Guidance for Organising Weekends Away
Weekends away should be agreed in advance with the WMWG committee (either at a committee meeting or via the Treasurer or Chair). Prices to members should be set to achieve as close to breakeven as possible. Where hostel places have to be paid for in advance, prices should have a built-in contingency, in case the weekend does not fill and unfilled places have to be paid for.
Please agree prices that are to be charged with the Treasurer before the weekend is advertised in the programme/on the website and before places are booked. A deposit may be requested from members in some cases, with the balance due later, although this is normally only appropriate where the cost of the weekend is particularly high and the recommended minimum deposit is £50. Part payments can be agreed with members on an individual basis, in cases where the member's particular circumstances require it - it is anticipated that a part payment would be taken of at least 50% of the cost of the weekend, although this is at the discretion of the organiser.
Large surpluses should be avoided where possible. A small surplus (less than £ 50) is generally acceptable but if it looks like a large surplus will be made then steps should be taken to spend the surplus among the attendees - e.g. paying for breakfasts/lunches/drinks or subsidising an activity.
Priority should be given to group members. Places should be offered first to group members but where it is likely that places will remain unfilled, non-group members can be invited at the discretion of the organiser.
Organisers are expected to take an inclusive approach and to treat all attendees fairly and with respect in accordance with the Ramblers Code of Conduct.
It is acknowledged that, from time to time, it may be necessary in the interests of the group as a whole to restrict participation in particular activities – either by reference to total numbers or ability to deal with the expected conditions. This is ultimately a matter for the organiser's discretion. However, it is anticipated that these occasions will be relatively infrequent and should be reasonably justifiable on the grounds of ensuring the safety of the group. They may, for example, include walks which are particularly challenging or across difficult terrain, especially in the event of adverse weather conditions. Where any restriction is placed on access, this should be clearly communicated in advance wherever possible (ideally from when the weekend is first advertised, except in the case of last minute changes due to adverse weather etc). They should also be applied in the same way to all attendees.
Guidance for members attending weekends
Bookings for weekends should be made via the individual who is named in the programme as the organiser of that weekend. When booking onto a weekend, each member must provide their Ramblers membership number. Unless otherwise stated, the full balance will need to be paid in order to secure your place – either by cheque made out to West Midlands Walking Group and sent to the Treasurer (the organiser will supply address details) or by bank transfer to the group's account. Payment details will be confirmed when you ask to book on and we will confirm once payment has been received and your place is secured. Please do not send payment without contacting the organiser first to check that places are available.
If you wish to attend a weekend but are considering staying somewhere other than the group accommodation, please inform the organiser as soon as possible. This is partly a question of courtesy so that the organiser knows who is attending and can plan accordingly, but it can be of particular importance where walks are planned which necessitate limited numbers. Members staying in alternative accommodation are also reminded that they should take the initiative in keeping in touch with the organiser and ensuring that they have made the necessary arrangements to find out the details of the walks. Given the possibility of last minute changes due to unforeseen circumstances (eg adverse weather), it is advisable where possible to make contact with the organiser the previous evening or early on the day where possible. Non-group members attending weekends and members booking into their own accommodation may be asked for an additional contribution to costs. If applicable, this will be made clear when the weekend is advertised (or in the case of non-members, when they request to book on).
All attendees are expected to cooperate with requests made by the organiser and are reminded that the organiser's decision with regard to participation in any group activity is final.
If a member cancels, any initial deposit paid is non-returnable, unless there are exceptional circumstances. Refunds of balance payments for cancellations should only normally be given if the group is able to recover the cost of the lost place either from the accommodation provider or by selling the place on to another member. All refunds should be agreed with the committee and are at the committee's discretion.
Where the full amount has been paid by the member and a refund has been given in accordance with the above, an admin fee of up to 10% of the weekend cost plus any deposit paid may be retained by the group to be redistributed accordingly.
About Weekends Away
- Category: Articles
Guidance for Organising Weekends Away