How To Organise an Outing

[Mike Farley]

Of all the activities the club can put on, outings are amongst the simplest to organise and the most enjoyable. What is more, setting them up is not reliant on any one individual or group of people and anyone can do it. Even better, this Forum is the best place to make the arrangements. All that is needed is to follow a few straightforward steps.

• 1. Find a location.
  
  There is no shortage of places to go and it would be surprsing indeed if you did not have some favourite spots which you could share with your friends at the club.
  
  
• 2. Set a date.
  
  There are two options here. If you are proposing to go to an event, that will very much determine when you can go. If it is an event held over a number of days, then you can offer a choice if you are free on more than one of the dates.
  
  Otherwise, make a proposal for two or three dates rather than leave things vague as people appreciate a bit of certainty. Weekends will be the most popular, but a number of members are retired and could go on other days.
  
  
• 3. Post the details on this forum.
  
  It is best to give as much notice as you can, probably between one to two months in advance.
  
  Once you have submitted the post, sit back and wait for the responses. If there is any interest, it will soon become apparent which are the most popular days for people to go.
  
  
• 4. Make the arrangements
  
  Decide on a date, time and place to meet. If the success of the outing is dependent on the weather, you might want to consider a fallback date.
  
  
• 5. List the attendees
  
  This has two purposes. It encourages those who are uncertain to make a firm decision and acts for a prompt those whose circumstances change to advise they cannot attend. You also know who is going so that you do not wait unnecessarily for someone who is not going to turn up.
  
  It might be necessary to repeat this process a few times as new people sign up or others drop out and you should include the possibles as well as those who have confirmed.
  
  
• 6. Keep an eye on the weather
  
  After many years of trying, the weather people are finally getting their act together and forecasts are becoming more reliable. It should be apparent what conditions will be like a few days before the event.
  
  
• 7. Circulate your mobile phone number.
  
  A PM or e-mail to attendees is the best way to do this. You certainly do not want to put it on a publicly viewable forum unless you enjoy receiving cold calls.
  
  
• 8. Have a great day
  
  Enjoy yourself with your friends.
  
  
• 9. Post the pictures on the forum
  
  Take a few shots of those attending as it is a great way to record the day. You can also post any favourites from the day. It is good to share.

This might not seem like a short list, but there is nothing here which is not easy to undertake. With a little effort on your part, you will be making a significant contribution to the club and will gain personally.

If there is anything which needs to be corrected, post a response to this thread and I'll update the details.

[Mike Farley]

One other thing for those who go on an outing. At the end of the day don't forget to thank the person who arranged the event. You'll be surprised at how few people have the courtesy to to do this one simple thing, but it definitely makes the organiser feel appreciated. You will also benefit as it is more likely that the person involved will feel inclined to set up another outing rather wonder why they bothered.

[davidb]

!

[Mike Farley]

This thread should remain at the top of the list of topics.

I made it a sticky when I posted for that very reason.