10 “Somewhere to Go” National Directory

What is the aim of the event?If you are clear about the aim of the event, other questionsare more readily answered and issues are more effectivelyhandled. Your aim should be clear and straightforward andunderstood by your event leadership team.

Why are you having the event?It may be for spiritual growth, recreation and relaxation,social, skill development, specific training or adventure.• Has your promotion of the event outlined the purpose of

the event?• Are the participant’s expectations in line with the

organisers’ expectations?

For whom are you planning?• Number, age, interests, abilities, gender mix.• What can the participants contribute? What interests do

the participants have that can be utilised?

What values are you communicating?Serving others, co-operation, independence, sharing, personalmanagement. What others?

How long should the activity take?A day, a weekend, a week, the holiday period? The durationof the event should depend on your aim and the age andexperience of the group as well as the time available.

What are the location options?Fixed, mobile, fixed with short trips out. There can be hiddencosts in day trips (travel and entrance fees) while often thebeach and the bush at or near the venue can provideexcellent opportunities for creative organisers.

How much will it cost?Can you afford it? Key budget items include accommodation,transport, catering, admission fees, contingencies, andequipment hire. Venue fees vary enormously depending onwhat you want, the location, numbers and the style of thefacilities. Give clear, precise information about your group(dates, size, requirements); get a clear indication of the cost.

How will the group be structured?Whole group, small groups, mix of these. Go back to youraim - what are you trying to achieve? Are there benefits inhaving your group take responsibility for part of the programand organisation? Can they sometimes work in small groupsas well as the full group?

What are the safety issues?Organisers are bound under a duty of care to ensure that allactivities are conducted in safety for the participants. This

does not mean that the activity should not go ahead if thereis an element of risk, but that all risks have been assessedand either eliminated or reduced to acceptable levels.

Organisers have available to them many methods ofassessing their programs and venues. All venues should beable to provide copies of their own emergency plans and riskanalyses if requested. Some centres will have obtainedaccreditation from other agencies. One such agency is theChristian Venues Association endorsed accreditation program –the National Accommodation, Recreation and TourismAccreditation (NARTA Inc) program.All safety planning is best started well before it’s likely to beneeded. Ensure those conducting activities are appropriatelytrained or experienced. Ensure you (and the venue) haveinformation about local emergency services. Remember yourresponsibilities to provide first-aid if necessary.

Who will lead the activity?How will you use your leadership team? Are you, theleadership team and other campers clear about the roles andresponsibilities of the leaders? Who on your team hastraining and specialist skills that may be required? How canyou best utilise the various personalities in your team? Dothey clearly understand their legal and moral responsibilities?

Will the participants ‘participate’?• Will you seek ideas and input from the campers well

beforehand?• Will you respond to their ideas and needs? Participant

input can occur when you are planning as well as carryingout the activity.

What are the threads you need to draw together?• Transport, finance, catering, accommodation, equipment,

training, leaders. What else?• Have you evaluated all the options? (e.g. 2 day versus 5

day: catered versus self-catered)

Will there be a balance of activities?Action/reflection, group/single, organised/casual, leaderdirected/camper input.

How will you ‘sell and tell’ the idea?Some activities suffer from insufficient notice and planning.There often needs to be time to enthuse, gradually buildingup to precise details of event.

When do you start?As early as possible. Talk to other organisers; seek ideas;make bookings well in advance; review the sequence ofsteps you’ll need to go through; give everybody adequatenotice.

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The attention of advertisers is drawn to the Trade Practices Act 1974 and the provisions in the Act which applies toadvertising. It is not possible for Christian Camping International Australia to ensure that advertisements which arepublished in this directory comply in all respects with the Act and the responsibility must therefore be on the person,company or advertising agency submitting the advertisement for publication. JGraphics and Christian VenuesAssociation reserve the right to refuse any advertisement without stating the reason. All original material producedin this magazine remains the property of the publishers and cannot be reproduced without authority. Noresponsibility is accepted for incorrect information contained in advertisements or editorial.

Planning Ahead Getting the best from your program

“Somewhere to Go” National Directory 11

One Year Ahead

Venue□ Choose a venue. Use this Directory or the free Venue

Finder service at www.venuefinder.com.au □ Visit the venue before booking and consider the

following:-• size of venue and your expected numbers• the accommodation needs of your group• size of meeting rooms• recreational facilities• catering, duties and rosters• suitability for children• current fees• availability at the time you require.□ Book a Christian Venues Association Member Site. Pay

the required deposit and understand the requirementsand terms for minimum numbers and/or cancellation.

Speaker□ Decide on the aims & objectives of your event. Choose

a topic. If required invite a speaker in writing and askfor a written reply. Consider how the topic complementsthe aim of your group for the whole year

□ Inform the speaker of the expected audience size andcomposition, and the aims of the event

□ Decide timing for talks and discussion groups□ Check with the speaker if there is to be a fee. If not,

consider an appropriate gift.

8 Months ahead

Assemble a Camp Committee/Working Party.Their responsibilities include:-□ Establish cost per person, include overheads□ Plan the program - include structured & unstructured

free time - check meal times with site□ Entertainment□ Duties eg. meal & cleaning rosters□ Prayer & small groups□ Music□ Bookstall□ First aid□ Catering - cooks, food, set up site if necessary.

Advertise□ Produce a registration form□ Distribute registration form and start announcing□ Consider a time payment scheme□ Collect registrations and deposits/fees.

4 Months ahead

□ Reconfirm booking and prices□ Continue advertising and collection of registrations &

deposits/fees.

Finalise program - check with:-□ Speaker that all is still OK□ Musicians□ Children's Program organisers□ Any other outside help.

3 months ahead

□ Provide detailed publicity□ Get committee to personally invite others to come to

camp□ Collection of registrations & fees□ Co-ordinate bookstall & range of books with supplier.

1 month ahead

Start work on□ Rosters□ Transport□ Provide maps□ Audio Visual requirements□ Bookstall setup/packdown & staffing arrangements.

1 to 2 weeks ahead

Expect last minute cancellations and applications.□ Finalise applications□ Collect fees□ Arrange transport & rooming□ Phone site with final numbers.□ Advise site/caterers of any special dietary needs□ Check payment arrangements with the site as many

require payment before leaving□ Reconfirm with those involved in program that all is OK□ Supply copy of program to campsite□ Check speaker’s needs – eg. data projector, overhead

projector, photocopying, white board and pens etc.

On Arrival

□ Ensure an organiser is first to arrive at site.□ Meet the site manager, finalise any last minute changes

to program or numbers□ Issue name badges to campers as they arrive□ Direct campers to their rooms□ Collect outstanding fees.

Before Leaving the Site

□ Ensure all cleaning duties are completed to managerssatisfaction.

□ Remove all decorations & notices□ Finalise and pack up bookstall□ Place all site equipment back in its correct place□ Collect lost property and take with you□ Notify manager of any damage caused by your group□ Settle the account & roll your deposit over for next year.

After the event

□ Arrange a final meeting with the committee to evaluatethe program and all arrangements. Pass this evaluationon to the new committee.

□ Book a Christian Venues Association Member Site forthe following year.

Event Planning Your Event Planning Checklist