Event/Host Requirements/Responsibilities Guide

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Event/Host Requirements/Responsibilities Guide for Guild Events

Planning, communication and organisation are the foundation of any successful event

This is intended to be an outline of host requirements/responsibilities that we recommend are considered prior to hosting a Guild related event. We appreciate your support and hope that this guideline supports you.

The Guild is primarily run though a voluntary committee with two Co-Chairs. We have a calendar of events that we produce throughout the year. These events are dependant and reliant on our member venues made available and hosts assisting in running the events. On occasion these events are run by members from the committee but in areas that there are no committee members available to assist, we would like to make clear the responsibilities of the host/venue.

By agreeing to host a ‘Guild Event’ the following may apply:

You must make your space available for the event and it must be suitable for the requirements of the event. For example; it’s a cupping: you must have cupping tables available etc. Set up can be varied dependant on the event chosen to host. Some events may take time to prepare prior to the event running, time must be allocated to this. As the Host yourself and at least one other member of staff are recommended to host & ensure the site is clean and tidy etc. even if a Guild member is present.

If it’s an event we run regularly i.e. a throw-down a Guild committee member can run over the expectations for the event. These are fairly easy/fun events to run, though require the details to be in place prior and a MC to call the evening and take charge.

If the event is a new event in the calendar; the Guild Chair or committee member in charge of the event alongside Jessica, the NZSCA Community and Events Coordinator will communicate the specific requirements as early as possible including checklists of equipment, volunteers and or workshop script when needed. Wherever possible this will be communicated in full at least a week prior to the event so all parties understand what is required prior to the event. The attendee list can be checked on at any time and the list of attendees will be sent though the night of the event.

We will attempt to give at least 3 weeks + notice to the membership before each event. The more time in advance the better. All events whether no charge or charge are to be booked through eventbrite. This assists in planning and also helps cap numbers where an event cannot have more than a certain number of attendees (i.e. cuppings and due to space requirements)

Some events are charged events, the reason behind charging for the events is perceived value & also time and logistics in advertising and marketing the event. This also assists in tracking who is attending the event as the events are primarily intended as a member benefit and at a reduced cost to Guild members. If people arrive without booking, we would ask if it’s a charged event and space is still available that you welcome them, take funds and always the names of the attendees alongside their contact details; telephone number and email.