[ Home ] [ About Events ] [ About Rogaining ] [ About NSWRA ] [ Resources ] [ 2008 Aus Champs ]  

Event Administration

Introduction

The Event Administrator has a key role in the running of a rogaine.  Together with the Organiser, he/she should ...

• Prepare an event budget.
• Prepare the entry form.
• Provide information to competitors before, during and after the event.

• To accept and process entries.
• To record and bank entry and membership fees received.
• To register teams, distribute maps etc at the registration desk on the day of the event.
• To record arrivals and departures, calculate scores and allocate placings.
• To compile a result list.

Entry Form

A sample entry form is available in the Forms section. The "form" side is an html document.  If required, assistance will be provided to edit this.

Please note that a distinction has been created between the date at which late fees apply and the closing date.  The "Closing Date" should be just that - the date at which entries do actually close.  The form also directs people to the "About Events/Entry Fees" section of this web site for definitions of Concession and Family and the Refund Policy.  In the interests of introducing some consistency into our organisation, please try and conform to these definitions.

Financial Administration Guidelines and Requirements

For each event, certain financial requirements need to be met. These are :-

• Preparation of an event budget, 
• Recording and banking receipts (ie income), 
• Requisition of cheques to pay expenses.

The following guidelines are to assist you in this process.

Definitions

The current definition of a Concession and a Family, together with our Refund Policy is on display in the "About Events/Entry Fees" section of this web site.

Event Budget

Download a copy of the Event Budget Calculator.

Each event budget will have four main components :-

• an estimate of the number of entries,
• an estimate of the costs to provide for each entry,
• an estimate of the fixed costs associated with running the event, and
• derived from the above, an entry fee. 

An estimate of the entry numbers will be provided. This will be based on historical data available to the Association. The ratio of full to concession entries will be in the order of 3:1.

The costs to provide for each entry are costs like food, maps, access fees which are determined on a per head basis. The fixed costs are the costs associated with things like course setting where they will be incurred irrespective of the number of event entries.

Using the projected number of entries, entry costs, and fixed costs, a full entry fee can then be determined. The concession fee should be set to about 2/3 to 3/4 of this figure. The budget process will only allow for entries and arranged (bus) transport. Other things like accommodation, T - Shirts etc are assumed to be self funding.

The Event Budget Calculator is structured to allow the entry fee to be calculated, and therefore the underlying structure should not be modified. By all means though, where necessary add extra cost components.

The guidelines are supplied as an indication of what costs may be incurred, based on historical information. The budget column (ie the shaded area) is the area that needs to be completed, and totals A, B, and C need to be determined. From these, the full and concession entry fees can be calculated.

When you have your budget drawn up, send a copy to the treasurer (Tony Malony) for approval.

Recording And Banking Receipts (ie Event Income)

As part of the Event administration process, all income generated will needed to be recorded. You will be provided with a computer database which will do this. When you have installed the database, read the "Help" file.

The need for the information collected is to :- 

• allow the bank to accept the deposits,
• accurately record what the income is for, and
• chase up dishonoured cheques.

All money collected must be banked at regular intervals at your nearest Commonwealth Bank. Follow the instructions in the database to print a list of cheques. At the bank, fill in a standard (green) deposit form using the account of the "NSW Rogaining Association", Account Number 2252 0090 2966, total number of cheques to deposit, and total amount of money to deposit. The bank will accept your printed list of cheques so there is no need to rewrite them on the green form. Also, please fill in the butt from the deposit form. Ensure you receive the stamped deposit butt back from the teller.

For Postal Orders, the Bank doesn't seem to have any fixed rules, sometime they charge $2.00 to deposit, but most times nothing. I suggest you deposit these with other cheques, and if need be, claim any fees as part of your event expenses. In the Payee Field enter "Money Order" and in Bank, put the Money Order Number.

After each banking, please forward the deposit receipt and a copy of the Analysis Report to the treasurer (Tony Maloney).

Requisition of Cheques to Pay Expenses

To maintain the Associations financial integrity, and help build up the Associations database, for each event expense cheque that is required, please complete a copy of the Claim Form which you can download here. Where possible, please consolidate all payments to the same person on the one form.

In support of budgeted expenditure, an advance may be made available. In such cases, a cheque requisition form should be maintained to show where the advance has been utilised.