Visits Secretary Role | The Arts Society

Purpose of Role

The Visits Secretary works with the Programme Secretary and Study Day Organiser to arrange visits which complement the Society's programme of events.

General Preparations for Organising Visits

Present suggestions to Committee
Research venues using reference books, the internet and information from the NADFAS website
Contact venues for up-to-date information on costs, tours, refreshments etc.
Research travel options
Some Visits Secretaries visit venues before booking as required

Organising a Visit

Work out costing (usually on a 75% take-up of places) and advertise the visit
Decide if you need helpers are required on visit
Confirm all bookings in writing
Take bookings and payment. If bookings are slow, talk to the Committee about advertising the event more widely and arrange as necessary
Once visit is full keep a list of reserve members
Pass payments to Treasurer with supporting list
Reconfirm all arrangements with venue, travel company etc just before date of visit
Make list of all participants (circulate other copies of the list in case of emergency)
Contact reserve list to fill any cancellations
Obtain emergency contact numbers for those attending
Ask Treasurer for appropriate cheques (and coach driver's tip in cash if needed)
Check members on and off the coach/train
Confirm timings to members during the visit
Take a mobile telephone with you in case of emergency