Area News
Code of practice for Clubs, Demonstrators and Speakers
Blue Form
1. All parts of the "Blue Form" must be returned promptly showing day and date in writing.
2. This agreement does not constitute a binding contract until form "C" has been signed and returned to the Demonstrator / Speaker. It si important that all relevant information be stated and adhered to by both club and demonstrator / speaker.
3. It is important that Two Club Officers addresses with telephone numbers are supplied on the blue form.
4. Allowance for flowers and materials: An indication should be given when the initial booking is made. A proportion of the allowance can be set against garden plant material. If the agreed allowance is exceeded by the demonstrator / speaker, without further negotiation, full reimbursement should not automatically expected.
5. If a Demonstrator / Speaker is VAT registered , then VAT is payable on the total account.
6. If the Demonstrator / Speaker has agreed to judge the monthly competition, the title should be given in advance and adequate time allowed for judging.
7. Special Requirements: To prevent misunderstandings, if anything abnormal is requested, a covering letter should be sent.
8. Accomodation: Private house or good class hotel, preferably with off street parking, should be agreed in advance with the Demonstrator / Speaker.
9. Advance settlement by Club of Hotel accounts avoids embarrassments
10. Ensure refreshments are available as requested.
3 WEEKS BEFORE- Reminder Phone Call And Letter To Inlude:
Name, address and telephone number of programme secretary (changes may have occurred since initial booking)
Send a map with full directions, easily read showing major road numbers / motorway exits / landmarks / road names and one way systems - also where possible,
information affecting travelling time, tolls and parking fees where applicable to be paid by the club.
Confirm Day, Date, Time, Venue and title and agreed time for gaining entry to the hall. Full address and telephone number
of venue together with instructions for parking.
Stage size and layout.
Demonstrator / Speaker must be advised if audience numbers vary from the original estimation.
Name, address and directions to overnight accomodation.
The agreed allowance for flowers and materials. Provision and supply of foilage, if requested.
Ask for the Demonstrators / Speakers mobile phone number in case of emergency.
If a monthly competition is to be judged, titles and expected number of entrants.
Demonstrator / Speaker should acknowledge receipt of this letter promptly,
confirming that all details are correct and understood.
Driving conditions are becoming increasingly hazardous and having a travelling companion is a sensible precaution. Due consideration
should be given to this by all Demonstrators / Speakers.
The club should extend the courtesy of light refreshments for both Demonstrator / Speaker and their companion.
The Demonstrator / Speaker should advise the club beforehand of the possibility of a companion. The Demonstrator / Speaker
is responsible for any meals and overnight accommodation for the companion.
CANCELLATIONS:
Clubs and Demonstrators / Speakers:
The Blue Form constitutes a binding contract and both parties may if unavoidable, withdraw from the commitment without obligation
up to six months prior to the meeting.
Within six months of the meeting the Demonstrator / Speaker is expected to find substitutes of equal standing.
Clubs may decline the substitutes but are then responsible themselves for finding a replacement.
If a club cancels a meeting at short notice, any expenses incurred by the Demonstrator / Speaker is the responsibility of the club. See NAFAS abandonment insurance.
Clubs - Make The Most Of Your Venue:
Checklist:
Is the stage in place and clear? are there any obstructions on stage that Speakers / Demonstrators should note?
Is the stage layout as required? Are the correct number of tables available?
Is a microphone to be used? Is it radio, clip or stand type? If neccessary do you have a battery?
Is the lighting adequate? What type Spot or Floodlights?
If the background is "BUSY" - are plain portable fabric screens available?
Water may be required - Are tap and buckets available? N.B. You may need permission to use water on stage!!
Hall should be booked with sufficient time for the Speaker / Demonstrator to prepare, perform and repack.
Preparation time is on average for club meetings approximatley 1-2 hours, however for open meetings allow anything between
2 and 5 hours.
Hosting Duties:
Ascertain time of arrival and reserve parking space.
Assist with unloading and re-loading. Adequate strong helpers required.
Offer refreshments and show location of cloak / dressing room.
Unless help is requested, leave Demonstrator / Speaker to prepare in peace.
Any electrical equipment should be in situ prior to the arrival of the Demonstrator / Speaker.
Chairman:
1. Ensure that all committee members have a copy of this leaflet and are fully aware of these requirements.
2. Ensure that help is at hand if requested by Demonstrator / Speaker
3. Give notices about NAFAS Area and Club
4. Research information to introduce the Speaker / Demonstrator
5. Organise the Vote Of Thanks
6. If neccessary supply suitable wrapping for raffle prizes.
7. At the end of the meeting organise helpers - Some Demonstrators / Speakers prefer to dismantle their own
arrangements but all are very grateful for plenty of helpers to help reload the vehicle.
8. At night if the vehicle is parked away from the venue, someone should always accompany the Demonstrator / Speaker
and wait to check that the vehicle starts.
9. Chairman to be on hand to say farewell and thankyou to the Demonstrator / Speaker.
GOOD COMMUNICATION BETWEEN CLUB AND DEMONSTRATOR / SPEAKER HELPS HARMONY AND CREATES EXCELLENCE FOR MEMBERS
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