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.
Responsibilities
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