Guidelines for Events

Introduction

Please patiently and diligently read the guidelines. 

This is lengthy but comprehensive enough to answer several questions and allow us to plan and organize our events well. This can be updated without prior notice. Please give your suggestions. We want to improve this for the benefit of our community. 

Thank you for your understanding and cooperation. God bless. 🙏

Table of Contents

Part 1: Introduction

This applies to events like

• Marriage Enrichment Retreat (MER)

• Handmaids Enrichment Retreat (HER)

• Senior Couples Retreat (SCR)

• SFC Formation Weekend events

• CFC Youth Phase Events, Youth Camps

• KFC Camps

• Leadership retreat - like Power Weekend

Generally, the event should be self-liquidating.

For GVA South, we are trying to partially fund events like retreats/camps. See the details below.

For events that involve the celebration of the Sacrament of the Holy Eucharist, see this Guide for Liturgy Committee.

Part 2:  Initial considerations

Click here for details about Schedule, Fundraising, Joint Area Activity, Safe Environment, Meal Considerations, and Health and Safety Considerations.

Part 3: Venue

Click here for details about reservations, insurance, and possible venues.

Part 4: Payment options

Click here for details.

Part 5: Save the date

To start promoting the event, the Service Team may release a "Save The Date" announcement through their respective leaders. This should not include the registration fee since the budget is not yet approved.

Part 6: Budget proposal

There are two basic parts of the budget preparation.

• Determine the registration fee.

• Determine the funding needed (if any) from the Area.

Registration Fee 

• This is to be paid by the event participants to CFC.

• This is non-refundable beyond the cut-off date determined by the service team

• This should cover expenses like accommodation/lodging, kids watch, meals, materials, souvenirs, surcharge, and others. 

• The items not covered by the Registration Fee are those assessed for funding by the Area -- e.g., stipend for a priest.

• Optimize the use of the "conference/main room" to reduce expenses -- that is, get more participants or use a smaller conference room.

• If needed, open the event to other chapters, clusters, or area to get more participants.

• To determine the registration fee, see the Budget Proposal section.

Cash Advance 

For cash advance, make a request to the Area Head, AGT MSG, and CFC Mission Center at least two weeks before the event.

• This includes cheque or credit card payment to the venue, priest/speaker (stipend), caterer, and the like.

• For a chapter event, coordinate with your Cluster Head.

• For a Family or Social Ministry event, coordinate with the Area Coordinator.

• Cash advance should be paid back in full, preferably, before the start of the event.

• Use the Excel file mentioned here.

Budget Proposal

• Determine the registration fee and prepare a budget proposal using the sample budget computations here. (This file can be updated without prior notice. Please download the file from here every time you prepare a budget to ensure that you use the latest version.)

• Include details for cash advance, if any.

• Submit it to the AGT Area Director at least half a month before the venue's cancellation deadline.

  • Example: MER1 in Comfort Inn can be cancelled without a cancellation fee on October 1. The Team Lead should submit a budget proposal to the Cluster Head on/before September 15. 

  • The CFC Area may partially fund an event as discerned by the Area Director in consultation with the AGT MSG.

• This way, the Service Team can decide to 

  • push through with the event,

  • cancel the event without incurring a cancellation fee, or

  • seek financial support from the AGT (The AGT decides on this matter on a case-to-case basis.)

• The Service Team may consult a leader to review the budget proposal.

  • CFC - Cluster Head

  • HOLD, SOLD, SFC, CFC Youth, KFC - Area Coordinator

  • Senior Couples Program, Young Couples Program - FIG Area Coordinator

  • Any ministry/program - Area Director or AGT MSG

Personal Funds

• Do not use your personal funds for the event especially if it involves an amount that affects your cashflow.

• If you use your personal funds, you accept the risk of not getting reimbursed on/before your desired date.

• Reimbursement of expenditures using personal funds are processed within a reasonable amount of time. Delays are expected when there are missing receipts, unclear/missing details, and/or using a different form/format.

• For questions/clarifications, consult your AGT MSG.

Part 7: Promote the event

With an approved budget, promote the event with these details.

• Name of event

• Date and time details

• Venue

• Registration fee

• Contact person (name, email, mobile number) for the registration

• Other relevant details

Decide to proceed with the event or not at least 7 calendar days before the event can be canceled without a surcharge or cancellation fee. This allows time to make adjustments to the budget and event plan.

Part 8: Budget monitoring by the Service Team

1. Download and update the Expense Report spreadsheet mentioned below.

2. Get the full payment from all participants at least half a month before you can cancel the event without cancellation fee.

3. During the preparation period (as the Service Team incurs expenses), review the budget and ensure that there will not be a shortage of funds. This can be monthly or semi-monthly.

4. Keep all receipts. Take pictures of the receipts and post them in the Expense Report ("Receipts" section).

5. For expenses without a receipt, fill out the generic receipt mentioned in the Expense Report ("Receipts" section).

6. Inform the Area Director cc: AGT MSG immediately if there are changes to the budget especially if there would be a shortage in funds.

Part 9: Event plan execution

Some will go as planned. Some won't.  Take note of important event details.

• Items that you improved on

• Items that are important / critical to the success of the event but were not in the plan  

• Items to improve on

Further improve the event plan for future service teams to use.

Part 10: After the Event

Expense Report

Submit an expense report to the CFC Mission Center within two weeks after the event. 

• Refer to this guide for the expense report.

• Include receipts.

• For unpaid cash advance, settle this with the CFC Mission Center within the same time period. 

Assessment

Have a post-event assessment.

• Where there activities or items that were overlooked or not considered before or during the event?

• Was there a shortage or excess in funds?

• For excess funds, refer to the CFC One Fund Guidelines.

Further improve the event plan for future service teams to use.