, Royal Grill, Royal pool and fitness center, Castle, CLPOC office, golf pro shops if appropriate, campground (seven (7) are needed), if appropriate. If the flyers make it clear that the event is for members and guests only, flyers can be placed at appropriate locations in the corner shopping area.

If a program for the event is needed, the committee can prepare it or ask for assistance from the designated Board member.

Event Wrap-up

Clean-up

When the event is concluded, it is the committee’s responsibility to assure that the facility is clean. All used paper products and other waste should be placed in trash bags, which should be available at all sites. This should be confirmed in advance. Filled bags should be closed and placed near the door of the facility for pick-up by maintenance.

All unused food must be stored (dry products and freezable items), thrown away, or distributed to another entity. In the past, CLA members have delivered appropriate food to the domestic violence shelter in Big Rapids. No items, including food or condiments, may be left in the refrigerator. The kitchen area, including countertops, should be wiped down. If items such as coffee urns, steamers, etc. have been moved from one location to another, they should be returned to their original location. If washcloths and towels are used, arrangements should be made for a committee member to wash and return the items to the appropriate location.

Decorations should be removed and stored at the Alpine Haus.

If the Highland Haus is used, tables and chairs should be placed back against the walls. The floor should be vacuumed and any excess water removed from the floor in the kitchen.

When leaving the facility, all lights should be turned off and doors locked. The Board Liaison will have keys to lock the doors.

Final Steps

The committee chairperson should prepare an event summary report. A report form has been developed for this purpose. It can be obtained from the CLA liason. The committee may find it helpful to conduct a final meeting to gather all of the required information. Prior to submitting the final report, all income and final bills should have been provided to the Board liaison. The report requires a final financial accounting.

The CLA relies on volunteers to assure that planned events are provided to the community. Therefore, it is important that we appropriately thank those who assist with an event. The committee should determine who should receive thank you notes and how those notes should be transmitted – mailed paper notes, individual e-mail “notes”, group thank you through e-mail, the website, Lite Lines and/or Communiqué.