Do you have an idea for a special/out-of-town event that you think XCCM members would be interested in participating (e.g. fall/winter camp, destination race, fundraiser, etc) and would like some help with? The club would like to support you in that effort. We’ve deliberately kept the intention of this form open-ended and not impose too many rules on when it should be used. XCCM encourages creativity and participation!
- Start by filling out the proposal form – you will need information including event coordinator, dates, location, activity type (ski, hike etc), min/max number of participants and what you would like XCCM to consider as support.
- Please consider “who will do what” in order to get your idea off the ground. What will you take on vs what do you want the board to do/provide?
- The more advance notice you can give the club/board, the better we will be able to support you especially if you are requesting something with financial implications (assistance with costing to determine registration fee, min. number of registrations needed to cover costs, etc, ) or using the XCCM website for registrations etc.
Below are some guidelines to keep in mind:
- Events should be open to all members
- XCCM does not recommend that the event coordinator acts as a “travel agent” for any of these activities by putting down deposits in advance for the group. Members should coordinate their own travel and accommodation arrangements independently.
- The club will not be responsible for any shortfalls in expenses.
- Proposed events must be insurable under current club coverage.
- If the event is outside of Canada, participants must be aware that they must provide their own health insurance.
- Continue to liaison with one board member with updates throughout the process.
Once you have received a go-ahead from the board:
- Please create an event to post them on the Facebook page and contact the Communications Director to get it included in a newsletter. Announce the event at all practices. If applicable, work with Treasurer to coordinate the collection of fees and disbursement of payments.
- While the coordinator of the event should not coordinate logistics for the group (see guidelines above) they are encouraged to suggest possible options (hotels/motels etc) and if they have chosen something for themselves to let other club members know so they can decide to stay nearby if they wish.