Club Show Organisation

Gordale Weekend August 13th – 14th 2011 Proposed Roles within the organisational structure.

Project Managers (Arthur)
1. Ensures smooth running of the event
2. Checks all areas of event have been covered
3. Last min checks
4. Problem solving in conjunction with others
5. Not responsible for personally doing all the work just for seeing it gets done
6. Suggest 2 members

Stand Constructors ( Dave Y Doug M + Sean and Steve)
1. Getting the various parts of the stand to the event
2. Working with Gordale with regards to use of their van
3. Ensuring cloth and other stand dressing is available on the day
4. Ensuring they have the necessary tools to put the stand together
5. Checking the health and safety aspects regarding display in a public place
6. Suggest 2 members with responsibility plus 2 helpers to set + 2 helpers to dismantle

Tree selection and display ( Ian W)
1. Decide upon a range of trees reflecting the diversity of the club
2. Organise some form of equitable selection procedure for choosing the trees
3. Checking trees prior to show, making recommendations for improvement as necessary
4. Protocols to ensure all selected trees arrive at the Gordale for a designated time and date
5. Positioning of trees within the overall display
6. Checking that suitable stands and accent plants are positioned appropriately
7. Suggest 2 members plus member with accent plant responsibility

Accent plant manager (Andy Hardman has volunteered will need help)
1. Ensuring a range of suitable accent plants are available for the event
2. Not responsible for providing accents just ensure members displaying have them
3. Working with tree display members to ensure best combination

Sales and Promotion
1. Ensuring other clubs and societies are aware of the event
2. Personal invitations to interested members of the bonsai fraternity
3. Arranging for suitable sales table for members surplus stock
4. Checking with Gordale that this would be acceptable
5. Ensuring event is accessible on the Wirral bonsai society blog
6. Providing information required by Gordale to publish the event
7. Contact press if appropriate for inclusion under events/human interest

Photography (Jim the Lad + Sean Warburton V.O.C.B.S.)
1. Ensuring photography is covered on both days of the event
2. Ensuring there are photographs of
3. Setting up the event
4. Displaying the trees and accent plants
5. A record of individual trees on display
6. Interaction between members of the club and the public
7. Dismantling the display
8. Presentations to members with winning trees.
9. Ensuring the relevant photo’s are made available for inclusion on the Blog
10. Copies of photographs available for members on CD


Raffle (Bill G + Steve)

1. Providing sufficient raffle tickets for the two days
2. Checking raffle prizes are at the event and on display
3. Arranging the rota so we have somebody selling tickets continually
4. Arranging for the draw and distribution of prizes ( contacting winners not present)

I am sure that I will have missed out jobs that are important or need doing. It is important that Gordale is a whole club show and not just the domain of a handful of members. I would ask you all to give as much time as you can to this event, it was a great success last year and we need to equal or improve on that. If you would like to volunteer for any of the areas listed above you can Email me at daveyarranton@yahoo.co.uk
Many thanks in anticipation

Dave