CHEF Policy Manual 1

CHEF Policy Manual

Scheduled Events:

1.0 General

1.1 Only CHEF members can plan and organize events and fieldtrips.

1.2 Every event needs to have an activity leader. Duties of an activity leader include:

Scheduling events through the Event Coordinator.

Contacting host and arranging event.

A Field Trip/Activity Guide should be completed to serve as an aid in planning and promoting the event.

Publishing the event in the newsletter, preferably the month prior to the registration deadline (send a copy of the Field

Trip/Activity Guide to the newsletter.)

Attending the event and acting as liaison between CHEF members and the host.

Every event will be reviewed by the activity leader and/or the Event Coordinator to determine what went well and what could be

improved. The goal is to improve future events. All Field Trip/Activity Guides with completed reviews will be kept on file by the

Event Coordinator.

Write a thank-you note to the host if applicable.

1.3 It is up to each family to determine the appropriateness of each event.

1.4 Large events involving sums from CHEF's treasury will need approval by the Board of Advisors (examples are co-ops, seminars, etc.)

2.0 Registration/Deadline

2.1 Individuals may register for an event by contacting (by phone or in writing) the activity leader at least two weeks prior to the event. If there are fees associated with the event, the fees must be remitted to either the activity leader or the CHEF treasurer (as designated by the activity leader) at least two weeks prior to the event (further in advance if indicated in the newsletter.)

2.1.1 If the CHEF treasurer has collected registration fees, the treasurer will call the activity leader the day after the registration deadline with the names of the people registered.

2.1.2 If the number of people registered does not meet the published minimum number of children required to hold the event, it will be cancelled. Those who have registered will be notified and their fees refunded.

2.1.3 Additional registrations may be accepted after the event deadline depending upon availability, at the discretion of the event leader. A waiting list may be kept to fill vacancies in the event of cancellations.

2.1.4 Exceptions: skating, gymnastics, bowling, swimming, potlucks, men's breakfasts, and CHEF meetings are exempt from the registration deadline guidelines.

3.0 Event information required to be published in the newsletter.

Date of the event.

Registration deadline and name, address and phone number of the registrar (activity leader or treasurer.)

Location and time of the event (also where and when to meet, if different than the event location and time.)

Cost per child.

The activity leader's name and phone number (or the name and phone number of a person to call for information.)

4.0 Optional newsletter event information.

Whether or not the activity leader wants cancellation calls; cancellation may not be necessary, or it may be important to call the activity leader if you need to cancel.

The appropriate age/stage for children attending the event.

The minimum and maximum number of children required to hold the event.

5.0 Cancellation of an event.

After being published in the newsletter, no events may be cancelled or altered without Event Coordinator approval. If an event is cancelled, registered members will be notified and their fees returned.

6.0 Refunds.

No refunds will be given after the registration deadline. Consideration will be made for extreme or tragic circumstances.

7.0 Event locations.

There are no specific restrictions. The location for events will be determined by the activity leader and approved by the Event Coordinator. Safety and accessibility for the disabled will be considered.

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