INFORMATION FOR EVENT ORGANISERS
Each event has notes which are kept up to date by the previous organising groups. Contact wpsateam@gmail.com to get hold of any handover notes.
EXPENSES
If you need to buy supplies for your event you can claim the money back from the WPSA. Please ensure you have your receipts and please ensure the receipts submitted are just for the items you've bought for the event, not your weekly shopping receipt with various items underlined - this makes it much more difficult for the treasurer to keep a clear paper trail. If you've volunteered recently and need to claim back expenses please email wpsatreasuryteam@gmail.com (remember to keep your receipts please!).
POST EVENT
To ensure that each subsequent event we run is as easy to plan as possible it would really help if you could take the time to complete a short write up and return to the WPSA to wpsateam@gmail.com. This will enable us to capture all the details of what went into the event planning and makes the whole process more efficient. Include what went well, what didn't etc what you might do differently.
Floats
FLOATS
Most (if not all) events will require a float. Details of the float for your event will be amongst all the information from the previous years' organisers. Floats should be requested at least 2 weeks in advance. They are left in the school safe in the office on the day of your event. Please don't forget to collect the float before the school office closes. Floats should be requested from the treasurer (contact Hugo or Maria via wpsatreasuryteam@gmail.com).
WPSA Cupboard
WPSA CUPBOARD
The WPSA cupboard is at the back of the hall and contains various items needed for events. It contains stock supplies usually left over from previous events, items may or may not include: cups, bags, tea/coffee/washing up supplies, wine, sweets, water, beer crisps. If you're planning an event and have decided what you need to buy you should check in the cupboard first to see what's there. You may save yourself some initial spending. Please leave the cupboard tidy and ensure any food items are stored in containers with secure lids as we don't want any visitors in the cupboard.
WHAT HAPPENS TO LEFTOVER STOCK?
If you still have stock left over from an event there a few things you can do. You can either return the stock (if you buy wine on sale or return for example). You can put the stock in the WPSA cupboard where it can be used for the next event if they need it. Or if you don't want surplus stock affecting your event's profit you could try to sell it on to the organisers of the next event.
There is always stock leftover in the cupboard so please check before you do your shopping for your event. Try to use what's there or it risks being wasted (for example crisps going out of date) so please head there first. Referring back to previous sales made at the event will also help you buy the right amount.
RISK ASSESSMENT, HEALTH & SAFETY and BAR LICENCE
All events require a risk assessment to be completed beforehand and will need a health and safety volunteer on the night. If you are running a bar (which you usually are) you need to apply for a temporary event licence from the council to cover you for the event to sell alcohol. The link to the form will be up soon.
BOOKING THE HALL
If your event is on the school premises you need to ensure that the hall (plus any other classrooms required) is booked. You'll also need to secure the caretaker's time to open up/lock up the school for the event. Please see the school office to arrange this.