All hiking and hostelling events are run by our members, for our members.  In other words, any group member can organise an event.  Is there somewhere you particularly want to visit?  Then why not organise a group event? 

Organising an event may feel daunting, but it's really easy to do.  Below is a check-list to help you - one step at a time.  This information is for help and guidance only.  It is your event and you organise it the way you want to.  And remember, you can always contact the Events Co-ordinator at any time for more help or advice.

Here we go:

• Pick your date and location. 
• Confirm the dates with the Events Co-ordinator.
• Make a booking with the venue - provisional if possible.  If they need a deposit, contact the Treasurer.
  • Most members now prefer bottom bunks, but some still prefer, or will take, top bunks.  Please bear this in mind and contact the Treasurer to discuss what is financially viable before booking with the venue.
• Get an email with an invoice including payment details and send it to the Treasurer.
• After calculating finances, the Treasurer will forward this information, including any deadlines, to you and the Events Co-ordinator.
• Ask the Events Co-ordinator to put your event on the group website. Please include as much detail as possible and ‘sell’ the event to your fellow group members.
• Your event will then be posted to our website and Facebook page and a news item will be distributed.  All members signed up to do so will then get notifications of your event.
• Keep a list of all members who have contacted you and shown interest.
  • Keep a note of those willing to take a top bunk.
  • Keep a note of those willing to drive.
• Send the list of interested people to the Treasurer and regularly update the Treasurer of changes to this list.
• Ask everyone who is interested to pay funds to the Treasurer, preferably by bank transfer (if necessary, contact the Treasurer for bank details).
• Remind those interested that a non-refundable £10 deposit is needed to reserve their place.
• Promote your event to members.  Don’t just rely on the website and email alerts.
• Keep in touch with the venue and Treasurer to ensure all is going to plan.
• Keep the Events Co-ordinator informed of any changes to the details of your event so the website entry can be kept current and members informed.
• Organise transport as early as possible before the event.  Fewer cars mean cheaper events for all.
• If possible, allocate passengers to cars to minimise drivers’ pick-up locations.
• Let drivers know who their passengers are as soon as you can.
• If needed, delegate walk leaders and/or people to organise other events.
• On arrival, if required, ensure all paperwork is completed.  E.g., room allocation lists, fire lists, signatures etc.
• At the end of the event, please remind drivers to send their fuel costs to the Treasurer as soon as possible so that finances can be promptly completed.

And finally, thank you for offering to organise an event.  And if you don’t already have them, details of how to get in touch with committee members can be found on our website, on the Meet the Committee page.