PLAN v2.0

[admin]

With the majority of participating clubs opting for self-participation, we have had to change a few things in the original plan. The biggest change is with promotion & registration of attendees. I've outlined these details below. This also affects those clubs who plan to hold their function on 8 March still.

Promotion

• reasonable costs paid by the grant, but any expenditure must be receipted & itemised: no receipt, no refund
  graphic has been delivered & will be customised according to clubs' needs, then made available for them to use as they wish
• be proactive in encouraging club members to promote the event to their friends & relatives, and to other groups they may be part of, eg mahjong, bridge, gardening, choir, craft, etc
• distribute flyers around the local community
• use social media - your club's Facebook & Instagram accounts (using the graphic)
• engage with local media (but any paid advertising must be approved by CAQ)
• get your club event listed on your local council website

RSVP process

• Your promotion must now list the club's contact details for guests to RSVP to
• Keep a record of who you are expecting, including emails
• Remember to find out if there's any special dietary requirements for catering

Catering

• Reasonable expenses will be paid from the grant: maybe work on $300-$400 per club, but this will still depend on a few things, eg how many clubs take part in the project, and how many guests are expected
• this can be anything you want it to be (Wynnum is having a BBQ), morning or afternoon, lunch, after 5?
• no alcohol to be served (as with all grant funded programs)

Expenditure

• To be reimbursed for your expenses, your club must keep receipts: no receipt, no refund
• if clubs have a corporate credit or debit card, use that, as it will make it easier to manage your expenditure
• if individuals make approved purchases, I suggest that clubs reimburse individual’s expenses, then apply to CAQ for reimbursement
• at the conclusion of the event, clubs should submit a detailed claim form to CAQ (this will be provided by the CAQ Treasurer)

Reporting & record-keeping

• as well as submitting a claim for expenditure, we ask clubs to provide a short but fact-heavy report, eg # of RSVPs, # of attendees, # who took part in play, # volunteers, as well as a brief description of your function (morning/afternoon tea, duration, any special guests)
• take photos
• keep details of attendees for follow-up

Fundraising

• Your function can be used for appropriate fundraising (although guests are not to be charged to attend), eg raffle (as long as grant funds are not used to purchase prizes)
• Consider involving your sponsors