Initial Considerations for Events

Initial Considerations

Read the guidelines for events.

Schedule

It is best practice to plan way ahead of your event schedule. In your year-end planning session, consider all possible retreats and events for the next calendar year.  Consider stat holidays and other events that may affect your event.

Fundraising

• For YFC and KFC events, fundraising is encouraged. 

• The activity must go through Area Coordinator and be discussed with the AGT Family Ministry. 

• The amount raised should be transparent and reported on how it will be distributed.

• Financial solicitation is not allowed.

• See the CFC One Fund Guidelines.

Joint Activity by GVA North and GVA South

• This should be well coordinated with the AGT, Cluster Heads, and (for Family/Social Ministries) Area Coordinators of both areas.

• Cost-sharing is typically 50/50 or as agreed upon by the Area Heads.

Safe Environment

For events where there are minors (especially for YFC and KFC events), comply with the Safe Environment requirements. Coordinate with the Area Safe Environment Coordinator (or designated leader).

The CFC Coordinators and YFC leaders should implement Safe Environment practices.

Note that CLP and MER/HER events may also have minors present.

Meal Considerations

• Funding

  • • This is covered by the registration fee.

    • Food donations and/or sponsorship from Chapters/Clusters are acceptable.

    • Those who sponsor or donate money for the food will not receive a tax receipt.

    • If a donor wants to get a tax receipt, refer to this guideline.

    • Account all donations in the expense report.

• Planning for the food itself

  • • Possible allergies and food requirements.

    • Transport

    • Storage

• Determine the surcharge (to bring in food), if any, based on the venue

Health and Safety Considerations

• Identify people who have allergies or health concerns. Ensure they have enough medication when they arrive at the event.

• Before and during the event, inform everyone (for example, participants and service team) about health precautions (for example, for allergies, COVID-19).

• Identify people who can provide first aid.