Information for event organisers (expenses form below)
Each event has notes which are kept up to date by the previous organising groups. Contact the Annabel Fletcher or Sharon Backes to get information from the WPSA drive.
Expenses (download the expenses form here)
If you need to buy supplies for your event you can claim the money back from the WPSA. Please ensure you have your receipts and please ensure the receipts submitted are just for the items you've bought for the event, not your weekly shopping receipt with various items underlined - this makes it much more difficult for the treasurer to keep a clear paper trail. If you've volunteered recently and need to claim back expenses, you can download the expenses claim form here complete it and leave it in the WPSA box (include your receipts please!).
To ensure that each subsequent event we run is as easy to plan as possible it would really help if you could take the time to complete the post-event form and return to the WPSA (either electronically to firstname.lastname@example.org, in the black WPSA box or hand to Jo Hiles. This will enable us to capture all the details of what went into the event planning and makes the whole process more efficient. Download the form here.
It would really help if you could prepare a short handover note for the next organisers of your event. What went well, what didn't etc what you might do differently. This can then be uploaded to the google drive for the organisers next year.
The WPSA cupboard is at the back of the hall and contains various items needed for events. It contains stock supplies usually left over from previous events, items may or may not include: cups, bags, tea/coffee/washing up supplies, wine, sweets, water, beer crisps. If you're planning an event and have decided what you need to buy you should check in the cupboard first to see what's there. You may save yourself some initial spending. Please leave the cupboard tidy and ensure any food items are stored in containers with secure lids as we don't want any visitors in the cupboard.
Risk Assessment, Heath and Safety, Bar Licence
All events require a risk assessment to be completed beforehand and will need a health and safety volunteer on the night. If you are running a bar (which you usually are) you need to apply for a temporary event licence from the council to cover you for the event to sell alcohol. The link to the form will be up soon.
Before your event can you please complete the pre-event expenses form and return to the WPSA (either electronically to email@example.com, in the black WPSA box or hand to Jo Hiles. The pre-event expenses form is available for download here. We are hoping to build up a good source of information which will be available electronically for each event. Contact Jo or email firstname.lastname@example.org to see what is available and for access to the documents on google drive.
Most (if not all) events will require a float. Details of the float for your event will be amongst all the information from the previous years' organisers. Floats should be requested at least 2 weeks in advance. They are left in the school safe in the office on the day of your event. Please don't forget to collect the float before the office closes as Mrs Waring will need to give you access to the safe. Floats should be requested from the treasurer.
What happens to leftover stock
If you still have stock left over from an event there a few things you can do. You can either return the stock (if you buy wine on sale or return for example). You can put the stock in the WPSA cupboard where it can be used for the next event if they need it. Or if you don't want surplus stock affecting your event's profit you could try to sell it on to the organisers of the next event.
There is always stock leftover in the cupboard so please check before you do your shopping for your event. Try to use what's there or it risks being wasted (for example crisps going out of date) so please head there first. Referring back to previous sales made at the event will also help you buy the right amount.
Booking the hall / Mr. A.
If your event is on the school premises you need to ensure that the hall (plus any other classrooms required) is booked. You'll also need to secure Mr. A's time to open up/lock up the school for the event. Please see Mrs. Waring in the school office to arrange this.