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4 Steps to hosting
an event...
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Hosting or managing
an event is easy! Members hosting events is what makes
GAMMA great. The only limit to what would be a good
event is your imagination. Even if you think that your
idea is 'off the wall', there're probably other members
that would enjoy it too. Just follow these 4 simple
steps: |
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Contact a
board member (directory in GAMMA Rays) with your idea.
The board member will discuss your idea and check the
master calendar for possible dates and/or scheduling
conflicts. |
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Complete
& submit the Event Planning Worksheet, which is
available by choosing a format from the column on the
right. |
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Have a
fun event! If you have any photos or feedback from your
event, please share it with a board member.
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Any
event which involved collecting money/fees from members
for submission to GAMMA, or that requires reimbursement,
requires a report form be filed. This can be done by
using the Event Financial Reporting Worksheet on the
right. |
Event Manager
Frequently Asked Questions (FAQ)
1.
How do I begin the process of hosting or managing an event?
2. Do I
need to get approval from the GAMMA Board of Directors before
hosting an event?
3. How do
I get my event listed in the GAMMA Rays newsletter and on the
GAMMA web site?
4.
How do I handle any costs associated with my event?
5.
What should I do on the day of the event?
6.
After the event, are there any follow up items I should
complete?
Event Manager
Frequently Asked Questions (FAQ)
1. How do I begin the process of hosting or managing
an event?
Simply select
an activity you enjoy and wish to share with the GAMMA
membership. Pick date/s (have one or two alternate dates)
for your event, RSVP date, starting/ending times, location,
meeting place, costs (if any), and the number of attendees your
event will allow.
2. Do I need to get approval from the GAMMA Board of
Directors before hosting an event?
We only ask
that you check with a member of the GAMMA Board of Directors
before selecting your date. The board member will check
the GAMMA master calendar to make sure that there are no other
conflicting events on the same date. We do this to insure
the highest attendance at each event. It should be noted
that two events of a different nature (i.e. a dining event and a
sporting event) could occur on the same date.
3. How do I get my event listed in the GAMMA Rays
newsletter and on the GAMMA web site?
Complete an
“Event Planning Worksheet” which can be completed on-line or
downloaded from the GAMMA web site. If you complete the
form on-line it will be forwarded to the GAMMA Rays editor as
well as the GAMMA Webmaster. If you download the form,
once you have completed it, e-mail or mail a copy to the GAMMA
Rays editor and the GAMMA Webmaster.
4. How do I handle any costs associated with my event?
First, decide
if you need to have payments received from GAMMA members before
the event or if attendees will pay for any event costs at the
venue. If attendees will be paying at the event, simply
note that on the “Event Planning Worksheet.” If you need
GAMMA to cover the event costs prior to the event, you can
request reimbursement from the GAMMA Treasurer. Then
request that event attendees send check payments (payable to
Milwaukee GAMMA) to you. After the event complete an
“Event Financial Reporting Worksheet” which can be completed
on-line or downloaded from the GAMMA web site. If you
complete the form on-line it will be forwarded to the GAMMA
Treasurer. If you downloaded the form, send the completed
form along with the check payments to the GAMMA Treasurer via
postal mail.
5. What should I do on the day of the event?
You should
arrive to the event site early and introduce yourself to
everyone as they arrive. Have any new members introduce
themselves to the group and if there are any non-members in
attendance – direct them to the GAMMA web site for more club
information. If you are so inclined, take pictures and
forward them to the GAMMA Rays editor and GAMMA Webmaster.
6. After the event, are there any follow up items I
should complete?
If you
collected funds then make sure to complete the “Event Financial
Reporting Worksheet” and forward it on. If this was a
first time event, then only complete the event follow up
questions of the “Event Financial Reporting Worksheet” and
return it to a board member.
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Useful forms for
event hosts/managers
 Event
Planning Worksheet
Use this form
when you are planning your event to communicate the details to
the Board. Information from this form will be used to create our
master calendar, as well as for event publicity. Be sure to
include all necessary information.
You can download the form for submission via US Mail or email,
or you can use the online interactive form.
Online Interactive
Download MS Word document
Download PDF document
 Event
Financial Reporting Worksheet
This form is
what you'll use to let the Board know how the event went, as
well as to report the necessary financial information. This form
is REQUIRED any time funds are collected and/or reimbursements
are made.
You can download the form for submission via US Mail or email,
or you can use the online interactive form.
Online Interactive
Download MS Word document
Download PDF document
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