The Club has established a set of event planning guidelines to assist would-be volunteer Event Coordinators. The steps are outlined below, with reference to relevant Forms at the end of this manual. Coordinators should work with the Special Events Liaison, a member of the ExCom who is responsible for overseeing the planning, budget, publicity, and insurance matters of each Special Event. This person maintains the PPTC Calendar (published in Pedal Patter and on the Club web site) and reports the status of Special Events to the ExCom. He/she serves as an adviser and intermediary between the Event Coordinator and the ExCom, should questions or unusual circumstances arise.

Planning and Budget

Event Coordinators are responsible for submitting to the ExCom a PPTC Event Planning Statement (see Forms) four to six months in advance of the event. An event should be budgeted to cover all anticipated costs plus an administrative fee of $20.00 or 20% (whichever is less) per participant. Coordinators may create their budget in a spreadsheet, so long as it includes the relevant information from the form.

Publicity

Once an event's plan and budget are approved by the ExCom, it can be advertised in the Pedal Patter and on the web site. Publicity typically includes an Event Registration Form, accompanying article and the Club's standard Release and Waiver Form (see Forms).
It is recommended that publicity be done for at least two full months preceding the event. If the event is filled early, the Event Coordinator should notify the Special Events Liaison and also the Managing Editor of Pedal Patter, so that the event article and form are discontinued in subsequent issues.

Handling Of Funds

All funds collected in advance or onsite must be sent promptly to the PPTC Business Office for posting to the appropriate revenue account. Credit card payments via online registration are processed directly by the Business Office. Coordinators should set a fair cancellation policy at the outset. Checks should be made payable to PPTC or to a vendor, not to the PPTC Event Coordinator or another individual. Exceptions to this rule must be pre-approved by the ExCom.

Advance Payment

An Event Coordinator must send a Payment Request Form (see Forms) to the PPTC Business Office to obtain a check for advance payment of event expenses. This check can then be sent to either a vendor or to the Event Coordinator as requested. With ExCom approval, funds may be advanced to cover initial expenses. Checks are prepared by the Business Office, forwarded to the Treasurer for signing, then mailed to the recipient. Allow 10-15 days to receive a check.

Reimbursable Expenses

Expenses that may be charged against an event include postage, copying, telephone calls, maps, and souvenirs for participants. A Payment Request Form, with receipts attached, should accompany all requests for reimbursement. Free meals or lodging made available by a vendor are used at the discretion of an Event Coordinator.

Final Financial Statement

The Event Coordinator should submit an Event Final Financial Statement (see Forms) to the ExCom thirty (30) days after the event. They may create their own spreadsheet format, so long as it contains the relevant information.