Contact the Club President to verify the proposed date is available, basic information regarding type of event, whether funds will be needed, etc. (more details about costs are included later in this document.)   Check the website "About" section for a list of current officers.

The Chairperson is responsible for the content, information accuracy, and timeliness of the event.

Notification/Publication

After the event is organized, submit all pertinent information to the President for review - the president will send the information to the appropriate officers for distribution to the media, membership emails, and website.  Be sure to include a deadline date and specify “no refunds” after that date, if applicable.  Plenty of notice should be provided to allow adequate response time.  Events will be published in the Village Connection, Channel 3 news, via email and website.  No email lists will be released to unauthorized users.

Participants

All club activities will be for current paid members in good standing.  If approved by the Board, guests may participate in certain circumstances. When a final list of members is received for the event, it’s recommended that the chairperson email the list to the Membership Officer (email illinois_club@yahoo.com) to verify that all persons responding are current paid members. 

If, after signing up for an event, a member must cancel, the member is to contact the Chairperson for a possible “waiting list”.  If there is no waiting list, the Chairperson will need to contact the President and/or Board Members for approval if there is a non-Illinois member who can fill the vacancy.

Take photos of your event (digital camera is best) to be put on the website or used for display at various club functions.  It is best to notify attendees that you will be taking photos for that purpose so they may let you know if they do not want their photo published.  It’s always a nice idea to have a host/hostess at the event as members arrive.

Paperwork & Finances

All financial aspects of the activity are subject to review and approval by the officers and directors of the club before any notification of an event is publicized.

Most events should be planned to be financially self-sustaining and should include a modest mark-up for unforeseen circumstances.  Any surplus will go into a fund to finance future club losses.  Committee requests for event subsidies, if any, will be reviewed in advance by the Board of Directors.

Complete an Activity Summary form at the end of the event giving a synopsis of expenses, contacts, and any other pertinent information that could be helpful in future years in planning a similar event.  All receipts for any reimbursement should be submitted, along with this activity report, to the President who will, in turn, forward them to the Treasurer for payment.

Public Transportation

All events requiring public transportation (bus, boat, etc.) will require a list of attendees be provided in advance (as well as contact cell phone #'s).