The ‘Club of the Event’ is a program designed to encourage a club/team/organization to become involved in, contribute to, and benefit from a Somersault event. The Club of the Event program allows such groups to become involved in as much or as little of the event delivery as it wishes to; without liability or financial responsibility. It is a program that allows members of the club/team/organization to gain experience in event organization, to receive credit for event delivery, and to promote and raise funds for their organization.
The Club of the Event’ Program requires a Letter of Agreement between Somersault and the Club. This agreement will set out the terms to which each party (Somersault and the Club) commits.
Once the Letter of Agreement is in place, we meet with the club leader(s) to discuss the event, to agree on the club’s event assignments, and to review individual club worker/official responsibilities.
One to two weeks in advance of the event, a meeting will be held at which a list of club member workers/officials (by assignment) will be established. At this meeting, the club’s event weekend duties will be finalized with club representatives. The club representatives will then be responsible for briefing and preparing individual club members on their event weekend duties.
This process ensures that all club workers/officials are prepared for their duties before the event, and that minimal worker/official instruction needs to occur on event weekend.
As part of its responsibility, the club may provide an agreed upon number of workers the day before the event to be part of the event set up crew preparing the event site and/or courses. This is a work crew, and requires ‘mature’ personnel who are able to spend several hours on this aspect of the event.
On event day, club officials/workers must be prepared to work a “full” day (up to 8 hours or more). The day can begin as early as 6:00 a.m. and end late in the afternoon. Club of the Event workers are responsible for providing their own meals and refreshments on event day, and must be prepared to work outdoors in a variety of weather conditions.
This meeting will occur after the event, and is intended to be between the same representatives as in the Pre-Event Meeting. The purpose of the meeting is to discuss what went right, what went wrong, and what recommendations we have for next year. At this meeting, an initial commitment by the Club of the Event may be made for next year’s event.