Sussex County events are organised for the benefit of the gymnasts who take part, and for their coaches to see how their skills are improving.
Organisers, judges and other officials should also be recognised, and everyone should enjoy the experience.
The county also benefits from these events and uses surplus monies to support its financial contribution to training and development for affiliated club.
For each event there is a lead person who is the event organiser. This person takes responsibility for the all the parts of the event, which includes providing a venue, issuing / communicating the discipline rules, getting the entry, setting the entry fee issuing a programme / timetable, and of course managing the event on the day.
The organiser may delegate some parts of the event to others to share the workload.
Finance
The organiser will prepare a budget to check that there will be sufficient funds to cover the costs, a copy is sent to the treasurer who will then use it to agree receipts and costs at bank. The treasurer will report back to the organiser on any items not agreeing and where required will ask for approval before making payment.
If a event does not meet the finance criteria then it may still go ahead but must be approved by the county officers prior to it taking place.
Reward and Recognition
Depending on the size and complexity, the organiser is allowed to charge a fee. This may range from £50 for a small event to £300 for a very large event. The organiser can share that fee with others if they want to, but only one fee will be paid.
Judges and other officials can also charge a fee as agreed by the organiser. Again, this will be set by the organiser prior to the event.
Likewise, mileage may be claimed for travel for distances over 10 miles.
All expenses claims should be counter signed by the organiser and sent to the treasurer to pay.
Other costs
All other costs claimed must be supported by receipts for any expenses over £10, and be counter signed by the organiser and sent to the treasurer to pay.
Finally, to close the event the organiser will complete the actual part of the budget sheet (found in the library) and send it to the treasurer to reconcile to the bank account, and for any differences to be agreed.
