Croquet and High Tea Information Session - Recap

Wade Hart

Hi all,

Find below a summary of the information session we had last night.

There was a turn out of 18 people representing 16 clubs.

The meeting was transcribed and summary report written by AI. Although best practices have been followed to ensure correctness, AI can make mistakes. If you think there is a mistake or misrepresentation let it be known. There are transcripts and recordings we can reference if needed.

Report: Croquet & High Tea - Information Session (30 January 2025)

Overview

The Croquet & High Tea Information Session was held on Thursday, 30 January 2025, from 6:00 – 7:00 PM AEST, with multiple clubs and representatives attending. The session provided an overview of the event, covered logistical and promotional details, and addressed key questions from clubs.

Attendees

Participants included representatives from various croquet clubs across Queensland, CAQ leadership, and organisers of the Croquet & High Tea initiative. Notable attendees included Penny Verrall (Project Lead & Brisbane North CAQ Representative), Kylie Dwyer (Central Qld CAQ Representative), Wade Hart (Systems & Technology Support), Michael Eddiehausen (Incoming CAQ President), and representatives from clubs across the state.

Key Discussion Points & Takeaways

1. Purpose of Croquet & High Tea & Government Grant

The event is funded by a $25,000 Queensland Government Grant under the Active Women & Girls Program to promote croquet participation, particularly among women.
The goal is to demonstrate the sport’s ability to attract new players, ensuring future funding opportunities.
This event also tests clubs’ ability to organise large-scale events and gain experience in structured promotion and community outreach.
Successful delivery of this event improves CAQ’s case for future grants.

2. Event Logistics & Club Responsibilities

Clubs should use this opportunity to showcase their facilities and create a welcoming atmosphere.
The high tea event should be light, fun, and social, not a structured competition.
Clubs will receive promotional materials but must take initiative in local marketing.
The event uses a central registration system that directs attendees to their closest club.

3. Marketing & Promotion Strategy

A statewide marketing campaign includes social media, posters, and possibly paid ads.
Clubs are encouraged to engage local media (newspapers, radio) and community groups.
Clubs that propose effective local advertising strategies may be eligible for additional funding.
Word-of-mouth invitations are likely to be the most effective strategy.

4. RSVP, Attendance & Catering Management

Attendee numbers will be estimated using the registration system, but clubs should prepare for flexible attendance.
If turnout is lower or higher than expected, clubs can adapt catering or request support.
Clubs can record walk-in attendees manually and submit their details later.

5. Post-Event Follow-Up & Membership Conversion

The focus after the event is getting attendees to return for a structured "Come & Try" program.
A 4-week follow-up program was proposed to guide new players into membership.
Attendees will be added to a follow-up email sequence and encouraged to continue.
Clubs should capture attendee contact details for personal follow-ups.

6. Clarification on Costs & Charging Attendees

The event is intended to be free, in line with grant conditions.
Some clubs asked if they could charge a small entry fee, but this may conflict with grant guidelines.
A gold coin donation might be an option—CAQ will confirm this.

7. Gender & Inclusivity Considerations

The focus is on women and girls, as required by the grant conditions.
Men are welcome as volunteers and guests, but advertising must prioritise female participation.
Clubs should be prepared for questions from male members and explain the funding’s focus without creating exclusion.

8. Club Hub as an Ongoing Resource

Club Hub is the primary discussion and information-sharing platform for clubs.
The platform allows for centralised answers to common questions and reduces email reliance.
If successful, Club Hub may expand as a long-term CAQ communication tool.

Key Questions & Answers from Clubs

1️⃣ A club delegate asked about advertising funding:
There is no fixed amount per club, but CAQ may support local marketing efforts if they are impactful.

2️⃣ A club representative asked about handling walk-ins who haven’t registered:
Clubs can manually record their details and submit them later to be included in follow-up efforts.

3️⃣ An attendee inquired about structuring 'Come & Try' sessions:
CAQ will provide guidance, but clubs can adapt sessions to their local needs.

4️⃣ A club official raised concerns about volunteer capacity:
If volunteer numbers are an issue, clubs should assess their capacity early and communicate with CAQ if additional support is needed.

5️⃣ A participant asked whether clubs could charge attendees:
The event is intended to be free, but CAQ will confirm if a gold coin donation is allowed.

6️⃣ A club organiser asked about food shortages due to high attendance:
That’s a great problem to have! If numbers exceed expectations, we will need to think on our feet to ensure everyone is catered for. If the day is an outragous success CAQ will do its best to cover the catering costs.

7️⃣ A club spokesperson sought advice on the best local advertising strategies:
If a club identifies a valuable local advertising opportunity, CAQ has a marketing budget that may be available if it proves to be worthwhile.

8️⃣ A club member asked which croquet format should be used for new players:
No fixed format—golf croquet was suggested as a quick, engaging option, along with short, fun games to introduce new players.

9️⃣ An event coordinator asked how to ensure attendees return after the event:
Invite them to a structured 'Come & Try' program and capture their details for personalised follow-up.

A club leader raised concerns about gender inclusivity and messaging:
The focus is on women and girls, as required by the grant conditions, but men are welcome as guests and volunteers.

Next Steps & Action Items

Finalise promotional materials (Graphics & Posters) – expected release next week.
Encourage clubs to start local promotions using CAQ resources.
Confirm grant conditions on charging attendees.
Gather club availability for "Come & Try" sessions post-event.
Continue using Club Hub for ongoing questions and coordination.

Conclusion

The Croquet & High Tea Information Session successfully clarified event details, addressed key club concerns, and reinforced the goals of the initiative. With strong attendance and engagement, clubs are now better equipped to promote, host, and follow up on the event effectively.

Further updates will be provided via Club Hub as additional information and resources become available.

PennyVerrall

Thanks for this great summary Wade. I'm very pleased that so many of our clubs were able to take part, and can only reiterate how useful this Club Hub will be for coordinating the High Tea, and for future discussions & information sharing. Please keep asking questions!