Guidelines for organising a Motorhoming Tour or Event

(An event takes place at one venue – eg Ventersdorp mieliefees; a tour consists of a series of stopovers. These are both covered by the term “event” in the text that follows)

Recently there has been some confusion and unhappiness about this matter, so here is some information for the benefit of members who would like to host an event, and some advice for those who plan to participate in these happenings.

The MCSA identifies three types of events:

MCSA National Events. These are overseen by the National Committee

MCSA Regional Events. These are overseen by the relevant Regional Committee

Ad hoc/informal/wild-cat/rebel/private Events. The MCSA has no official involvement.

Requirements for an MCSA National Event (involving the entire Club):

The first necessity is an MCSA member (not necessarily a Club office-bearer), who is prepared to volunteer his/her services as an event leader. This person needs to plan a schedule with timetable, advising the National Committee, who would then normally sanction the event, unless there are reasons to do otherwise (like date clashes with other happenings, or that regional management would be more appropriate).  Nominated assistants to the event leader (small sub-committee) can be helpful where the project warrants the support of a team.

All MCSA members must then be made aware of the approved event, and this is best done by advance notification primarily through the MCSA MOTORHOMER magazine (all members receive this document) and thereafter on the website. This notification should specify a date upon which applications formally close, and give members about four weeks available time for making applications.

Timing is a bit of an issue, and cognisance needs to be taken of the fact that committees meet quarterly, and the magazine is issued quarterly (all committees have a publication date schedule for the magazine, and you can check with the secretary about committee meeting dates). Submit your event proposal sufficiently in advance of a National Committee meeting for them to deal with the matter. On receiving committee approval, an event leader should then publish notice of the event in the following MCSA Magazine. It is advisable to withhold appearance of this notice on the web site until the magazine is mailed, otherwise an event could become fully subscribed before members receive their magazine, to unfair disadvantage of those who do not have Internet.

Interested applicants are then dealt with on a first-come-first-served basis. No MCSA member should submit an application on behalf of another member (experience has shown that this creates trouble). No MCSA member may be declined participation except on the grounds that the event has become fully subscribed. If the event is fully subscribed, then there should be no non-MCSA individuals included in the event. After the advertised application closure date, unallocated vacancies, if they exist, can then be allocated to non-MCSA participants.

The National Committee (via the National Secretary) needs to be kept informed of organisational progress, particularly the matter of financial issues. Participants likewise need to be advised by the event leader as to "where their money is being spent", if they pay the event leader for settlement any event-related expenses. Event leaders have been accused in the past of "profiting" off an event, with seriously unpleasant consequences, so you must keep all records (with invoices, cash slips, whatever) to verify that you are squeaky clean, just in case you have difficult and suspicious people on your hands. No book-keeping on the back of a cigarette box.

Events of this kind are expected to be self-funding; that means payments from participants provide for all event expenses. It is best, wherever possible, to get participants to book and pay for their own accommodation, as this diminishes the organisational load on the event leader, and renders him/her immune from problems or disputes that might arise from this part of the business (group-booking discounts, eg Kruger Park, might sometimes preclude this, but remember the possible complication where an individual pensioner rate can be less than a group-discounted rate). It also helps to avoid any "blame" being dumped on the MCSA by a service provider involved in a dispute with a participant. An event leader should at the very start ask participants for a nominal deposit to cover initial administrative costs (phone calls, correspondence, etc). It also proves commitment by a participant. (You need this. A tour leader a while ago had over 20 enthusiastic “takers” for a planned itinerary, and ended cancelling because of a final count of only 3, incurring personal financial loss and wasted effort, because of failure to cover expenditure by deposits from the “takers”). All monies due to an event leader by participants should be fully paid up to the event leader prior to commencement of an event at a nominated deadline date in advance of the event commencement date. This includes contractual commitments for things like bus hire bookings, booked excursion fees and other costs that are due from the kitty. The Club is not happy about baling out an event leader who has been negligent on this account, and has incurred a loss. If any participant has to withdraw at any time, regardless of the reason, this person is not automatically entitled to a refund from the event leader. If a replacement participant is available, and possible monetary loss is thereby averted, then the event leader can, as finances permit, reimburse the withdrawing participant in part, or in full, as finances permit, ensuring that the other participants neither lose nor profit as a consequence of what has happened. Any cash surplus at the end of an event should be re-distributed amongst participants. ABSOLUTLEY NO CLUB MEMBER EVER GETS PAID FOR THEIR TIME HELPING TO RUN ANY ASPECT OF AN EVENT, NOR DOES ANYONE GET ANY FREEBEE FOR ANY SERVICE RENDERED, unless participants, by their mutual volition, chip in specifically for a gift or whatever as a token of thanks for what was done for them. This business should be kept off the “books” that manage the event.

Participants who have booked their own accommodation, and have to cancel, must themselves apply to the service provider for a refund. The event leader and the Club are not involved in this problem.

The National Committee will provide an MCSA event badge/token, but no funding, unless decided otherwise for special reason by the National Committee at a committee meeting. Any such funding requested should be properly motivated and the National Secretary will note the decision in the minutes of a National Committee meeting.

Requirements for an MCSA Regional Event (hosted by a specific MCSA Region):

This level of organisation is relevant where an event is geographically located within a specific region of the country. The above-described issues that apply to a National Event will similarly apply here, except that the responsibility-level devolves from the MCSA National Committee down to the relevant hosting Regional Committee.

Regional members of the hosting region will have first priority on bookings, followed by MCSA members outside the hosting region. Finally, if there are still vacancies after the advertised booking closure date, then non-MCSA people may also participate.

The event leader reports to his Regional Committee, and not to the National Committee, who are not involved in any of the business, unless serious reason for inquiry arises. Again, the project should be self-financing.

The Regional Committee of the hosting region will be responsible for issue of MCSA regional event tokens/badges to event participants.

Requirement for an ad hoc/wildcat/private/closed/rebel/informal event

(no MCSA involvement):

This option is appropriate if done without due notice, or at short notice, is independent, is not officially publicised, and an event leader prefers to select his/her own participants (not invite certain people) or wishes to involve a significant number of non-MCSA participants. The MCSA and its regions are out of the picture, and nothing must be done in their name.

The event leader can obviously issue an event token of any design he/she wishes, except that it should not look like it comes from the MCSA, or indeed, from any other recognised club. The MCSA or its regions bear no responsibility for any problems or legal issues that may arise from the project.

Because the event is “closed” or “private” it is advisable to involve people by private invitation only, to avoid offence that might be taken by those who could resent having been “left out”, or being told that they cannot join.

Complaints

A word about courtesy and diplomacy is worth mention. If anyone’s request to join an event needs to be turned down, the event leader should handle the matter with fairness, tact and transparency, giving a plausible explanation to the person concerned. The event organiser has the authority to accept or decline applicants, but this should never appear to have been done in an unreasonable, discriminatory or tactless manner. Complaints from members about anything that bothers them should be directed to the relevant committee (National event to National, regional event to regional). Communication should not be verbal, but be carefully drafted in writing and sent to the relevant committee that is “in charge” of the event. Don’t complain on behalf of another person; they should do it themselves. The committee, after discussion and decision, will respond, likewise, in writing, as to the outcome, and record the matter in their minutes. This procedure is relevant for any form of other grievance within the MCSA. Why in writing?  Verbal forms of complaint encourage unrecorded, careless and irresponsible statements that can later be distorted or denied, compounding instead of resolving a problem. The relevant committee’s resolution on such matters is deemed to be final.

Concluding remarks

These are not rules that are cast in tablets of stone, but advice that comes from a history of experience about what works, and what can make the wheels come off these projects.

Finally, don’t grumble that there are not enough events being organised. Volunteer your services as an event leader if you believe that there is somewhere to go or something to do for MCSA members as an organised group. Use the information above as your management guide.